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Tax Fraud Blotter: What nerve

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Journey’s end; just shocking; house cleaning; and other highlights of recent tax cases.

Pueblo, Colorado: Resident Solomon Paul Garcia has been sentenced to a year and a day in prison, to be followed by three years of supervised release, for tax evasion.

Garcia worked for various employers as a journeyman electrical lineman. From 2016 to January 2020, he avoided income tax by submitting to his employers W-4s that claimed up to 99 allowances or false claims of exemptions. During this time, Garcia was only allowed to claim two allowances.

Although Garcia had an opportunity to pay all taxes due and owing for each calendar year by the respective filing deadlines, he did not file a tax return for any of the years, resulting in the evasion of $267,028.50 in federal taxes.

Garcia was also ordered to pay restitution, including interest and penalties, of more than $548,000.

Attleboro, Massachusetts: David Tetreault, 54, the former bookkeeper for an electrical and contracting business, has agreed to plead guilty to concealing income from the IRS and to stealing disability benefits.

Tetreault worked as a bookkeeper for a Massachusetts-based electrical contractor between 2015 and 2021, when he received wages in cash and used company funds to pay his personal credit card bills. He allegedly manipulated the company’s accounting records and bank statements to disguise these payments as business expenses.

Tetreault underreported his personal income by at least $2.1 million and caused a loss to the IRS of more than $600,000.

Charges also alleged that Tetreault failed to report his work for the electrical contractor or his income to the Social Security Administration and submitted false information about his employment and income to the Employees’ Retirement System of Rhode Island. He collected more than $320,000 in undeserved Social Security Disability Insurance benefits and state disability pension benefits between 2016 and 2024. 

He has agreed to plead guilty to one count of tax evasion, one count of theft of government money and one count of wire fraud. Tax evasion provides for up to five years in prison and three years of supervised release; theft of government money provides for up to 10 years in prison and three years of supervised release; wire fraud provides for up to 20 years in prison and three years of supervised release. All the charges also carry a fine of up to $250,000 or twice the gross gain or loss, whichever is greater.

Chester, Connecticut: Resident Evan Bobzin has pleaded guilty to offenses, including tax charges, from a $2 million embezzlement.

From July 2013 until December 2023, Bobzin was employed by Hoffman’s Gun Center in Newington, Connecticut, and, in 2016, became the head of information technology at Hoffman’s. In January 2016, Bobzin began to steal cash receipts from a company safe in the company’s front office.

Between 2016 and 2023, Bobzin and his former spouse made 287 cash deposits of stolen money from Hoffman’s totaling $1,901,250 into his bank accounts, and seven cash purchases of cashier’s checks totaling $161,330. Bobzin used the funds to pay for personal expenses.

In October 2022, the U.S. Attorney’s Office notified Bobzin that he was conducting cash transactions in amounts below $10,000 in a manner indicative of structuring to avoid having his bank file currency transaction reports. Bobzin ceased making cash deposits at his bank, opened new accounts at a different bank and resumed making structured cash deposits into those accounts.

Bobzin failed to report the stolen income on his federal personal income tax returns for 2016 through 2022, resulting in a loss to the IRS of $436,178. As an example, on his income tax return for the 2020 tax year, Bobzin reported taxable income of $9,914 and tax owed of $0. The return omitted income of some $432,615 and understated tax due and owing by some $110,530.

Sentencing is Nov. 26. Bobzin pleaded guilty to one count of interstate transmission of stolen money, which carries up to 10 years in prison, and one count of tax evasion, which carries a maximum term of five years. He has also agreed to pay $2,062,580 in restitution and to cooperate with the IRS to pay $436,178 in taxes, as well as penalties and interest.

Hands-in-jail-Blotter

Madison, Wisconsin: Investment advisor Eric Upchurch has been sentenced to 28 months in prison for wire fraud, making false statements to the Small Business Administration and money laundering related to the Paycheck Protection Program.

Throughout 2020 and 2021, Upchurch submitted fraudulent PPP loan applications on behalf of several businesses, falsely claiming that his businesses earned hundreds of thousands of dollars in revenue and paid employees tens of thousands of dollars in payroll a month. He also provided lenders with forged payroll reports and tax forms.

None of Upchurch’s companies formally employed anyone besides Upchurch, and none had the revenue necessary to cover the claimed payroll.

Upchurch stole $406,211 and attempted to steal an additional $400,378 in PPP money. He also laundered a portion of his fraudulently obtained PPP funds when he purchased $19,000 worth of bitcoin.

Agawam, Massachusetts: Tax preparer Colleen Gruska, 66, has been sentenced to two months in prison to be followed by a year of supervised release (the first six months to be served in home confinement) for filing false returns.

For more than a decade, Gruska used her tax prep service to file dozens of false returns for herself, her relatives and others. On these returns, she reported business losses that were either dramatically overstated or were for businesses that did not exist, resulting in little or no federal income tax owed by the taxpayer.

In her own filings, Gruska reported $189,000 in expenses over four years for a house and yard cleaning business despite there being no actual expenses, enabling her to avoid $36,079 in taxes. For a relative, she filed false returns that claimed a non-existent soccer coaching business with expenses totaling $233,561, enabling the relative to avoid $39,599 in taxes.

Gruska, who pleaded guilty in January, caused a loss to the IRS of $261,102 and was ordered to pay that amount in restitution.

Lee’s Summit, Missouri: Neurologist Maria Donato has pleaded guilty to failing to report cash income from her practice on her federal returns.

Donato owned and operated Forest Park Neurology, where she practiced from 2012 to 2019. Her patients sometimes paid cash for her services from 2015 through 2019, but Donato failed to report the full extent of her cash income on her federal income tax returns. She specifically pleaded guilty to failing to report more than $120,000 in cash income in 2017. She also failed to properly report her cash income on her Missouri tax returns during those years.

Concord, North Carolina: Exec Ronald James McMurphy has pleaded guilty to failing to collect or pay over taxes.

From around the first quarter of 2016 to and including the third quarter of 2022, he was president of McMurphy Hydraulics Inc. and from around the fourth quarter of 2019 up to and including the third quarter of 2022 was also president of Powertek Equipment Inc., a manufacturer of heavy equipment for construction and forestry.

McMurphy was responsible for accounting for and paying to the IRS the employment taxes for both companies. For various tax periods, McMurphy failed to truthfully account for and pay over the trust fund taxes and employer matching taxes due and owing to the IRS on behalf of the companies’ employees.

The employment tax liability for which McMurphy is accountable is $712,017.

Sentencing is Dec. 12. He faces up to five years in prison, as well as a period of supervised release of up to three years and monetary penalties.

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IRS PTIN renewal season kicks off

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Preparer Tax Identification Number renewal season is underway for all tax professionals

Tax professionals and Enrolled Agents must have a valid PTIN to prepare any federal tax returns for compensation. PTINs expire on Dec. 31 and must be renewed annually. The fee to obtain or renew a PTIN for 2025 is $19.75.

Current PTIN holders will receive formal notification from the IRS Return Preparer Office in the coming weeks.

Tax pros’ steps for renewal:

  • Log in your account PTIN account if you have one.
  • Complete the online renewal application. Verify your personal information and answer a few questions. View a checklist of what you need before starting.
  • Pay the renewal fee via credit/debit/ATM card or eCheck. Upon completion of your application and payment, you’ll receive confirmation that your PTIN has been renewed.
IRS headquarters

Bloomberg via Getty Images

Most first-time PTIN applicants can also obtain a PTIN online in about 15 minutes.

For a paper renewal, which takes six weeks; fill out Form W-12, “IRS Paid Preparer Tax Identification Number Application” PDF. Mail it with the renewal fee to: IRS Tax Pro PTIN Processing Center, PO Box 380638, San Antonio, Texas   78268.

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Key Factors for Optimal Bookkeeping Software Solution Selection

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Selecting the Optimal Bookkeeping Software Solution: Key Factors to Consider

In today’s fast-paced, digital environment, businesses have an abundance of bookkeeping software options to choose from. However, not all platforms are equally suited to every organization’s needs. Selecting the ideal software requires thorough research and evaluation to ensure it effectively supports accounting processes, enhances efficiency, and meets the business’s unique operational demands. This article highlights key factors to consider when choosing the optimal bookkeeping software solution.

User Access and Permissions

A critical starting point in selecting bookkeeping software is determining the number of users who will need access. Many software providers structure their pricing plans based on the number of users, making it essential to assess how many employees, accountants, or managers require permissions to view, edit, or manage financial data. This consideration not only influences costs but also ensures that appropriate security settings are in place to protect sensitive financial information. Businesses should prioritize platforms that offer customizable user roles and permissions, allowing access to be granted according to each individual’s responsibilities.

Integration Capabilities with Other Systems

The ability of bookkeeping software to integrate seamlessly with other operational systems is essential for efficiency. Many modern solutions offer built-in integrations with bank accounts, credit cards, payroll software, customer relationship management (CRM) platforms, e-commerce tools, and inventory management systems. Such integrations reduce the need for manual data entry, minimize the likelihood of errors, and enable real-time financial tracking. For businesses that rely heavily on multiple tools, it is crucial to choose bookkeeping software that supports smooth data exchange across platforms to streamline processes and enhance productivity.

Robust Reporting and Financial Statement Generation

Effective bookkeeping software must offer advanced reporting capabilities that align with standard accounting practices and business-specific needs. The software should provide customizable reports that allow businesses to track critical metrics, such as cash flow, profit margins, and accounts receivable. Reporting flexibility ensures that stakeholders—whether internal or external—receive clear and actionable financial insights. Additionally, the ability to generate compliant financial statements, such as income statements, balance sheets, and cash flow statements, is essential for meeting regulatory requirements and supporting strategic decision-making.

Mobile Access and Cloud Technology

As remote work becomes increasingly common, cloud-based bookkeeping software solutions have grown in importance. Cloud platforms allow users to access financial data securely from any location, using mobile devices or web browsers. This flexibility ensures that accounting teams and business leaders can monitor and manage financial information on the go, facilitating faster decision-making. When selecting bookkeeping software, businesses should assess their mobile access needs and choose platforms that offer reliable mobile apps or responsive interfaces that enhance accessibility and collaboration.

Industry-Specific Features

Certain industries—such as construction, nonprofits, retail, and professional services—have unique accounting requirements. For example, construction companies may need to track project-based expenses, while nonprofits must adhere to specific reporting standards. Selecting bookkeeping software with industry-specific features can help businesses reduce the need for manual adjustments and ensure that the system aligns with operational workflows. These tailored functionalities can improve accuracy and efficiency, making it easier to meet both day-to-day and long-term accounting objectives.

Implementation, Training, and Customer Support

Even the most feature-rich bookkeeping software will fail to deliver value without proper implementation and team adoption. Vendors that offer comprehensive implementation support and seamless integration services can make the transition to new software smoother. Additionally, access to training resources—such as webinars, tutorials, and customer support—ensures that employees can quickly become proficient in using the software. Businesses should evaluate the quality of vendor support, including availability of live assistance and responsiveness to inquiries, to ensure ongoing success.

Cost vs. Value: A Balanced Approach

While pricing is an important consideration, businesses should not select bookkeeping software based solely on cost. The goal is to find a solution that delivers the best value by meeting both current and future accounting needs efficiently. In some cases, higher-priced software may offer features or integrations that significantly reduce manual work and increase accuracy, providing a strong return on investment over time. Companies should carefully weigh the total cost of ownership, including subscription fees, implementation expenses, and potential upgrades, against the benefits the software provides.

Scalability and Future Needs

Businesses evolve over time, and their accounting requirements grow more complex. It is crucial to choose bookkeeping software that can scale with the business, accommodating future needs without requiring frequent platform changes. Features such as multi-currency support, automated invoicing, and advanced analytics may become essential as the organization expands. Opting for scalable software ensures that the system remains a valuable tool even as the business grows.

Selecting the optimal bookkeeping software is a strategic decision that requires a comprehensive evaluation of various factors. From user access and integration capabilities to mobile access and industry-specific features, businesses must align software functionality with their operational needs. Proper implementation, along with reliable vendor support and training resources, ensures smooth adoption and long-term success. While pricing is an important factor, the focus should be on finding a solution that provides the most value by streamlining accounting processes and preparing the organization for future growth. By taking a balanced approach to these considerations, businesses can select the best bookkeeping software to enhance financial management and drive success in a competitive marketplace.

Norene

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Strategies for Effective Financial Record-Keeping System

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Accounting Record Keeping

Maintaining well-organized financial records is essential for both individuals and businesses. A robust record-keeping system ensures accountability, aids in financial planning, supports legal compliance, and prepares you for unforeseen events. However, without a structured approach, managing financial documents can quickly become overwhelming. This article explores strategies for building an efficient and sustainable financial record-keeping system.

Identify Records to Retain

The first step in developing a reliable system is identifying what documents you need to keep. Regulatory requirements, tax obligations, and future needs will determine which records are essential. Individuals typically retain documents such as tax returns, bank statements, pay stubs, investment reports, medical bills, insurance policies, and purchase receipts for high-value items. Businesses, on the other hand, need to store financial statements, general ledgers, payroll records, accounts payable and receivable reports, W-9s, 1099s, and various tax forms.

Understanding the scope of required records ensures that nothing crucial is missed and establishes a solid foundation for organizing your system.

Develop a Logical Organizational Structure

Once you know what records to retain, the next step is to design an intuitive filing system. A logical structure helps maintain order and makes retrieval quick and painless. For both physical and digital records, it’s helpful to create primary categories such as Banking, Taxes, Assets, and Insurance. Within these categories, you can further divide documents by year or type.

Physical records can be organized using labeled folders, with color-coded categories for quick identification. Digital files should mirror this structure, ensuring consistency across both formats. Using cloud storage platforms with folder hierarchies makes it easy to manage digital records efficiently.

Ensure Security and Controlled Access

Financial records often contain sensitive information, so security must be a priority. For physical documents, consider using a locking file cabinet or a safe to prevent unauthorized access. When it comes to digital records, cloud storage solutions with encryption, multi-factor authentication (MFA), and role-based access permissions offer robust security.

Routine backups are also critical to prevent data loss. Schedule regular cloud backups or store files on external hard drives to ensure recoverability in case of technical failures or cyber incidents.

Implement Processes for Ongoing Organization

Establishing a system is only half the battle—maintaining it requires consistent processes. Introduce habits that encourage the continuous integration of new records. For example, set up a designated bin or tray for physical documents that need to be filed. Schedule weekly or monthly sorting sessions to prevent paperwork from piling up.

Digital records can be managed efficiently with the help of mobile scanning apps, which allow you to upload and store documents instantly. Automating document uploads or using templates for financial reports can also help reduce administrative workload.

Define Record Retention Policies

A well-organized financial record-keeping system includes clear retention guidelines. Different types of records have varying lifespans, particularly when it comes to tax and legal documentation. Tax-related files, for example, often need to be kept for three to seven years, while loan documents and property deeds may require longer retention.

Implement an annual archiving process to remove outdated records and free up space. Be sure to securely dispose of old physical documents through shredding and properly delete digital files to maintain data security.

Review and Update the System Regularly

As business operations evolve or personal circumstances change, your financial record-keeping system must also adapt. Periodically assess the system’s effectiveness to ensure it aligns with current needs. Technological advancements, regulatory changes, or the addition of new financial processes may necessitate updates.

Regular evaluations help you identify inefficiencies, improve workflows, and implement new tools that can further enhance your record-keeping efforts. Staying proactive in maintaining your system ensures it remains optimized over time.

The Benefits of a Structured Record-Keeping System

Creating an organized financial record-keeping system requires upfront effort, but the long-term benefits far outweigh the initial investment. A well-maintained system improves efficiency, reduces stress during tax season, ensures legal compliance, and provides quick access to critical documents when needed. For businesses, an effective record-keeping system supports better financial management and helps avoid costly mistakes, such as missed deadlines or lost receipts.

Whether managing personal finances or business accounts, a systematic approach keeps you in control. By following these strategies, you can establish a financial record-keeping system that is secure, sustainable, and adaptable to future needs. In the long run, the effort invested in building a reliable system pays off with enhanced organization, improved decision-making, and peace of mind.

An effective financial record-keeping system is essential for staying organized, meeting legal obligations, and preparing for the unexpected. By identifying the necessary records, creating a logical structure, ensuring security, and defining retention policies, individuals and businesses can manage financial documents efficiently. Regular evaluations and updates keep the system optimized as circumstances evolve. Ultimately, a well-organized approach to financial record-keeping promotes accountability, compliance, and readiness for whatever the future holds.

Norene

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