Transcript NJ E-file

New Jersey Tax-Aide
Technology Coordinator Seminar
November 5, 2009
Agenda
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Introductions
Questions from yesterday or last evening
IRS – Denise Perry
Tax Year 2009 Changes
TC Responsibilities
TC requested items
NJ Tax-Aide
Organization Changes
• Districts e-filing
• Technology Coordinators
IRS Items
• EFIN approval and renewal
• TaxWise 2009 order
• IRS Printers
– Cartridges
– Malfunctions/replacements
– Additional printers
• Pub 3189
• Envelopes (IRS Newark, IRS Austin)
• End of season
IRS End of Season-each ERO
or more frequently if desired
• Taxpayer documents [for each taxpayer]
– W-2 with or without withholding
– 1099 with withholding
• 8879 for each taxpayer using Practitioner PIN
• TaxWise regular backup of each accepted e-file
[Desktop version only]
• IRS Acknowledgement Report for each accepted
e-file
Tax year 2009 changes
• IRS: All returns may be retained without individual authorization
• TaxWise: EFIN Authentication
• AARP –
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New vendor for printer cartridges, printer repairs & flash drives
Revised TrueCrypt installer
Revised TPClear [later]
Technology Management Guide: electronic distribution only
• New Jersey Tax-Aide
– Equipment allocation
• Additional laptops [10] and printers [5] from AARP
• Additional laptops [2] and network printers [3] from Bergen donation
• Additional network printers [5] from NJ donated funds
– TaxWise Online
– One Supersite
Taxpayer Data Retention
• Not required: Taxpayer signatures. Retention
policy will be on tax record envelope.
• Not required: Retain Yes/No on Main Info
• By April 30, 2010: Storage media with returns
sent by ERO to TCS
• Returns stored by TCS in locked container
• January 2011: Media returned to TC
AARP Printer Cartridges
• National contract for AARP printer
cartridges including HP-1012, 1020 series,
1505 series and Brother 5250dn
• TCS orders on line or by email
• Cartridges shipped directly to user
• Shipment arrives in 1 to 3 days
• Volunteers will not be reimbursed for
cartridges available through the contract
Printer Cartridge Life
• IRS Printers
– HP-1100 & Lexmark E312
– 1 to 3+ years
• AARP Printers
– HP 1012 and HP 1020 series: 1500 pages (3
reams)
– HP 1505 series:1000 pages (2 reams)
• End of season – remove from printer and
store in dark airtight bag [TMG pg. 26-27]
Printer Cartridges
• Request replacements for IRS printers
from IRS Newark
• TCS will order 1 replacement cartridge for
each AARP printer before tax season
• Request additional replacements for
AARP printers from TCS
• Cartridges not available from the contract
may be purchased by district and will be
reimbursed as S expenses
HP 1022 & 1505 - EconoMode
From the AARP Extranet
• Manuals, Policy & Procedures:
Technology Management Guide
• Technology
– Software: Anti-virus and Encryption
– Hardware: Tuneups and links
Technology Management
Guide
October 1, 2009 September 30, 2010
What’s New
• DATA RETENTION: Taxpayer signatures are no
longer required in order to retain certain data to
assist in preparing future tax returns
• 64-BIT COMPUTERS: CCH has announced that
they will support TaxWise installations on 64-bit
computers for TY 2009.
• ABSOLUTE SOFTWARE: The contract with
Computrace for Absolute Software will expire on
November 30, 2009 and will not be renewed.
Therefore, it will no longer be necessary to
connect computers to the Internet periodically for
inventory purposes.
Part Two: Security
4. Do not send taxpayer data via regular e-mail.
Taxpayer data may only be sent over the Internet
by using TaxWise mail, or as an attachment to
regular email that is in the form of a backup
created by the TaxWise program.
5. All equipment on which taxpayer data resides
must be protected by encryption software. . . .
The only exception is for backups created by the
TaxWise program itself. These backups are
adequately protected without being further
encrypted and may be stored on unencrypted
storage devices and media.
Wireless Communication
11. Wireless communication among computers continues to be evaluated but is
currently prohibited as part of the AARP Tax-Aide program. The only
wireless configuration that may be used in the AARP Tax-Aide program is
for wireless printing. To be clear, this means that the following specific uses
(and others like them) of wireless communications are prohibited:
- TaxWise client/server networking
- Transmission of returns to CCH, either at a site or from a home computer
- Checking on such items as ESP amounts, property taxes paid, bank
account numbers.
- Broadband Internet access to TaxWise Online
These restrictions have been established with a great concern for the privacy of
taxpayer data, an abundance of caution, and the need to insure full
compliance with IRS directives
Reporting a Loss
[page 19]
This covers computers, removable storage media (flash
drive, floppy disk, CD) and papers lost, stolen, or
damaged with taxpayer data residing on them.
• Inform your volunteer supervisor about the situation
• Call 1-800-424-2277, ext 36021 or ext 36027 (during
business hours), or 1-202-434-6021/6027 (after hours),
immediately (within 24 hours) if ANY computer containing
taxpayer data is lost or stolen.
• If the loss is the result of theft, call the local police to report
the theft as soon as you realize what has happened.
Tax Preparation Software
[page 31]
The IRS provides AARP Tax-Aide with tax
preparation software at no cost to the
AARP Tax-Aide Program. This software is
a slightly modified version of a commercial
product and is provided for electronic filing
only. It is not to be used to file paper
returns except for those returns that do not
qualify for electronic filing.
Alternative Tax Software
[page 32]
TaxWise™ is the only software that may be used by
AARP Tax-Aide volunteers to prepare and e-file tax
returns. Volunteers must never use alternative
software, such as TurboTax, TaxCut, etc., for tax
preparation while acting as an AARP Tax-Aide
volunteer. The use of such software may violate
software copyright laws and expose volunteers and
the program to unnecessary liability.
Those sites found to use alternative software, particularly
unlicensed software, will have that site shut down and
all IRS and AARP equipment at the site returned to the
program for redistribution.
AVG 9.0
• Upgrade recommended – easy on
computers with AVG 8.5
• New installations use existing license key
• See AARP Extranet for more detail
– License key is same as AVG 8.0 & 8.5
– Use AARP administrator password to open
License key
– License key in TMG is incorrect
Encryption
• Taxpayer data must be encrypted on all
computers and flash drives: IRS, AARP,
donated, loaned and personal
• IRS computers come with encryption
software
• TCs must add encryption software to all
others
TrueCrypt 6.2
• Upgrade optional but recommended on
stand alone equipment
• Simplified installation
• Vista, Windows 7 32- and 64-bit with UAC
Off or On
• May automatically convert earlier versions
Tune-ups and links
• Software updates for AARP laptops
• Links for
– Internet Explorer 7
– Windows XP Service Pack 3
Software Summary
Acceptable
Recommended
Comments
TrueCrypt
6.1
6.2
32 and 64 bit Vista &
Windows 7
AVG
8.5
9.0
Adobe Reader
8 or 9
Internet Explorer
(TWO)
7
Windows XP
SP-3
8 will be supported by
TWO 2009
TC Responsibilities
Ref: TMG 2009, page 8
• General
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Implements e-file procedures & requirements
Ensures each e-file site has a valid EFIN
Conducts or helps conduct e-file training
Encourages efficient use of equipment
Provides on-going technical support to e-file sites
Works well with diverse populations
Remains alert for potential donors of equipment
Provides timely communication of electronic filing information
• Hardware
– Evaluates equipment needs
– Maintains equipment inventory
– Coordinates equipment maintenance, upgrade & disposition
TC Responsibilities, continued
• Software
– Installs TaxWise on district computers [or trains EROs to do so]
– Establishes & oversees encryption and password protection
• Assists with
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E-file site selection
Recruitment
Equipment distribution
Implementing & maintaining automated administrative
procedures
Program Requirements
• Security/Privacy
• TaxWise use
• E-file expenses
Security
Technology Management Guide, Part Three
• During the tax season:
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Physical security of computers
Encryption software
Passwords (operating system & all TaxWise users)
TaxWise and data base on removable drive
Secure wireless printing and no internet connection
• Removal of all taxpayer data post-season
• Storage of taxpayer data when authorized by
taxpayer(s) between seasons
Security (continued)
• IRS and AARP provide
– Written procedures for implementing security
– Software utilities for data removal
• Volunteer responsibilities
– TCS: train TCs and store authorized returns
– TC: training, passwords and equipment configuration
within district
– ERO: data removal, collection of data authorized for
retention, transmitting computer and data security
– EFC: physical security of computer and data
Security Enhancements
• Memorize passwords
• Keep laptop in your possession
• Send required files and documents to IRS
and erase/destroy all others by April 30
• Send a copy of data authorized for
retention to TCS
• Delete electronic data before April 30
Security Compromises
• Write passwords on computer
• Put passwords in computer case
• Put passwords on back of name badge
and put name badge in computer case
• Leave laptop in sight in car
• Leave laptop in unlocked car
More Security Compromises
• Post-season retention of taxpayer data by
anyone in the district
– Electronic files
– IRS Forms 8453, 8879 or 3210
– W-2, 1099, etc.
• Post-season retention of taxpayer data in any
place in the district
– On password protected, encrypted desktop
– As unprinted document in printer driver
– In locked container inside burglar alarmed home
Passwords
• Computer operating system
– Required when taxpayer data is on system
– Can be removed post season and during
training
• AARP computers
– Use “volunteer” login to prepare and transmit
– Restrict “administrator” login to
troubleshooting
Wireless Security
• Wireless networks used only for printing
• New for tax year 2009
– WPA encryption (older computers may only
have WEP)
– Network name: TAV
TaxWise Use
• Training version (2008, Version 23.X)
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Windows 2000, XP (Home or Professional), Vista or Windows 7
May install on any computer used by Tax-Aide for training
May install on counselors’ home computers
May provide to counselors not yet e-filing
• Production version (2009, Version 24.Y)
– Windows XP (Home or Professional), Vista or Windows 7
– May install on site and personal computers used by Tax-Aide
– Not to be installed on home computers except ERO’s if used for
transmission of returns
– Not to be provided to persons not preparing electronic returns for
Tax-Aide
– Install only to encrypted drive!
TaxWise on one compter
• 1 copy of TaxWise Desktop per tax year
• Computer may use TWO even if TaxWise
Desktop is installed for the same tax year
• If TaxWise Desktop is not installed on the
computer, multiple copies of the same tax
year of TaxWise Desktop can be used,
each from a different flash.
Configurations to avoid
• TaxWise Desktop on C and on P
• TaxWise Desktop on C and on flash drive
• TaxWise Desktop on P [but not mounted]
and on flash drive
Are these allowable on the
same computer?
• TaxWise Desktop 2008 and 2009
• TaxWise Desktop 2009 and TWO 2009
• TaxWise Desktop 2008 [Practice] on
unencrypted flash and TaxWise Desktop 2008
on P [unmounted]
• TaxWise Desktop 2008 on mounted encrypted
flash and TaxWise Desktop 2008 [Practice] on
unencrypted flash
• TaxWise Desktop 2009 [Practice] on C and
TaxWise Desktop 2009 [District Clone] on P
E-file Expenses
[Technology Management Guide, page 45+]
• “S”
– Printer paper, printer cartridges not provided by IRS
or AARP
– Routers, cables, mice, flash drives [>$25 unit cost
requires advance approval by TCS or SC]
• “R”
– Repair, upgrade, maintenance service
– >$25 pre-approval TCS or SC
– >$50 [printer] or >$200 [computer/projector] preapproval by AARP Headquarters
Inoperable Equipment
• Notify TCS [source, tag #, problem]
• Replace from spares if available
• Laptop options
– Re-image [software items]
– Repair
• Printer options
– Repair/replace through national contract
– If not covered by contract, repair locally at no
or low cost
USB PCMCIA Card
TC Requests
Carry Forward
• Backup sent to TCS will be returned to TC
in January 2010
• Restore to TaxWise 2008 with same EFIN
as prepared
• To carry forward last year’s returns, see
TaxWise User Manual.
• EFIN Authentication may prevent carry
forward to TaxWise 2009 or use of data for
2009 return.