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Modernizing your tax workpapers process

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For decades, the tax process has centered around compliance. And for good reason — it’s an important and highly scrutinized output of the tax function. But if compliance is the endgame, what about all the work that comes before the forms?

Like having to “show your work” in math class, workpapers are essential not only for compliance, but also to support the tax accounting and reporting process, providing critical proof needed during an audit. They are also where some of the most complicated, time-consuming, and painful tax work is done.

However, Excel workpapers are tedious, prone to human error, devoid of controls and repeatability, and often rely on macro- or complex formula-based automation — which makes them hard to maintain, subject to key person dependencies, and outdated in comparison to today’s technological innovations.

For too long, tax departments have longed to improve their workpapers process but they lack the time, resources or expertise to do so. In a 2023 survey conducted by Bloomberg Tax & Accounting and Arizent, 89% of corporate tax professionals said their current workpapers process is difficult, while 92% said it’s overly time-consuming.

A better way to work

It is clear that tax departments are in need of a modern approach to simplify the workpaper creation and maintenance process — a solution that is easy to use, yet robust enough to handle the complexities inherent in the overall tax lifecycle.

The benefits are there for the taking. Relying on a solution that’s purpose-built to improve specific steps within the overall workpapers process can not only reduce risk and build confidence, but save tax departments valuable time that can be better spent on strategic, value-creating activities for their organization.

These are six key steps in the tax workpapers process that tax departments can evaluate for opportunities to save time, reduce risks, and increase flexibility through automation. 

1. Roll forward your prior period workpapers. Automating the roll forward process minimizes manual intervention and the associated risk of errors. It also significantly reduces the manual updates needed to create a workpaper in the new period and the associated time and effort involved. A robust roll forward automation will find and update the formulas and links within the workpaper to the desired new period — providing the preparer a head start in constructing the new workpaper.

2, Gather and transform current period data from source systems. One of the most common challenges in the workpapers process is gathering and transforming source data for use in tax calculations. It’s no secret that the tax department doesn’t own the source systems where most of their data comes from. So it’s also no surprise that one of the greatest opportunities for automation is to connect directly to data sources and transform them into usable formats. Look for a solution that allows you to pull data from enterprise resource planning and general ledger systems directly to your workpapers.

You should also seek a solution to automate those tedious data cleanup steps repeated each year — or any time new data, such as a new trial balance, becomes available. This cuts down on a significant amount of manual, repetitive work you must do every year before even getting to the tax calculation step.

3. Prepare your workpaper calculations. Because preparing tax workpapers is not always a linear process — data inevitably goes through updates and revisions — the calculations and data transformation steps that come before should be tightly integrated. Technology built for tax processes can make pulling data into your workpapers much faster and smoother — not simply for “same as last year” information, but also anything that has changed.

In addition, a solution with tax calculation templates, kept up to date with the latest law changes, can help with new or complex calculations applicable to your company. Think calculations like the new corporate AMT or the always-challenging GILTI.

4. Justify tax positions. Traditionally, justifying tax positions requires research from preparers in solutions wholly separate from where the workpapers are prepared or updated. Rates and regulations change constantly, and businesses may enter new jurisdictions, forcing you to look up new rates, dates, calculation methods, and other pertinent tax information.

A solution providing integrated tax guidance helps to ensure you are using the latest rates and tax law updates to inform your calculations.

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5. Review your workpaper. Change tracking and sign-offs are often important evidence that must be provided during a financial statement audit to prove the effective operation of internal controls. A solution that allows you to see who made changes and who signed off on a workpaper can be much more effective than the manual alternative. Further, it can significantly reduce the risk of unintended changes to the workpaper calculations. Look for a solution that offers controls that stand up to the rigors of a SOX audit.

6. Send final calcs to other relevant workpapers or systems. Although workpapers are the critical centerpiece to many tax processes, they are typically not the end of the process. Calculations done in workpapers often precede or are dependent on yet another calculation and, eventually, must be input to tax software solutions supporting compliance and provision. Tax tools that talk to each other and share data through key integrations create confidence that everything from data gathering to calculations to reporting will be consistent and efficient.

Look for a solution that works well not only with existing tools (like Excel, for parts of the process that will inevitably remain there), but also offers flexibility for importing final calculations into various tax preparation solutions and other business systems.

Going beyond a focus on compliance

To truly reap the benefits of modern technology, tax teams must look beyond compliance deliverable systems to solutions that focus on workpaper calculations. This shift in thinking will result in a more integrated, efficient, and intelligent tax workflow.

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Accounting

FASB proposes guidance on accounting for government grants

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The Financial Accounting Standards Board issued a proposed accounting standards update Tuesday to establish authoritative guidance on the accounting for government grants received by business entities. 

U.S. GAAP currently doesn’t provide specific authoritative guidance about the recognition, measurement, and presentation of a grant received by a business entity from a government. Instead, many businesses currently apply the International Financial Reporting Standards Foundation’s International Accounting Standard 20, Accounting for Government Grants and Disclosure of Government Assistance, by analogy, at least in part, to account for government grants.

In 2022 FASB issued an Invitation to Comment, Accounting for Government Grants by Business Entities—Potential Incorporation of IAS 20, Accounting for Government Grants and Disclosure of Government Assistance, into GAAP. In response, most of FASB’s stakeholders supported leveraging the guidance in IAS 20 to develop accounting guidance for government grants in GAAP, believing it would reduce diversity in practice because entities would apply the guidance instead of analogizing to it or other guidance, thus narrowing the variability in accounting for government grants.

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FASB offices

Patrick Dorsman/Financial Accounting Foundation

The proposed ASU would leverage the guidance in IAS 20 with targeted improvements to establish guidance on how to recognize, measure, and present a government grant including (1) a grant related to an asset and (2) a grant related to income. It also would require, consistent with current disclosure requirements, disclosure about the nature of the government grant received, the accounting policies used to account for the grant, and significant terms and conditions of the grant, among others.

FASB is asking for comments on the proposed ASU by March 31, 2025.

“It will not be a cut and paste of IAS 20,” said FASB technical director Jackson Day during a session at Financial Executives International’s Current Financial Reporting Insights conference last week. “First of all, the scope is going to be a little bit different, probably a little bit more narrow. Second of all, the threshold of recognizing a government grant will be based on ‘probable,’ and ‘probable’ as we think of it in U.S. GAAP terms. We’re also going to do some work to make clarifications, etc. There is a little bit different thinking around the government grants for assets. There will be a deferred income approach or a cost accumulation approach that you can pick. And finally, there will be different disclosures because the disclosures will be based on what the board had previously issued, but it does leverage IAS 20. A few other things it does as far as reducing diversity. Most people analogized IAS 20. That was our anecdotal findings. But what does that mean? How exactly do they do that? This will set forth the specifics. It will also eliminate from the population those that were analogizing to ASC 450 or 958, because there were a few of those too. So it will go a long way in reducing diversity. It will also head down a model that will be generally internationally converged, which we still think about. We still collaborate with the staff [of the International Accounting Standards Board]. We don’t have any joint projects, but we still do our best when it makes sense to align on projects.”

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Accounting

In the blogs: Questions for the moment

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Fighting scope creep; QCDs as the year ends; advising ministers; and other highlights from our favorite tax bloggers.

Questions for the moment

  • CLA (https://www.claconnect.com/en/resources?pageNum=0): One major question of the moment: What can nonprofits expect from future federal tax policies?
  • Mauled Again (http://mauledagain.blogspot.com/): Not long ago, about a dozen states would seize property for failure to pay property taxes and, instead of simply taking their share of unpaid taxes, interest, and penalties and returning the excess to the property owner, they would pocket the entire proceeds of the sales. Did high court intervention stem this practice? Not so much.
  • TaxConnex (https://www.taxconnex.com/blog-): What are the best questions to pin down sales tax risk and exposure?
  • Current Federal Tax Developments (https://www.currentfederaltaxdevelopments.com/): In Surk LLC v. Commissioner, the Tax Court was presented with the question of basis computations related to an interest in a partnership. The taxpayer mistakenly deducted losses that exceeded the limitation in IRC Sec. 704(d), raising the question: Should the taxpayer reduce its basis in subsequent years by the amount of those disallowed losses or compute the basis by treating those losses as if they were never deducted?

Creeping

On the table

  • Don’t Mess with Taxes (http://dontmesswithtaxes.typepad.com/): What to remind them, as end-of-year planning looms, about this year’s QCD numbers.
  • Parametric (https://www.parametricportfolio.com/blog): If your clients are using more traditional commingled products for their passive exposures, they may not know how much tax money they’re leaving on the table. A look at possible advantages of a separately managed account. 
  • Turbotax (https://blog.turbotax.intuit.com): Whether they’re talking diversification, gainful hobby or income stream, what to remind them about the tax benefits of investing in real estate.
  • The National Association of Tax Professionals (https://blog.natptax.com/): Q&A from a recent webinar on day cares’ unique income and expense categories.
  • Boyum & Barenscheer (https://www.myboyum.com/blog/): For larger manufacturers, compliance under IRC 263A is essential. And for all manufacturers, effective inventory management goes beyond balancing stock levels. Key factors affecting inventory accounting for large and small manufacturing businesses.
  • U of I Tax School (https://taxschool.illinois.edu/blog/): What to remind them — and yourself — about the taxation of clients who are ministers.
  • Withum (https://www.withum.com/resources/): A look at the recent IRS Memorandum 2024-36010 that denied the application of IRC Sec. 245A to dividends received by a controlled foreign corporation.

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Accounting

PwC funds AI in Accounting Fellowship at Bryant University

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PwC made a $1.5 million investment to Bryant University, in Smithfield, Rhode Island, to fund the launch of the PwC AI in Accounting Fellowship.

The experiential learning program allows undergraduate students to explore AI’s impact in accounting by way of engaging in research with faculty, corporate-sponsored projects and professional development that blends traditional accounting principles with AI-driven tools and platforms. 

The first cohort of PwC AI in Accounting Fellows will be awarded to members of the Bryant Honors Program planning to study accounting. The fellowship funds can be applied to various educational resources, including conference fees, specialized data sheets, software and travel.

PwC sign, branding

Krisztian Bocsi/Bloomberg

“Aligned with our Vision 2030 strategic plan and our commitment to experiential learning and academic excellence, the fellowship also builds upon PwC’s longstanding relationship with Bryant University,” Bryant University president Ross Gittell said in a statement. “This strong partnership supports institutional objectives and includes the annual PwC Accounting Careers Leadership Institute for rising high school seniors, the PwC Endowed Scholarship Fund, the PwC Book Fund, and the PwC Center for Diversity and Inclusion.”

Bob Calabro, a PwC US partner and 1988 Bryant University alumnus and trustee, helped lead the development of the program.

“We are excited to introduce students to the many opportunities available to them in the accounting field and to prepare them to make the most of those opportunities, This program further illustrates the strong relationship between PwC and Bryant University, where so many of our partners and staff began their career journey in accounting” Calabro said in a statement.

“Bryant’s Accounting faculty are excited to work with our PwC AI in Accounting Fellows to help them develop impactful research projects and create important experiential learning opportunities,” professor Daniel Ames, chair of Bryant’s accounting department, said in a statement. “This program provides an invaluable opportunity for students to apply AI concepts to real-world accounting, shaping their educational journey in significant ways.”

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