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Rhode & Van Fleteren

Certified Public Accountants

10004 E. Lippincott Blvd., Suite A

Davison, MI 48423

(810) 653-1930 ♦ Fax: (810) 652-1933

 

Happy New Year!!   

 

We had a big change this year, Steve Van Fleteren retired on 6/30/22.  For those who would email documents to Steve please avoid using his email because it will delay the completion of your return. 

 

All of us are going through a transition and we are asking that you please be patient.  Many of the meetings and phone calls will now fall to me.  This will take up significant amounts of my time.  In an effort to help, I have added new staff and increased the hours of our seasonal help. We currently have four CPAs and four accountants, all who have experience working on tax returns.  For this reason, I have assigned responsibility for various clients to my staff to help provide you the excellent service you are used to receiving.          

 

It is still necessary to limit the amount of tax meetings since there are only so many hours in a day.  For returns that don’t have a meeting, our procedure will be to have a team member contact you directly, to obtain final pieces of information, provide tax results, and answer any other questions.  If you need a meeting, please contact the front desk.      

 

What can you do to help us with our process? Get your stuff in early!!  Often waiting to give us your documents because you are missing one piece or you get busy can delay the completion of the return.  The earlier we can review your documents the sooner we can determine what else we need.  Next gather all important tax documents mailed to your home and review tax documents that you receive online so you can login to get them printed.  It is usually a broker statement or a K-1 that comes later don’t wait on these things.  Any return we receive after April 1, 2023 will have to be put on extension. The 2022 tax season procedures and tax information form are attached. 

          

We strive to continue to provide excellent and efficient service.  This information will also be available on our website and our Facebook page. Please contact us if you have any questions regarding our procedures.  We are happy to help and look forward to serving you. 

 

Sincerely,

ANGELA RHODE, CPA          

         

                                      

2022 Tax Season Procedures

 

  1. Client organizers were printed the first week of January 2023 and we used the prior year list of taxpayers who requested them.  If you would like to be added to the list, please call us at 810-653-1930.

 

  1. Please fill out the enclosed form and return it with your tax documents. 

 

  1. Options to deliver your documents to us:
    1. Mail - It is best to make copies and send certified mail.

 

  1. Deliver to our office and deposit them in our secure drop box located to the right of the suite door.  Please enclose everything in a sealed envelope.

 

  1. Send them through our secure, electronic Portal. Please contact our office and we will assist you with setting up an account.

 

  1. Email your documents to cathy@davisoncpas.com .  Avoid this method with confidential information because this method is not secure.    

 

  1. When your return is complete, we will arrange to review it with you either by phone, zoom meeting or facetime appointment. 

 

  1. Options to receive your tax returns:  
    1. Pick up at our office. 
    2. Mail – Returns will be sent USPS certified mail for tracking purposes.  There is a $10 fee for this method.        
    3. Portal – 24-hour access to your returns once an account is created.

 

  1. IMPORTANT: Form 8879 will be included with your finalized tax return.  It must be signed and returned in order for us to file your tax returns with the IRS and state.  You can return this form to our office by dropping it off, mailing it, or fax to 810-652-1933.  If you decide to email to cathy@davisoncpas.com, please make sure to block out social security numbers.   

 

 

 

2022 Tax information and questions

 

Name__________________________   Contact Phone: ____________

Address___________________________________________________

Email_____________________________________________________

Preferred way to receive completed return:   Mail ____   Pickup _______ Portal____

Method for meeting or communication: Phone call____ Email____ Zoom____ Facetime____

Best time for meeting:  AM____ or PM____   Preference on Day __________

Do you want a Portal:  Yes_____    No _____ Have One _______

Confirm your bank account for refunds:  Same as LY     New (provide a copy of check)
 

Questions you have and want answered:

  1. ________________________________________________________________________________________________________________________________________________________________________________________________________________________
  2. ________________________________________________________________________________________________________________________________________________________________________________________________________________________
  3. ________________________________________________________________________________________________________________________________________________________________________________________________________________________
  4. ________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

 

Virtual Currency: At any time during 2022, did you receive, sell, exchange, or otherwise dispose of any financial interest in any virtual currency? Yes ____ No ___

Signature__________________________________________________________

 

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Retention Guide

Storing tax records: How long is long enough?

April 15 has come and gone and another year of tax forms and shoeboxes full of receipts is behind us. But what should be done with those documents after your check or refund request is in the mail?

Federal law requires you to maintain copies of your tax returns and supporting documents for three years. This is called the "three-year law" and leads many people to believe they're safe provided they retain their documents for this period of time.

However, if the IRS believes you have significantly underreported your income (by 25 percent or more), it may go back six years in an audit. If there is any indication of fraud, or you do not file a return, no period of limitation exists.To be safe, use the following guidelines.

Business Records To Keep... Personal Records To Keep...
1 Year 1 Year
3 Years 3 Years
6 Years 6 Years
Forever Forever
Special Circumstances

Business Documents To Keep For One Year

  • Correspondence with Customers and Vendors
  • Duplicate Deposit Slips
  • Purchase Orders (other than Purchasing Department copy)
  • Receiving Sheets
  • Requisitions
  • Stenographer's Notebooks
  • Stockroom Withdrawal Forms

Business Documents To Keep For Three Years

  • Employee Personnel Records (after termination)
  • Employment Applications
  • Expired Insurance Policies
  • General Correspondence
  • Internal Audit Reports
  • Internal Reports
  • Petty Cash Vouchers
  • Physical Inventory Tags
  • Savings Bond Registration Records of Employees
  • Time Cards For Hourly Employees

Business Documents To Keep For Six Years

  • Accident Reports, Claims
  • Accounts Payable Ledgers and Schedules
  • Accounts Receivable Ledgers and Schedules
  • Bank Statements and Reconciliations
  • Cancelled Checks
  • Cancelled Stock and Bond Certificates
  • Employment Tax Records
  • Expense Analysis and Expense Distribution Schedules
  • Expired Contracts, Leases
  • Expired Option Records
  • Inventories of Products, Materials, Supplies
  • Invoices to Customers
  • Notes Receivable Ledgers, Schedules
  • Payroll Records and Summaries, including payment to pensioners
  • Plant Cost Ledgers
  • Purchasing Department Copies of Purchase Orders
  • Records related to net operating losses (NOL's)
  • Sales Records
  • Subsidiary Ledgers
  • Time Books
  • Travel and Entertainment Records
  • Vouchers for Payments to Vendors, Employees, etc.
  • Voucher Register, Schedules

Business Records To Keep Forever

While federal guidelines do not require you to keep tax records "forever," in many cases there will be other reasons you'll want to retain these documents indefinitely.

  • Audit Reports from CPAs/Accountants
  • Cancelled Checks for Important Payments (especially tax payments)
  • Cash Books, Charts of Accounts
  • Contracts, Leases Currently in Effect
  • Corporate Documents (incorporation, charter, by-laws, etc.)
  • Documents substantiating fixed asset additions
  • Deeds
  • Depreciation Schedules
  • Financial Statements (Year End)
  • General and Private Ledgers, Year End Trial Balances
  • Insurance Records, Current Accident Reports, Claims, Policies
  • Investment Trade Confirmations
  • IRS Revenue Agent Reports
  • Journals
  • Legal Records, Correspondence and Other Important Matters
  • Minutes Books of Directors and Stockholders
  • Mortgages, Bills of Sale
  • Property Appraisals by Outside Appraisers
  • Property Records
  • Retirement and Pension Records
  • Tax Returns and Worksheets
  • Trademark and Patent Registrations

Personal Documents To Keep For One Year

While it's important to keep year-end mutual fund and IRA contribution statements forever, you don't have to save monthly and quarterly statements once the year-end statement has arrived.

Personal Documents To Keep For Three Years

  • Credit Card Statements
  • Medical Bills (in case of insurance disputes)
  • Utility Records
  • Expired Insurance Policies

Personal Documents To Keep For Six Years

  • Supporting Documents For Tax Returns
  • Accident Reports and Claims
  • Medical Bills (if tax-related)
  • Sales Receipts
  • Wage Garnishments
  • Other Tax-Related Bills

Personal Records To Keep Forever

  • CPA Audit Reports
  • Legal Records
  • Important Correspondence
  • Income Tax Returns
  • Income Tax Payment Checks
  • Property Records / Improvement Receipts (or six years after property sold)
  • Investment Trade Confirmations
  • Retirement and Pension Records (Forms 5448, 1099-R and 8606 until all distributions are made from your IRA or other qualified plan)

Special Circumstances

  • Car Records (keep until the car is sold)
  • Credit Card Receipts (keep until verified on your statement)
  • Insurance Policies (keep for the life of the policy)
  • Mortgages / Deeds / Leases (keep 6 years beyond the agreement)
  • Pay Stubs (keep until reconciled with your W-2)
  • Sales Receipts (keep for life of the warranty)
  • Stock and Bond Records (keep for 6 years beyond selling)
  • Warranties and Instructions (keep for the life of the product)
  • Other Bills (keep until payment is verified on the next bill)
  • Depreciation Schedules and Other Capital Asset Records (keep for 3 years after the tax life of the asset)