MEMORANDUM

DISCUSSION:

The General Information manual has been updated. Section 0107.005.00 has been revised to clarify who is a visitor. Employees of the State of Missouri who are housed in the facility or who have assigned responsibilities within the facility are not visitors.

As discussed in memorandum IM-16 (February 23, 2012), Internal Revenue Service (IRS) Publication 1075 states each facility containing Federal Tax Information (FTI) must have a visitor log to authenticate visitors before authorizing access to the facility. The Standard Visitor Log introduced in IM-16 (2012) brings the Family Support Division in compliance with a recent IRS audit finding.

Section 0107.005.05 has been added to give an option to offices to create an Authorized Access List (AAL) for frequent visitors.

For those individuals who have a frequent and continuing need to enter areas containing FTI, but are not assigned to the area (i.e. vendors, cleaning crew, etc.), an Authorized Access List (AAL) can be maintained.  The AAL should contain the following information:

• Current month;
• Name of the visitor;
• Company/Division the visitor works for; and
• A brief description of the purpose for visit.

Each month a new AAL should be posted at the front desk and those individuals should be required to sign-in at their first visit of the month.  They should not be required to make an entry in the Standard Visitor Log or on the AAL on recurring visits during the month. 

If an individual's identity is in question, the entry control clerk (receptionist) should verify the identity prior to permitting entry to the facility.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

AC/sh