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2008 0326 PPT_-_Best_Practices.pdf - Tax Executives Institute, Inc.

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Corporate <strong>Tax</strong><br />

<strong>Tax</strong> Function Effectiveness<br />

Impact results*<br />

<strong>Best</strong> <strong>Practices</strong> for Corporate <strong>Tax</strong> Function<br />

*connectedthinking<br />

*connectedthinking<br />

•<br />


The views expressed in this presentation are not intended as,<br />

and should not be relied on, as accounting, auditing, regulatory,<br />

or tax advice. This document was not intended or written to be<br />

used, and it cannot be used, for the purpose of avoiding U.S.<br />

federal, state or local tax penalties.<br />

The outcome of any independent situation depends on the<br />

specific facts and circumstances in which the issue arises and on<br />

the interpretation of FAS 109 and other relevant literature, laws,<br />

and regulations in effect at the time.<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

2


Agenda<br />

• Issues driving change in the <strong>Tax</strong> function<br />

• A new way of looking at <strong>Tax</strong> operations – Critical Enablers<br />

1<br />

2<br />

3<br />

4<br />

5<br />

6<br />

7<br />

People<br />

Process<br />

Technology<br />

Data<br />

Controls<br />

Strategy<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

3


Introduction<br />

• Corporate tax functions are experiencing<br />

significant operational challenges due<br />

to regulatory changes and emerging<br />

market trends<br />

• These challenges have resulted in<br />

internal control deficiencies, financial<br />

restatements, resource shortages or in<br />

some extreme instances, a general loss<br />

of confidence in tax function<br />

• CFO's and <strong>Tax</strong> VP's are expressing<br />

interest in new ways to avoid many of<br />

missteps experienced by other<br />

companies<br />

• Convergence of these events has led<br />

many companies to focus on ways to<br />

improve operational effectiveness of<br />

their corporate tax function<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

4


Introduction - Today’s Challenges<br />

VP <strong>Tax</strong><br />

Regulatory Issues<br />

• Sox 404<br />

• FIN 48<br />

• IRS access to provision workpapers<br />

• IRS focus on contemporaneous<br />

documentation<br />

• e-filing<br />

• FAS 123R<br />

• Reportable transactions<br />

• Transfer pricing<br />

• Focus on transparency<br />

• US Senate Permanent Subcommittee on<br />

Investigations<br />

<strong>Tax</strong> Function Trends<br />

• Internal control deficiencies<br />

• <strong>Inc</strong>rease in restatements due to<br />

tax accounting<br />

• Data quality or access issues<br />

• Difficult/lengthy closing process<br />

• Historic under-investment in technology and<br />

process improvement compared to overall<br />

Finance function<br />

• Inefficient processes, use of technology<br />

• Lack of collaboration with stakeholders<br />

• Leadership changes<br />

• Outdated compensation models<br />

• Resource shortages<br />

• <strong>Inc</strong>reased questions about off-shoring<br />

• IFRS convergence<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

5


Common <strong>Tax</strong> Operational Impediments<br />

• High overtime<br />

• Low morale<br />

• Market resource shortages<br />

• Headcount limitations<br />

• Excessive use of temporary workers<br />

• Outdated compensation models<br />

• Less staff coaching and staff development<br />

• Lack of senior management appreciation<br />

for emerging challenges<br />

• Lack of succession planning<br />

• Isolation of tax staff<br />

• Inefficient processes<br />

• Excessive use of spreadsheets<br />

• Inability to influence others outside of tax<br />

• Historical “hybrid APB 11” approach<br />

• FIN 18 challenges<br />

• Multiple manual touches of data<br />

• General loss of confidence in tax<br />

• Extensive reserve account reconciliation process<br />

• Lack of integrated technology platform<br />

• Little support from IT<br />

• Poor data quality/lack of data mapping<br />

• Difficult data accumulation from international<br />

operations<br />

• Difficult relationships with external auditors<br />

• Less time for analytical review<br />

• One way communication with finance/cultural<br />

challenges<br />

• “Bottoms up” approach to controls<br />

• Crisis mentality with less time for planning<br />

• Disincentives for claiming prior refunds<br />

• Difficulty generating information to support<br />

planning<br />

• Lack of individual or departmental goals<br />

• Poor internal collaboration due to<br />

ineffective structure<br />

• Lack of alignment to businesses<br />

• Top heavy staffing / lack of leverage<br />

• Difficulty responding to legislation<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

6


A Critical Disconnect Between Finance and <strong>Tax</strong><br />

Observation:<br />

A staggering 48 point variance in<br />

the priorities expressed by those<br />

in <strong>Tax</strong> as compared to Finance<br />

peers related to tax accounting.<br />

A frustrating 25 point variance in<br />

the priority for <strong>Tax</strong> technology<br />

projects.<br />

Conclusion:<br />

This disconnect presents a major<br />

challenge for <strong>Tax</strong> executives. A<br />

greater effort seems necessary<br />

to educate Finance as to the<br />

value proposition for <strong>Tax</strong><br />

technology initiatives.<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Source: Building a More Effective <strong>Tax</strong> Function, CFO Research<br />

Services and Hudson Financial Solutions, October 2006<br />

7


The <strong>Tax</strong> <strong>Best</strong> <strong>Practices</strong> Continuum<br />

Typical<br />

Improving<br />

<strong>Best</strong> in Class<br />

• Significant deficiencies - SOX<br />

• High turnover<br />

• Headcount higher than peers<br />

• Low technology investment<br />

• Little IT support<br />

• Poor linkage with finance<br />

• Lack of CFO level support<br />

• File on statutory due dates<br />

• Material provision to return<br />

adjustments<br />

• Little interaction with BU’s<br />

• Progress toward addressing<br />

SOX deficiencies<br />

• Stable tax team<br />

• Headcount in line with peers<br />

• Periodic formal interaction with<br />

business units<br />

• Sporadic IT allocations for<br />

initiatives and maintenance<br />

• File on or shortly before<br />

statutory due dates<br />

• Controls integrated into<br />

processes<br />

• Strong CFO support for <strong>Tax</strong><br />

• Board and management<br />

interaction<br />

• Strong interaction with business<br />

units<br />

• Great place to work initiatives<br />

• Leverage model for staffing<br />

• Appropriate IT support<br />

• <strong>Tax</strong> IT budget<br />

• Immaterial provision to return<br />

• Strong linkage with accounting<br />

• <strong>Tax</strong> risk management focus<br />

• File in advance of stat due dates<br />

• Continuous improvement<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Where are you<br />

8


PwC’s <strong>Tax</strong> Function Effectiveness Framework<br />

Differentiates “<strong>Best</strong> in Class” <strong>Tax</strong> Functions<br />

<strong>Tax</strong> Function Deliverables<br />

<strong>Tax</strong> Planning<br />

<strong>Tax</strong> Accounting<br />

People<br />

Process<br />

Technology<br />

Data<br />

Enablers<br />

<strong>Tax</strong> Compliance<br />

Risk Management<br />

Controls<br />

Leadership and Organization<br />

Career Development and Challenge<br />

Strategy<br />

<strong>Best</strong> in Class <strong>Tax</strong> Technology Platform<br />

Audit Defense<br />

Internal Communication with <strong>Tax</strong> Stakeholders<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

<strong>Best</strong> in Class Differentiators<br />

9


Contents<br />

1<br />

People<br />

2<br />

3<br />

4<br />

5<br />

Process<br />

Technology<br />

Data<br />

Controls<br />

6 Strategy<br />

7<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

10


<strong>Best</strong> <strong>Practices</strong> – People<br />

Fundamentals<br />

• Do we have the right # of people<br />

• Do they have the appropriate technical competencies<br />

• Are they in the right locations<br />

• Are the reporting lines effective<br />

• Is there a viable career path and succession plan<br />

Key Themes:<br />

• More reliance on Senior <strong>Tax</strong> Executive to represent the <strong>Tax</strong><br />

Function to internal stakeholders (Business Units, Board,<br />

Controllers, IT)<br />

• Closer connection to business units<br />

• Integration with Finance - Internal collaboration to facilitate<br />

knowledge sharing<br />

• Strategic training to build new skills and foster a coaching<br />

development environment<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

11


Changing Skill Set - <strong>Best</strong> in Class <strong>Tax</strong> Leadership<br />

Issues Driving Change<br />

• Short supply of qualified personnel<br />

FAS109 talent<br />

is scarce<br />

Staff retention and<br />

developing in-house talent is<br />

increasingly important<br />

• Higher risk associated with tax<br />

function leads to more attention<br />

from and interaction with senior<br />

executives<br />

• Convergence of need for speed to<br />

meet faster close cycle times and<br />

increasing demand for<br />

transparency in financial reporting<br />

with rapid fire changes in tax and<br />

accounting rules impacting taxes<br />

(141(R), FIN 48, 123R, FAS5, Sec<br />

199)<br />

These skills will become<br />

increasingly important and<br />

differentiate best in class tax<br />

leadership from typical<br />

• People development<br />

• Coaching<br />

• Mentoring<br />

• Executive presence<br />

• Presentation skills<br />

• Insight<br />

• Forward thinking<br />

• Global relationships<br />

• Collaborative style<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

12


Emerging Role - <strong>Tax</strong> Controller<br />

A <strong>Best</strong> Practice picking up momentum is establishment of a new position on<br />

the <strong>Tax</strong> Organization Chart - <strong>Tax</strong> Controller<br />

<strong>Tax</strong> Controller Role:<br />

Risk Management<br />

<strong>Tax</strong> Risk Management (TRM) policy development and execution<br />

404 Management<br />

404 compliance to include control definition, documentation and planning for their<br />

execution and testing<br />

FAS109 Technician<br />

<strong>Tax</strong> Accounting Technician - <strong>Tax</strong> Controller will have skills to properly assess tax<br />

accounting treatment and related disclosure for a broad range of corporate transactions<br />

<strong>Tax</strong> B/S Accounts<br />

Owns accuracy of <strong>Tax</strong> balance sheet accounts related to payables and deferred taxes<br />

<strong>Tax</strong> Reserves<br />

FIN48 and FAS5 – responsible for <strong>Tax</strong> accounting compliance with key GAAP<br />

pronouncements such as FAS 141(R), FIN48, FAS5, FAS123R, FIN18 and others<br />

Attest Firm Liaison<br />

Primary liaison with independent attest firm in connection with their audit examinations<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

13


Contents<br />

2<br />

1<br />

3<br />

4<br />

5<br />

People<br />

Process<br />

Technology<br />

Data<br />

Controls<br />

6 Strategy<br />

7<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

14


<strong>Best</strong> <strong>Practices</strong> - Process<br />

Fundamentals<br />

• Are they fresh<br />

• Is there a better way<br />

• Are there unnecessary gatekeepers<br />

• Are there other dependencies causing loss of control<br />

• Is there standardization and consistency<br />

• Do they satisfy control requirements<br />

Key Themes:<br />

• Side by side collaboration with Controllers and bright line ownership<br />

of tax accounting is well defined<br />

• Integrate tax compliance, planning and controversy with tax<br />

accounting<br />

• <strong>Inc</strong>reased focus on FIN18 requirements rather than “hard close” on<br />

the quarters.<br />

• Standardize and document key policies and processes in the form of<br />

Operations Manual<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

15


The process paradigm shift<br />

The strategic vision for world class tax organizations regarding tax reporting and<br />

compliance is a lower overall work load and more time focused on value-added<br />

decision support. This includes tax planning and analysis.<br />

Current Environment<br />

“Paradigm<br />

Shift”<br />

Strategic Vision<br />

<strong>Tax</strong> planning & analysis<br />

Reporting, control & controversy<br />

Actions:<br />

• Simplify and standardize processes<br />

through clearly communicated<br />

policies and procedures, including<br />

materiality in key tax processes<br />

• Elimination of redundant processes,<br />

rework activities and manual data<br />

manipulation.<br />

• Improve process through technology<br />

and data enablers:<br />

<strong>Tax</strong> sensitize financial reporting<br />

systems<br />

Implement data management<br />

tools to reuse data across the tax<br />

function<br />

Results:<br />

• Enhanced value to the company<br />

• Optimized resource utilization<br />

• Integrated processes with finance<br />

• Reduced time to report<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Data collection and manipulation<br />

16


Process improvement objectives<br />

• Enable tax and finance business<br />

partnership through process<br />

excellence<br />

• Deliver the “right” information at the<br />

“right” time<br />

• Create clear roles &<br />

responsibilities for each process<br />

• Ensure internal controls and<br />

accountability are consistent and<br />

clear<br />

• Improve accuracy of deliverables<br />

• Identify necessary investments for<br />

optimal delivery<br />

Strategic Vision<br />

<strong>Tax</strong> planning & analysis<br />

Reporting, control & controversy<br />

Data collection and manipulation<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

17


Contents<br />

3<br />

1<br />

2<br />

4<br />

5<br />

6<br />

7<br />

People<br />

Process<br />

Technology<br />

Data<br />

Controls<br />

Strategy<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

18


On-Site and Off-Site Stakeholders<br />

ERP<br />

SAP<br />

Oracle<br />

PeopleSoft<br />

JDE<br />

1<br />

3<br />

Web-enabled<br />

data collection<br />

<strong>Tax</strong> Function Web Portal<br />

4<br />

7<br />

Web access to<br />

completed<br />

work product<br />

1<br />

Extract,<br />

Transform and<br />

Load Tools<br />

2<br />

Work in Process<br />

<strong>Tax</strong><br />

Data Repository /<br />

Business Warehouse<br />

(Legal Entity Books)<br />

<strong>Tax</strong> Provision<br />

Software<br />

Compliance<br />

Software<br />

Planning/Audit<br />

Defense Software<br />

5 6<br />

Final Product<br />

Document<br />

Management System<br />

Version & Access Control<br />

Audit-Ready Files<br />

Classify, index, sort<br />

& report<br />

<strong>Best</strong> in class tax technology platform<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

19


Tips for embarking on technology improvements….<br />

1. Take it in small pieces, it’s a modular solution<br />

2. Prioritize the components to meet your most urgent requirements<br />

3. Stage implementation over years to manage the budget and manage the<br />

change<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

20


Quantifying the Technology & Process Improvement Value<br />

Proposition<br />

Greater Efficiencies + Lower Risk of Error - Cost to Implement =<br />

ROI<br />

Create Capacity among Staff<br />

Improve Quality of Deliverables<br />

Lower Staff Turnover<br />

<strong>Inc</strong>rease Analysis<br />

Retain Institutional Knowledge<br />

Enhance Knowledge Sharing<br />

Connect <strong>Tax</strong> Personnel Globally<br />

Simplify Response to Audits<br />

Strengthen Internal Controls<br />

Improve Forecasting Capability<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Value Proposition Components<br />

<strong>Tax</strong> Technology and Process Improvement Investment<br />

21


Benchmarking Data - <strong>Tax</strong> Technology Spend<br />

PwC Observations<br />

• Outdated technology due to<br />

historical low priority<br />

• Use of tax preparation software<br />

for income and sales/use tax and<br />

often little else<br />

• Most <strong>Tax</strong> functions struggle to<br />

justify a budget to build out a tax<br />

data warehouse, integrate<br />

systems, implement a document<br />

management system, etc.<br />

• Finance leaders don’t fully<br />

understand the need for<br />

investments in <strong>Tax</strong> technology<br />

and process improvement efforts.<br />

Source – TEI 2004-2005 Corporate <strong>Tax</strong> Department Survey<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

22


Future of 21st Century <strong>Tax</strong> Technology<br />

Market Trends<br />

• Eventual vendor consolidation<br />

• Potential competition from ERP<br />

and consolidation providers<br />

• <strong>Inc</strong>reased use of tax data<br />

warehouse applications<br />

• Integration of tax accounts,<br />

compliance, defense, planning,<br />

provision, work flow, and<br />

document management<br />

• <strong>Inc</strong>reased exploration and pursuit<br />

of off-shoring<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

23


Scanning the market for <strong>Tax</strong> Technology: What’s available<br />

Current Inventory of Applications<br />

• <strong>Tax</strong> data warehouse<br />

• <strong>Tax</strong> preparation<br />

• FAS109<br />

• FIN 48<br />

• State Planning<br />

• International Planning/FTC<br />

• Document Management<br />

• Workflow<br />

• R&D Credit<br />

• Transfer Pricing<br />

• <strong>Tax</strong> Calendar<br />

• Interest & Penalty calculators<br />

• Sales/Use <strong>Tax</strong> compliance<br />

• Global Entity & Compliance Tracking System<br />

• Web enabled data collection tools<br />

• Web portal for the <strong>Tax</strong> function<br />

• IDR and Audit Tracking Tools<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Observations<br />

• No one company does it all<br />

• Access to capital and talent is driving<br />

development strategy for some – those<br />

developing one-off products with no<br />

apparent cohesive strategy<br />

- Old Paradigm – tax compliance is<br />

center of tax technology universe<br />

- Recent Paradigm – <strong>Tax</strong> accounting is<br />

center of tax technology universe<br />

- Future Paradigm – High end,<br />

sophisticated data collection tools and<br />

data warehousing functionality is<br />

emerging center of tax technology<br />

universe – Business Intelligence and<br />

ETL functionality to standardize data<br />

sourced from disparate systems<br />

24


<strong>Best</strong> in Class <strong>Tax</strong> Technology Platform<br />

A realistic set of technology goals moving you closer to <strong>Best</strong> in Class<br />

Goal<br />

• Legal entity accounting directly in ERP and<br />

consolidation of multiple ERP systems<br />

• <strong>Tax</strong> personnel should have direct access to ERP<br />

system<br />

• Use ERP fixed asset module for book and tax<br />

depreciation (integration of financial and tax systems)<br />

• <strong>Tax</strong> sensitize accounts in ERP<br />

• Evaluate and stabilize key Excel spreadsheets<br />

• Standardize data collection tools for a common<br />

platform across all subsidiaries<br />

• Evaluate third party applications for Provision<br />

computations and reporting<br />

• Review XML and XBRL data tagging for complex,<br />

labor intensive computations<br />

• Shift from storing documents in hard copy and a<br />

shared network drive to a Document Management<br />

System<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Benefit<br />

• Real time versus historical focus – leverage<br />

technology to address ever faster financial close cycle<br />

• <strong>Tax</strong> position accumulated on continual real time basis<br />

with reliability and accuracy<br />

• Improved audit trail and audit defense capability and<br />

tighter control over record retention<br />

• <strong>Tax</strong> analysis performed in connection with regular<br />

accounting close cycles<br />

• Minimizes risk by reducing reliance on spreadsheets<br />

• Improves communication and access to information<br />

• Automation can increase the capacity of your tax<br />

personnel – do more with same headcount<br />

• Easier access to tax return data to facilitate planning<br />

25


Contents<br />

1<br />

2<br />

People<br />

Process<br />

4<br />

3 Technology<br />

Data<br />

5 Controls<br />

6<br />

7<br />

Strategy<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

26


<strong>Best</strong> <strong>Practices</strong> – Data<br />

Fundamentals<br />

• Minimize effort to:<br />

- Collect high quality and comprehensive data<br />

- Manipulate (useable format)<br />

- Validate (prove its accurate (ie. data quality))<br />

Key Themes:<br />

• Speed - Do you receive data at the right time, when really needed<br />

• Recycle for multiple purposes<br />

• Data integrity achieved by integrating financial systems with tax<br />

systems<br />

• Data Warehouses and Data Marts preserve historical attributes of tax<br />

information (catch phrase – ‘single source of the truth’)<br />

• Data needs met by a tax sensitized approach to ERP configuration<br />

• Legal entity books maintained by Controllers group<br />

• Leverage systems to minimize data collection, validation and<br />

manipulation effort and spend more time on analytics<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

27


Enterprise Data Management (EDM) is the process of managing business data throughout its lifecycle across<br />

the organization. EDM’s main objective is to standardize and reuse accurate data, focusing on the set of data<br />

that is clearly defined and does not change across departments.<br />

Governance<br />

Organization<br />

Data<br />

Acquisition<br />

Create<br />

Metrics<br />

Data<br />

Distribution<br />

Report<br />

Operational<br />

Excellence<br />

Data<br />

Maintenance<br />

Sustain, Analyze,<br />

Retire<br />

Process<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Standards & Architecture<br />

Data Management cannot focus on just the data but must include the use and distribution of the data and how<br />

its distribution can be cause for error and misinterpretation.<br />

28


Enterprise Data Management and the Importance to <strong>Tax</strong><br />

Discipline<br />

Master Data<br />

Management<br />

<strong>Tax</strong> Relevance<br />

• <strong>Tax</strong> should be actively involved in defining the data / reporting requirements as part of the<br />

embedded requirements of any ERP system.<br />

Chart of accounts, locations, cost centers, profit centers, material types, material groups<br />

• Data definitions (e.g. Gross Sales) should be agreed upon across the organization and posted to a<br />

commonly accessible location<br />

Data Governance<br />

Data Quality<br />

Data Archiving and<br />

Retention<br />

• <strong>Tax</strong> should take an active role in the data governance process, including positions in any data centre<br />

of excellence or advisory council.<br />

• <strong>Tax</strong> should establish data management roles within tax, including data owner roles. The individual<br />

filling these roles should have a deep understanding of both the data at the data element level as<br />

well as the accounting procedures for creating, editing, and retiring key master data.<br />

• <strong>Tax</strong> should help define data quality checks in source systems to help identify degradation of data<br />

quality in tax data.<br />

• <strong>Tax</strong> should define positions/roles that are responsible for data quality (data stewards ). This does<br />

not necessarily mean the addition of headcount<br />

• <strong>Tax</strong> should have defined retention policies and procedures that are included as part of the enterprise<br />

records management program along with a retention schedule for all relevant records.<br />

• <strong>Tax</strong> should work with the corporate records manager and IT to define ‘legal hold’ procedures to<br />

assure records are retained for future tax audits, appeals and litigation.<br />

• The tax function should work with IT to define the requirements that will allow IT to define the<br />

appropriate retention methods and technologies that will support the retrieval requirements imposed<br />

by tax audits.<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

29


Benchmarking Data - <strong>Tax</strong> Integration with ERP Systems<br />

Source – TEI 2004-2005 Corporate <strong>Tax</strong> Department Survey<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

30


Contents<br />

1<br />

2<br />

3<br />

4<br />

People<br />

Process<br />

Technology<br />

Data<br />

5<br />

Controls<br />

6<br />

7<br />

Strategy<br />

Structure<br />

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<strong>Best</strong> <strong>Practices</strong> – Controls<br />

Fundamentals<br />

• State of the control environment<br />

• Audit trail and documentation of execution.<br />

• Effectiveness of controls.<br />

• Desire to address a broader risk management agenda.<br />

Key Themes:<br />

• Involvement of all tax employees in risk management<br />

• Alignment of accounting and finance to foster a mutual control<br />

environment<br />

• Work shifted to interim to increase analytical reviews<br />

• Evaluation of controls in existing technologies (especially<br />

spreadsheets) and alternative tools to produce “execution evidence”<br />

<strong>Tax</strong> Function Effectiveness<br />

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Components of <strong>Best</strong> in Class–Controls<br />

“Top down” rather than “bottoms up” approach to internal controls<br />

Controls embedded into technology and processes<br />

Workload shifted to interim to increase time for analytics<br />

<strong>Tax</strong> and finance aligned with formal 2-way communication process<br />

Focus on ETR calculations rather than “hard close”<br />

FP&A or Finance assumes controls over legal entity forecasts<br />

Finance professional assigned to align with tax / review technical memos<br />

Spreadsheets and manual touches of data minimized<br />

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Components of <strong>Best</strong> in Class–Controls continued<br />

Detailed process documentation maintained<br />

<strong>Tax</strong> accounting silo eliminated through integration with all of tax<br />

<strong>Inc</strong>reased focus on contemporaneous documentation<br />

<strong>Best</strong> practices in audit defenses adopted to shorten cycles<br />

<strong>Inc</strong>rease management and controls over global compliance<br />

Accounting staff in international locations trained on tax accounting issues<br />

Accountability for keeping current spread throughout tax function<br />

<strong>Inc</strong>rease utilization of internal audit<br />

Documentation of historical positions maintained<br />

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Defining <strong>Tax</strong> Risk<br />

Specific<br />

Transactional<br />

• Business driven transactions (e.g.,<br />

acquisition/disposal/ reorganisations/ tax based<br />

planning)<br />

• Positions taken–and correct implementation of<br />

what is agreed<br />

Operational<br />

• Operational side of business doing things that impact<br />

on tax position (e.g., transfer pricing or setting up new<br />

overseas business)<br />

Compliance<br />

• Any area where tax returns have to be made to<br />

authorities (e.g., Corporate <strong>Inc</strong>ome <strong>Tax</strong> returns, VAT<br />

returns, Payroll <strong>Tax</strong>, Withholding <strong>Tax</strong>, Customs duties)<br />

Financial accounting<br />

• Errors in accounting for taxes<br />

• Inappropriate entries being reflected in tax accounts<br />

• <strong>Inc</strong>orrect disclosure of taxes in statutory accounts<br />

• Sarbanes-Oxley requirements<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

Generic<br />

Portfolio<br />

• Derived from previous risk profiles<br />

• Individual tax risk may be within limits, but overall<br />

portfolio of risk may not (e.g., too many<br />

aggressive positions taken)<br />

Management<br />

• Lack of resources and /or appropriate skills for<br />

tax<br />

Reputational<br />

• Underpins all other tax risk types<br />

– Impact on tax department/business<br />

if/when tax affairs become public<br />

knowledge<br />

– How would public react if media were<br />

to address company’s tax position<br />

– Is company prepared to take case to<br />

court<br />

35


Contents<br />

1<br />

2<br />

3<br />

4<br />

5<br />

People<br />

Process<br />

Technology<br />

Data<br />

Controls<br />

6<br />

Strategy<br />

7<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

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<strong>Best</strong> <strong>Practices</strong> – Strategy<br />

Fundamentals<br />

• Is there a comprehensive <strong>Tax</strong> function strategy document<br />

• Are all <strong>Tax</strong> personnel clear on the top priorities for the year<br />

• Is <strong>Tax</strong> strategy reviewed and approved by the Board<br />

Key Themes:<br />

• Financial reporting impact fully explored when evaluating tax planning<br />

opportunities<br />

• Define departmental objectives and establish benchmarks / KPI’s<br />

• 3 - 5 year legal entity tax rate projection models maintained<br />

• <strong>Tax</strong> department goals integrated with business strategy<br />

• <strong>Tax</strong> department Strategic Plan documented and updated annually<br />

• Audit Committee or full Board review and approval of the <strong>Tax</strong><br />

Strategic plan<br />

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<strong>Tax</strong> Process - Communicate Issues to Management<br />

Typical <strong>Tax</strong> Organization<br />

TODAY<br />

• <strong>Tax</strong> director is not a regular and<br />

active member of corporate strategic<br />

or operational planning teams<br />

• <strong>Tax</strong> employees are not trained in<br />

consultative skills which can facilitate<br />

communication with users and<br />

suppliers of tax information and<br />

enhance visibility of department<br />

• <strong>Tax</strong> director and managers have<br />

minimal communication with<br />

management above controller-level<br />

• <strong>Tax</strong> director does not meet with<br />

peers business units and IT<br />

Tomorrow’s<br />

<strong>Best</strong> <strong>Practices</strong><br />

<strong>Tax</strong> Organization<br />

Senior tax officer should be a vice<br />

president, reporting to the CFO<br />

Actively involve tax VP in strategic and<br />

operational planning sessions<br />

Hold regularly scheduled meetings<br />

between tax VP, senior management<br />

and finance department counterparts<br />

to discuss current business and tax<br />

issues and strategies<br />

<strong>Tax</strong> Function Effectiveness<br />

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Contents<br />

1<br />

2<br />

3<br />

4<br />

5<br />

People<br />

Process<br />

Technology<br />

Data<br />

Controls<br />

7<br />

6<br />

Strategy<br />

Structure<br />

<strong>Tax</strong> Function Effectiveness<br />

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<strong>Best</strong> <strong>Practices</strong> - Structure<br />

Key Themes:<br />

Fundamentals<br />

• Historical focus specialization around a particular discipline<br />

(i.e. international, state & federal)<br />

• Future focus specialization around key tax function<br />

deliverables (tax accounting, planning, compliance, defense)<br />

• Stronger alignment of <strong>Tax</strong> function and business units fosters interaction and<br />

discussion of business changes or emerging issues.<br />

• Position <strong>Tax</strong> leadership to focus on most important tax related matters and<br />

unlock value to organization<br />

• Clear staff roles, performance measurements and workloads<br />

• <strong>Inc</strong>reased leverage to assure development and adequate review<br />

• Groom tax resources to understand the organization from a holistic<br />

perspective (new products/services, growth strategies, operating and capital<br />

decisions, etc.) and develop an inherent planning role within tax<br />

• Elimination of “silos” within tax -- open dialogue and communication within tax<br />

to address current issues and open items<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

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Internal Communication<br />

<strong>Best</strong> in Class <strong>Tax</strong> Departments:<br />

• Have regularly scheduled meetings<br />

with CFO<br />

• Have well-established relationships with<br />

CEO and CFO’s at all business units<br />

• Update full Board or Audit Committee on<br />

relevant tax matters periodically.<br />

• Maintain documented tax strategy aligned<br />

with overall business strategy<br />

New Law &<br />

Accounting<br />

Pronouncements<br />

Transactions<br />

& Changes in<br />

the Business<br />

<strong>Tax</strong> Accounting<br />

Compliance<br />

Return<br />

to Provision<br />

Required Skill Set - Senior <strong>Tax</strong> Executive<br />

<strong>Tax</strong> Audits<br />

Planning<br />

US Foreign<br />

• Relationship building<br />

• Communicate with impact to C-Suite level executives<br />

• Strategic thinker<br />

• Good listener–empathy<br />

<strong>Tax</strong> Function Effectiveness<br />

PricewaterhouseCoopers<br />

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<strong>Best</strong> <strong>Practices</strong> - Global Organization Structure for <strong>Tax</strong> Accounting<br />

Key Themes by Enabler:<br />

• Structure - Carve up the Globe into Tier I, II and III jurisdictions to better manage materiality and<br />

resource allocation.<br />

• Process - Regardless of Tier assignment – always focus on mergers, acquisitions, JV’s and divestitures.<br />

Purchase accounting and related deferred taxes are a major source of material weaknesses in <strong>Tax</strong>.<br />

• People - Theatre based FAS109 skills to manage the quality of foreign provision data<br />

- Report into the US <strong>Tax</strong> Function – not the local Controllers Group<br />

- Role requires FAS109 skills and sound knowledge of local tax accounting provisions for Tier I<br />

jurisdictions.<br />

- Outsource technical review in Tier I and II jurisdictions as risk dictates.<br />

• Structure - Shared Service Centers (SSC) & Off-Shoring – most MNC’s have experienced limited<br />

success in leveraging SSC’s for tax accounting but you may get pressure to do so.<br />

• Technology - Must leverage emerging technology for foreign provision data collection – web based tax<br />

reporting packages provide speed and standardization.<br />

• People / Process – Global <strong>Tax</strong> Accounting Training<br />

- <strong>Tax</strong> Accounting Manuals are becoming more prevalent.<br />

- Some FAS109 software products have embedded technical training for foreign users (Longview)<br />

<strong>Tax</strong> Function Effectiveness<br />

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Russell Fincher – Director, National <strong>Tax</strong> Function Effectiveness<br />

Russell Fincher is a Director with the National <strong>Tax</strong> Function Effectiveness Practice at Pricewaterhouse<br />

Coopers, LLP (PWC). The <strong>Tax</strong> Function Effectiveness Practice provides tax operational process<br />

improvement and tax function optimization consulting services to corporate clients.<br />

With more than 15 years of experience in technology, process, tax and accounting matters, Mr. Fincher has<br />

advised companies across a range of industries, including manufacturing, consumer business, technology,<br />

and financial services. He brings a multidisciplinary approach to his clients and has led significant tax<br />

process improvement integrations and tax system integrations with various enterprise resource planning<br />

(ERP) and business process management (BPM) systems (e.g., SAP, J.D. Edwards, PeopleSoft, Oracle);<br />

managed custom tax application development initiatives; and led Sarbanes-Oxley tax documentation and<br />

remediation projects. Mr. Fincher also has deep experience in database management, data/record<br />

retention, and statistical sampling.<br />

Prior to joining PWC, he established the tax operation service offering at Alvarez & Marsal <strong>Tax</strong>and. He<br />

served in regional and national roles a another Big 4 firm where he focused on tax operational performance<br />

improvement initiatives and managed the Southeast region's tax vendor relationship.<br />

Mr. Fincher earned a bachelor's degree in Economics from the University of Georgia and his master's<br />

degree in Business Administration, with concentrations in Finance and Computer Information Systems, from<br />

Georgia State University.<br />

Phone: (678) 419-1407<br />

Fax: (813) 342-4526<br />

E-mail: russell.fincher@us.pwc.com<br />

<strong>Tax</strong> Function Effectiveness<br />

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John Martin – <strong>Tax</strong> Partner, PwC Kansas City<br />

John is a <strong>Tax</strong> Partner in the Kansas City office of PwC where he serves as an industry engagement partner.<br />

In this role, John has introduced his clients to PwC's <strong>Tax</strong> Function Effectiveness Practice and is also a part<br />

of PwC's <strong>Tax</strong> Accounting & Controls Solutions network.<br />

With more than 25 years of experience, John has advised large multi-national companies across a range of<br />

industries, including retail and consumer products, industrial products, and aerospace and defense. John's<br />

areas of expertise include income tax accounting, accounting methods and corporate tax consulting.<br />

John graduated magna cum laude from Kansas State University where he majored in accounting and<br />

finance. John is a licensed CPA, and a member of the American Society of CPA's, the Missouri Society of<br />

CPA's and the Kansas Society of CPA's.<br />

Phone: (816) 218-1778<br />

Fax: (813) 375-5457<br />

E-mail: john.c.martin@us.pwc.com<br />

<strong>Tax</strong> Function Effectiveness<br />

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