Overview. On March 20, 2017, the Internal Revenue Service (IRS) issued Revenue Procedure 2017‑28 which provides guidance to employers on obtaining employee consents used to support a claim for credit or refund of overpaid taxes under the Federal Insurance Contributions Act (FICA) and the Railroad Retirement Tax Act (RRTA). The revenue procedure adopts many of the requirements included in initial guidance on employee consents released in IRS Notice 2015‑15
Effective Date. Revenue Procedure 2017-28 applies to employee consents requested on or after June 5, 2017. Employers who issued requests for employee consents prior to the effective date are not required to send new requests and can continue to rely on the procedures found in IRS Notice 2015-15 until June 5, 2017
Details. IRS procedures allow for interest and penalty-free amendments of employment tax returns, Forms 941, generally with respect to all types of employment taxes, if the error is corrected in the same calendar year in which the error occurred. Under payments or over payments of Federal income tax and the additional 0.9 percent Medicare tax withholding generally cannot be corrected in a subsequent year.
However, Social Security and the regular Medicare tax can be corrected for any year for which the statute of limitations has not expired (typically three years following the tax filing deadline of the year following the year of the error). Revenue Procedure 2017-28 describes the special procedures that taxpayers must follow with respect to over-payments of FICA taxes in the year after the over payment has occurred and before the statute of limitations has expired. The employer is not permitted to obtain a refund of the employer portion of FICA and Medicare tax unless these procedures are followed.
Before IRS will grant an employer's request for a FICA tax refund, the employer must make reasonable efforts to ensure employees receive their share of the refund. Employers have two ways to do this:
(i) reimburse employees for their shares of the overpayment before IRS grants the refund; or
(ii) (ii) obtain employees' written consents to claim the refund, and then reimburse the employees after IRS grants it.
The IRS does not require employee consent if the employer paid the full tax rather than withholding the employee's share. IRS will waive consent and refund just an employer's share of overpaid FICA taxes if the employer has been unable to locate the employee or obtain the employee's consent after making reasonable efforts to do so.
Details. Revenue Procedure 2017-28 clarifies the basic requirements for both a request for employee consent and for the employee consent, and permits employee consent to be requested, furnished and retained in an electronic format. The revenue procedure also contains guidance regarding what constitutes “reasonable efforts” if employee consent is not acquired so that the employer can still claim a credit or refund of the employer share of overpaid FICA (or RRTA) taxes. Highlights of the revenue procedure follow.
New Requirements for Requesting Employee Consent
· The employer may claim a refund of the over-paid employer share of the FICA (or RRTA) taxes without obtaining employee consent if the employer makes “reasonable efforts” to repay or reimburse the employee or secure the employee’s consent, the employer cannot locate the employee or the employee will not provide consent. The employer can demonstrate to the IRS that the employee will not provide the requested consent if the employee does not respond to the employer’s request for consent or if the employee provides a response that indicates that the employee does not authorize the employer to claim a refund of FICA (or RRTA) taxes on his or her behalf. The revenue procedure sets forth the various methods for satisfying the new reasonable efforts rule.
· The IRS guidance provides that employees should be given a minimum of 45 days as a "reasonable period of time" to respond to the employer's request for consent to participate in the FICA refund claim. However, the revenue procedure does shorten the amount of time to respond to a second request for consent from 45 to 21 days.
· The employer is permitted, but not required, to solicit and secure employee consents electronically, either by email or fax. However, the employer is required to provide employees with the option to provide the employee consent in a paper format upon request.
Requirements for Employee Consent
· The IRS guidance provides that employee consents must specifically identify the basis for the claim for refund. The revenue procedure provides the following example: “request for refund of the social security and Medicare taxes withheld with regard to excess transit benefits provided in 2014 due to a retroactive legislative change.”
· The employee consent must be dated and contain the employee’s signature under penalties of perjury. The penalties of perjury jurat should be located immediately above the required signature. Undoubtedly, this requirement will hinder employers’ efforts to obtain signed consents from employees as most employees will naturally be reluctant to sign a document that will be provided to the IRS under threat of penalties of perjury.
· The employee consent must specifically inform the employee that the employer refund claim does not include any claims for the overpayment of Additional Medicare Taxes. The employee, however, may make his or her own claim for a refund of over-paid Additional Medicare Taxes with his personal tax return (Form 1040).
· In order to minimize the risk of identity theft, the employee consent request can use a truncated taxpayer identification number (TTIN), replacing the first five digits of the employee’s nine-digit number social security number with either Xs or asterisks (e.g., XXX–XX–1234 or ***–**–1234).
Call to Action. Employers obtaining employee consents used to support a claim for credit or refund of overpaid taxes under the Federal Insurance Contributions Act (FICA) and the Railroad Retirement Tax Act (RRTA) must apply the guidance issued in Revenue Procedure 2017-28 on or after June 5, 2017.
For a copy of Revenue Procedure 2017-28, please click here.
If you have any questions regarding this Alert, please contact your Relationship Manager or Service Team.