GTP IT Notice Management and Filing Compliance Meeting: Baker Hughes

GTP IT Access and Service Set Visibility Discrepancies

  • User Access Limitations:

    • Bobby and Gifty identified that Gifty lacks access to the "Business Licenses" service set. She currently only has visibility for "Sales and Use Tax" and "General" categories.

    • This is a critical operational issue because the team must pull business license notices at the end of every month to send to the DDH (Data Delivery Hub) team.

  • Analytics vs. Visible Notices:

    • Bobby reported a discrepancy between the notices visible in the dashboard versus the notice analytics tab for Baker Hughes.

    • Visible Open Notices: 5353 (filtered for Sales and Use tax).

    • Analytics Data:

      • Not Started: 133133

      • In Progress: 5454

      • Total (approximate): Over 187187 notices.

    • Service Sets identified in analytics but invisible to the users include:

      • Excise Tax

      • Sellers Use

      • Gross Receipts

    • Concern: High-priority items or significant financial liabilities might be hidden in service sets that the current team cannot access.

  • AI Agent Performance:

    • The team suspects the AI agent responsible for uploads is misassigning notices to service sets like Excise or Gross Receipts.

    • There is a known issue where the AI agent skips pages during the review process; it is now theorized that these pages are not being skipped but are being assigned to inaccessible categories.

  • Resolution Strategy for Access:

    • The team will email GTP Support and CC Chisholm regarding the access issues.

    • Instructions: The email should state that the analytics data is "wrong" (showing more notices than actually visible) to prompt a thorough investigation rather than providing a "lazy answer" suggesting it is merely a service set visibility issue.

Jurisdictional Notice and Filing Updates

  • Past Due Notices (Over 1 Year):

    • Total: 1414 notices currently visible to Gifty.

    • Colorado: The highest volume with 44 notices across different entities.

    • Oklahoma: A notice was received for a Lufkin vendor’s use account. Roman confirmed the account should be closed as the client and regional team worked on it previously.

  • Outstanding Powers of Attorney (POA):

    • Wisconsin and Missouri: POAs are still pending signatures. These are required to resolve active notices, specifically for Wisconsin.

  • Arizona Transaction Privilege Tax (TPT):

    • Issues persist with Waygate notices.

    • Portal Credentials: Third-party credentials for the portal are currently non-functional.

    • MJ is in contact with the state to resolve these for Waygate.

    • Roman and Gifty plan to condense ISP (Internet Service Provider) related issues into a single open notice to streamline resolution.

  • Delaware Business Navigator License (BNL):

    • Payment Inquiry: Gifty contacted representative Maria Pinto regarding a payment. The team is waiting for verification that the payment has been applied to the account.

    • Exemption Calculation Error: A notice was issued because the team did not calculate a monthly exemption correctly, resulting in a return filed without payment. This involved a threshold value of $100,000\$100,000.

  • Minnesota (OGI Minnesota):

    • Filing Frequency Error: A change from annual to quarterly was missed. It was not caught until April, leaving January, February, and March outstanding.

    • Financial Impact: The state denied a waiver request for penalties/interest. There is an outstanding balance of $7.46\$7.46.

  • Louisiana:

    • Bobby has prepared a check register for outstanding items. Roman will review this before uploading balances to the end-of-month batch for the client.

  • New Mexico (Bentley Nevada):

    • Bobby drafted a letter to the state explaining the situation to close the account. Roman will follow up with the client to finalize this.

Filing Compliance and E-Filing Migration

  • Paper Filing Vulnerabilities:

    • The team noted that paper filings frequently lead to lost mail, incorrect application of payments, and missed deductions.

    • The goal is to move all Baker Hughes (and all other engagements) accounts to electronic filing (e-filing).

  • GDS (Global Delivery Services) Collaboration:

    • The GDS team will be tasked with reviewing all login credentials.

    • Bobby requires a monthly status update from GDS listing which states are still outstanding for e-filing setup and which are currently being paper-filed.

    • High-dollar amount filings will be prioritized for the transition to e-filing.

Standard Operating Procedure: Business License Notices

  • End-of-Month Process:

    1. Access the Business License service set in GTP IT.

    2. Pull all open business license notices as PDFs.

    3. Save the PDFs to the "O Drive" folder hierarchy (Path: O Drive > Notices > [Month Folder]).

    4. Zip the PDF files and email them to Roman.

    5. Roman forwards these to the DDH (Data Delivery Hub) team.

    6. Once Roman confirms forwarding, the notices in GTP IT are closed with a note in the correspondence section: "UI team has forwarded to DDH."

Questions & Discussion

  • Gifty: "Did we close the vendor's use account for Lufkins? I just wanted to make sure before I noted or called the jurisdiction."

  • Roman: "Yes. For that one, I specifically remember that the client and the regional work to close the account."

  • Roman: "Do we still need those POAs to resolve the notices, or have those notices been resolved?"

  • Gifty: "Yeah. We still need those POAs, especially Wisconsin."

  • Bobby: "Do you want me to add that payment [Minnesota $7.46\$7.46] to any particular batch? You wanna run it past the client?"

  • Roman: "Yeah. That one, we need to run it past the client first… then we figure it out till we file the first quarterly return."

  • Bobby (End of Meeting): "Poor Bobby. Like, okay. Bye. Like, hang on. I'm not done. Ugh. I feel bad now. Okay… I'm so sorry for, like, asking you to pull all those business license notices that you did not have access to."

  • Gifty: "No. You're good. You had me to do Mission Impossible."

  • Bobby (IT Issues): "I think my Zscaler went out… We used to have Connect Tunnel. That's what it was before Zscaler, and that used to go out all the time."