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Art of Accounting: Updated free checklists

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Complimentary Access Pill

Enjoy complimentary access to top ideas and insights — selected by our editors.

My updated Word file of checklists is now available. There are 190 tax season, practice management and personal tips checklists on 328 pages in a usable searchable Word format. I added 12 checklists and updated many of them for the upcoming 2025 tax season.

I am working on updating the Getting Your Affairs in Order checklists and should have those available after tax season. I am also working on SmartProof templates and hope to have those available by the end of February. These would be something new. When they are ready, I’ll send them to everyone that requests the updated checklists, so do not email me for them. You’ll get them when I get them completed.

I am certainly nutsy with checklists. When I have a new situation, I usually scope it out on a Word or Excel file in a checklist format. Once I decide to proceed, I now have a new checklist that can be added to my file. Some of the new projects I work on can be pretty hefty so I keep those to myself. I find that people do not like getting checklists that are too long. I post some really long checklists elsewhere and will include a page with links in the new file. 

I use checklists for almost everything I do. Those that will be repeated are included in this free file. Checklists have all the steps needed for a given project and lay out what I need to do, and occasionally the order to do it in. They don’t need any thinking or decisions on my part (except possibly what color shirts I should pack for a trip). I spend considerable time planning new projects. I want to get them right and I also want to get the fixed fees (or the range of fees) right. This upfront planning is my investment in my future time savings. It is also the investment in reduced time instructing staff and their reduced time when working on my projects. After all, our staff “push our pencils,” and I think it is important that they are pushing the pencils properly, effectively and efficiently. I already figured that out, so why shouldn’t that be shared and reduce their time?

I restrict my checklists to tax season, practice management, administrative process and procedures, some marketing and financial planning. I also include some personal checklists such as when I pack for a trip, shop for my card game or a barbeque, or when I golf. My checklists do not cover technical issues. There are many great checklists available for this.

This paragraph is repeated from prior columns: I write a lot about what I did, and still do, and some people contact me wondering why I did what looked like so much extra work and how it was cost effective. My response is that everything I did was when I was trying to build a practice, get clients, train staff, make a living and spend time with my family. I figured out early on that by deliberate planning, carefully scoping a job and setting up systems and checklists made me richer in the long run than shortcutting to get to the end result. What I did worked and works for me, and I am sharing it with this checklist file for my colleagues.

Some of the new checklists cover these topics and many more:

  • A first time-ever flow chart to help a client make a first time investment in the stock market;
  • A tax preparation process flow chart;
  • A template for organizing your tax season;
  • An organic growth checklist;
  • How a first-time supervisor should start supervising;
  • How a new partner should partner;
  • What a staff member who wants to be promoted to partner should do;
  • The accountant’s role in assisting a client with their succession planning;
  • A jump start for clients to get started with their financial planning; and,
  • A checklist for a non-managing partner who manages a book of business.

There is something for everyone in public or private accounting in these checklists. 

I also have auditing and bankruptcy checklists, and some for colleagues in private industry. What I do, and suggest, is to print out the six-page checklist listing and keep it handy. When I have a new situation, I look over the listing to see if there is a checklist that could help me and then I go to the Word file.

The file is free. Just send me an email to [email protected] and put Checklists as the subject. No messages necessary as I do this myself and the messages take me time to read. I’ll also keep your email and will send you the SmartProof templates as soon as I have them and then the Getting Your Affairs in Order checklists in May. 

Every one of the 190 checklists have been used by me, so they are field tested, and I know they work and are useful. 

Enjoy!

Do not hesitate to contact me at [email protected] with your practice management questions or about engagements you might not be able to perform.

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Accounting

White House establishes Strategic Bitcoin Reserve

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The White House today issued an executive order formally creating a Strategic Bitcoin Reserve as well as a U.S. Digital Asset Stockpile. 

The reserve will treat bitcoin, the first and most popular blockchain-based cryptocurrency, as a reserve asset. It will be capitalized with tokens owned by the Department of Treasury that was forfeited as part of criminal or civil asset forfeiture proceedings. Other agencies, such as the FBI, will evaluate their legal authority to transfer any bitcoin owned by those agencies to the Strategic Bitcoin Reserve. The administration said that the U.S. will not actually sell these bitcoins, as they would act as a store of reserve assets. The executive order authorizes the Secretaries of Treasury and Commerce to develop budget-neutral strategies for acquiring additional bitcoin, provided that those strategies impose no incremental costs on American taxpayers.

The U.S. Digital Asset Stockpile, meanwhile, will consist of digital assets other than bitcoin owned by the Department of Treasury that was forfeited in criminal or civil asset forfeiture proceedings. Versus the bitcoin reserve, the government will not acquire additional assets for the U.S. Digital Asset Stockpile beyond those obtained through forfeiture proceedings. Also unlike the bitcoin reserve, the Secretary of the Treasury may determine strategies for responsible stewardship, including potential sales from the U.S. Digital Asset Stockpile.

The executive order also says that agencies must provide a full accounting of their digital asset holdings to the Secretary of the Treasury and the President’s Working Group on Digital Asset Markets.

The administration justified the decision by saying that, with a fixed supply of 21 million coins, there is a strategic advantage to being among the first nations to create a Strategic Bitcoin Reserve, though it did not elaborate. It also said that the government currently holds a significant amount of bitcoin but has not maximized its strategic position as a unique store of value in the global financial system. It decried $17 billion worth of what it called “premature” sales of bitcoin. It also pointed out that there has not been a centralized policy for managing digital asset reserves held by the government, so right now holdings are scattered throughout different departments. 

“Taking affirmative steps to centralize ownership, control, and management of these assets within the Federal government will ensure proper oversight, accurate tracking, and a cohesive approach to managing the government’s cryptocurrency holdings. This move harnesses the power of digital assets for national prosperity, rather than letting them languish in limbo,” said the executive order. 

Dr. Sean Stein Smith, a Lehman College accounting professor who is also chair of the Accounting Working Group in the Wall Street Blockchain Alliance, said that while the executive order only sets up a framework for now, there will be significant implications further down the road. One possibility is an increased emphasis on crypto audits, as David Sack, AI and Crypto Czar, stated multiple times that one of the first pieces of business to move the E.O. forward would be to conduct on audit of current U.S. holdings. With buy-in from the Executive branch, and the emphasis on the importance of crypto audits, said Smith, the profession has an opportunity to expand efforts to standardize the currently disparate crypto audit practices.

Another impact will be client FOMO, as people may reason “after all if it is good enough for the U.S. government it should be good enough for me?” It will be especially important for accountants to educate clients about the risk and opportunities of crypto investments as well as to provide advisory services to those clients interested in integrating crypto into operations.

“In short the E.O. establishing an SBR and digital asset stockpile are set to further propel interest in crypto investments and utilization at clients of all sizes. The emphasis on high quality crypto audits, internal control and advisory opportunities as more investors (retail and institutional) potentially move into the sector, and the inevitable tax issues that will arise as a result all present opportunities for the profession,” said Smith in an email.

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Accounting

As AI rises in importance, so too does governance

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AI governance was a major theme of 2024, and as the technology continues to evolve, oversight and control—as well as ways to demonstrate it to others—will become even more important this year. 

This was the assessment of Danny Manimbo, a principal with Top 50 firm Schellman, who is primarily responsible for leading the firm’s AI and ISO practices. Speaking during the firm’s Schellmancon event today, he said that last year saw the release of a number of AI governance frameworks, including the National Institute of Standards and Technology’s AI Risk Management Framework, the International Standards Organization’s ISO 42001, and Microsoft’s revisions to its Supplier Security and Privacy Assurance Program to account for AI. Meanwhile, actual regulation is also gaining momentum, with Manimbo pointing to the EU’s AI Act, South Korea’s AI Basic Act, and a number of state-level regulations such as California’s recent AI laws. 

“That kind of set the tone for a lot of the inquiries and the interest that we saw, and for the trends on where GRC was going in 2024, maybe not so much immediately in the beginning of the year, because the frameworks were so new, but I think they were boosted by a number of things in the regulatory standpoint,” said Manimbo. 

The other panelist, Lisa Hall, chief information security officer for the trust platform SafeBase, added that, given the pace of AI advances, it is likely that last year’s measures were not the end but just the beginning, especially considering how widely used even the current generation of solutions is. 

“I think it’s only going to increase, and everyone seems to have some type of AI offering,” said Hall. “Regulations and standards will likely become more demanding, and even with the shadow IT capabilities we have now, I worry that we may be underestimating how often AI technologies are actually used by our employees. And also, on the flip side, how can we best leverage these to make our lives easier?”

Manimbo noted that, with this rise in control frameworks and regulation, this year will also see a rise in demand for ways to demonstrate that one is aligned and compliant with them. The ISO 42001 certification, for which Schellman recently became the first ANSI-accredited body allowed to audit and grant certification for compliance with the standard, is one example, but he anticipated other avenues will open this year. “For example, I sit on the [Cloud Security Alliance] AI Control Framework [board], and they are launching a program scheduled for the second half of this year which is going to be very similar to their [Security Trust Assurance and Risk] program for cloud security but specific to AI risk. That’ll be another avenue,” he said. He added that other standard setters, like the AICPA, might also decide to update their frameworks to account for AI risk. 

Such demonstrations are vital for establishing customer trust in a world that is increasingly connected. Hall noted that supply chains have grown much more complex, which has allowed attackers new opportunities to target vendors or third party software providers and compromise multiple downstream organizations at once. In such an environment, establishing trust with a customer is vital, but it can often involve lengthy and tedious audits filled with manual processes. While she has had success with some automation, such as using AI to reduce time on customer questionnaires and automate access controls, there remain many things that still need human intervention. 

“I’ve definitely struggled with that, like where an auditor is asking for data sets, you’re coming back with a sample set, you’re bouncing back and forth from a tool to gather evidence, and it becomes even more complex when you’re dealing with customer audits and you’re talking to more than one auditor, and you can only reuse evidence for so long that evidence goes stale,” she said. “And then a lot of times, auditors have competing platforms and tools that may not integrate with yours. So it’s still a manual process. There’s a ton of back and forth communication there. I’m still copying and pasting, I’m still downloading from here and uploading to here. So I’d love to see this process improve,”  

Manimbo noted AI has also been helping processes like this, noting that AI can itself help bolster an organization’s controls through automating routine processes and reducing dependence on manual processes. 

“On this front, some of the things that have plagued us in the past is the amount of context that we need as professionals to know if something is something that needs to be addressed immediately as part of a control failure that may be detected. And I think AI will help provide that context there… It may not necessarily be [about] what the controls may be, but how efficient are the models in augmenting existing automation to find those failures in a way that we can effectively address those findings in a way that we can again improve on those and so hopefully reducing additional burden on a team members,” he said. 

However, with all these different frameworks coming out, and with current ones being revised to account for AI, professionals may be challenged in keeping up with all the changes. Professionals need to not only know how to apply these frameworks but also how to scale them as time goes on. Hall said that, by maintaining a security-focused mindset and being proactive, so that the organization is more able to respond to change. 

“If we build and buy with security in mind and find ways to leverage automation and AI to enable us to quickly adjust, … we’re just going to be way better off,” said Hall.  “Instead of looking at ‘here’s the strict regulation, here’s what I have to do,’ [it is] kind of this afterthought, by being more proactive and just having these things in mind. .. I think it’s about us having that mindset of: How is the security built in? How can I be accountable and prove that I’m doing what I’m doing? And think about that before the auditors show up and before the regulations show up.”

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Accounting

AICPA in discussions with IRS over tax season jitters

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The American Institute of CPAs is monitoring the situation at the Internal Revenue Service amid reports of layoffs of up to half the staff, keeping in touch with IRS officials about maintaining services during the critical tax season.

“In recent weeks, there has been a flood of information regarding the current state of the IRS, some of which has resulted in conflicting reports, creating confusion,” said AICPA president and CEO Mark Koziel in a statement Friday. “The AICPA is having active discussions with IRS officials to clarify this information and we are actively monitoring developments as the IRS continues to assess the immediate and long-term implications. With the volatility of the present environment and rapidly changing events, it is important to reconcile fact from fiction for taxpayers and their advisors. Despite inconsistent reports, we know that the IRS is making every effort to maintain this tax season’s service levels comparable with that of recent years.”

He stressed the importance of the IRS maintaining service during tax season.

“The ability of the IRS to maintain service levels for taxpayers and their preparers is critically important to the AICPA,” Koziel added. “IRS services in combination with modernization efforts, which include technology advancements, have been the bedrock of AICPA’s recommendations for many years. A modern, functioning IRS is essential for Americans to meet their tax obligations and to our country’s financial health.”

The AICPA is also offering recommendations to the embattled agency. “The AICPA continues to provide recommendations to the IRS that will offer some level of relief as we work diligently to understand the impacts to services offered to taxpayers and their practitioners,” said Koziel. “We offer our voice and support to minimize public confusion about current IRS operations.”

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