Terms & Conditions

Overview

This document confirms the understanding of terms and objectives for tax and accounting services offered by Calculated Moves, PC (referred to as “Accountant,” “the Firm,” or “us”). The customer shall be referred to as “Customer.”

Term

Agreements for accounting services shall be on an ongoing basis with seven days advance written notice to terminate. Tax return preparation engagements automatically terminate upon completion.

The Firm reserves withdrawal rights and may do so immediately at its discretion or if the Customer fails to comply with engagement terms. Account assignment and record transfer are permitted if the Firm changes ownership, consolidates, sells, or merges.

Payments

If payment is not received by the due date, you will be assessed interest charges of 1.5% per month on the unpaid balance. Work may stop if billing is past due beyond five days, and the Firm may withdraw from the engagement. The Firm is not liable for damages resulting from ceasing services due to non-payment.

Due Dates

Extensions protect customers by delaying filing to extended deadlines. Amounts due are provided by April 1. Information submission deadlines are: February 1 (business information), March 15 (individual information), and August 15 (extended returns).

Monthly write-up work will be processed within 30 days after all relevant records are received. Information submitted more than 20 days late may incur a 20% premium charge at the Accountant’s discretion.

Communications

We will communicate with you via email or our secured communication application. The Firm uses reasonable security measures but cannot guarantee emails won’t be intercepted, and specifically disclaims and waives any liability or responsibility whatsoever for interception or unintentional disclosure of email transmissions.

Subpoena or Legal Processes

Customers must compensate the Firm at hourly rates for responding to subpoenas, court orders, or legal processes. If the Firm faces costs from claims resulting from customer misrepresentation or inaccurate information, customers agree to indemnify and defend the Firm.

Disputes

The customer and the accounting firm have agreed on the fair allocation of risk between them. Customer liability is capped at the Firm’s annual fee. Disputes require mediation through the South Carolina Academy of Mediators & Arbitrators before litigation. Each of us is giving up the right to have the dispute decided in a court of law before a judge or jury.

Record Retention Policy

It is our policy to keep work papers related to engagements for five years. After expiration, work papers may be destroyed. Customers are responsible for maintaining copies of returns and documentation. Charges may apply for retrieving records within the retention period. The Firm may use third-party service providers to enhance availability while maintaining quality and confidentiality standards.

Accounting Services

The Firm will not perform management functions or make management decisions, though it may provide advice and recommendations. The Firm’s role in accounting services is the maintenance of books and records in accordance with the accounting principles generally accepted in the United States of America.

Customer responsibilities include the prevention and detection of fraud; ensuring compliance with applicable laws and regulations; the accuracy and completeness of records and information provided; providing relevant documentation and unrestricted access to necessary personnel; making management decisions and reviewing account codings and journal entries; submitting monthly information by the 5th of each month; and accepting responsibility for implementing suggested process and reporting changes.

Services are performed per American Institute of Certified Public Accountants standards. Calculated Moves, PC, in its sole professional judgment, reserves the right to refuse to take any action that could be construed as making management decisions. The Firm will not verify or audit information, inspect checks, compile financial statements, or detect errors, fraud, or theft.

Online Banking

To provide the most efficient services, we will login to your online banking account to obtain bank statements. This access is solely for bookkeeping purposes and emergency transfers per written or verbal instruction. Customers agree to hold the Firm harmless for this authorized use.

Pricing

Our price for accounting services will be billed weekly. The Firm reserves the right to revise pricing based on changes in service volume and complexity. On its anniversary each year — or at a designated point in the year that this engagement remains in effect — the price will automatically increase by 7%. Late, incomplete, or unusable information may result in premium charges. All fees drafted are considered earned when drafted, and all services rendered are provided on a non-refundable basis.

Tax Returns

The Firm prepares federal and state income tax returns from customer-provided information. We will make no audit or other verification of the data you submit, although we may ask you for clarification. Customers must provide all required information, including identification of all states and countries where they do business, where employees reside, and the extent of business operations.

Taxing authorities, by regulation, require you to both maintain and retain information substantiating all items reported on your returns for a minimum of three tax filing years. Customers must examine and approve completed returns before signing and filing. The Firm is not responsible for disallowed deductions or penalties from inadequate documentation.

The Firm uses professional judgment per current tax law. Subsequent developments issued by the applicable tax authorities may affect previously provided information, and these effects may be material. Tax preparation engagements exclude tax planning services, though we may bring certain tax-saving strategies to your attention for subsequent years.

Virtual Currency and Cryptoassets

The Internal Revenue Service considers virtual currency (e.g., Bitcoin) and other digital assets (e.g., NFTs) as property for U.S. federal tax purposes. Customers agree to provide complete and accurate information regarding cryptoasset or virtual currency transactions.

Foreign Accounts

Customers with financial interest or signature authority over foreign accounts face potential filing requirements with the U.S. Department of Treasury and IRS. Failure to disclose required information may result in substantial civil and/or criminal penalties. The Firm assumes no liability for penalties from failure to file or untimely filing.

Corporate Transparency Act

Starting in 2024, the CTA requires certain entities to report beneficial owner information to FinCEN. If your individual return includes a business, you are responsible for compliance with the CTA, if applicable. The Firm is not rendering legal services and will not advise on CTA compliance or prepare beneficial ownership reports. Customers should consult qualified legal counsel for CTA questions.

1099 Forms

You are responsible for filing 1099 forms for all eligible payees. Penalties may be assessed for failure to file correct information returns. Customers represent they have prepared and filed all required 1099 forms.

Electronic Filing

Taxing authorities now require us to electronically file all federal and state individual income tax returns. The Firm provides return copies for review prior to transmission, and signed authorization confirming review and correctness is required before transmission. If you have not provided our firm with your signed authorization by April 10, we will place your return on extension.

Although our firm will use our best efforts to ensure your returns are successfully transmitted, we will not be financially responsible for electronic transmission or other errors arising after your return has been successfully submitted from our office.

Notices and Audits

Returns are subject to taxing authority review. Customers should contact the Firm immediately upon receiving correspondence from tax agencies. The Firm covers initial phone calls for notices on prepared returns, but this does not include examinations, meetings with agents or collections officers, extensive calls, or appeals. If there is an error on the returns prepared from your data, our firm is not liable for the payment of the additional taxes, interest, or penalties charged by the taxing agency.

Consent to Use of Tax Return Information

Federal law requires this consent form be provided to you. Tax return information cannot be disclosed to third parties without authorization, and you are not required to complete this form.

If you believe your tax return information has been disclosed or used improperly in a manner unauthorized by law or without your permission, you may contact the Treasury Inspector General for Tax Administration (TIGTA) by telephone at 1-800-366-4484, or by email at complaints@tigta.treas.gov.