Transcript Document
AARP Tax-Aide
2008-2009
FOR ALL AARP TAX-AIDE SITES
AARP Tax-Aide 2008 - 2009
1
Purpose of this document
To provide District Coordinators (DCs) with
a useful and easy tool to acquaint or remind
Local Coordinators (LCs) of AARP TaxAide site requirements
These site requirements are designed to:
Maximize the percentage of accurate returns
prepared,
Ensure a quality and confidential experience for
the taxpayer, and
Ensure site compliance with program policy and
IRS grant requirements
AARP Tax-Aide 2008 - 2009
2
Site Checklist
Secure
Equipment and Tax Data
Post required Notices and have required
AARP Tax-Aide and IRS Materials
Certify all Counselors
Interview/Intake process for every TP
100% Quality Review by 2nd Counselor
Have process for tracking all e-files through
acceptance
Accurately Report Activity
AARP Tax-Aide 2008 - 2009
3
Secure Equipment and Tax Data
More info in Confidentiality and Security document in LC Guide and Extranet
Store equipment in secure environment
Keep eyes on laptops and forms at sites
Immediately call police and number on back of
volunteer badge if a computer is stolen
Require encryption, passwords, and antivirus and
firewall software on all computers with Taxpayer data
Exit TaxWise® and encryption if you step away
Never post passwords on or near computer
AARP Tax-Aide 2008 - 2009
4
Post Required Notices and have required AARP
Tax-Aide Materials
AARP Tax-Aide Poster (D143)
Site sign-in sheets
AARP Tax-Aide Combined Intake and Quality Review Forms for
every return prepared (D18445)
AARP Tax-Aide Tax Record Envelopes (D12225-English &
D17464 Spanish)
(All of the above can be ordered from AARP Tax-Aide Fulfillment)
LCs should read and have a copy of the current AARP Tax-Aide
LC Digest available (will be mailed to LCs directly in Nov or Dec)
AARP Tax-Aide 2008 - 2009
5
IRS Required Site Materials
IRS Pub. 17
IRS Pub. 4012
IRS 1040 Instructions
For e-filing sites - IRS Pub. 3189-EFILE Handbook
and all documents of the above can be electronic and
on the computer.
For paper sites - Instructions for Schedule A (includes
the state sales tax deduction tables)
(Do NOT order Pub 760, IRS Envelope; Pub 1084 IRS Site Coordinator Handbook; Form
13614, Intake and Interview Sheet; and Title VI, IRS Poster)
AARP Tax-Aide 2008 - 2009
6
Certified Counselors
Pass the Advanced level of the IRS Test
Sign Standards of Conduct statement
(All AARP Tax-Aide volunteers must sign)
Must be trained in AARP Tax-Aide program
policies and procedures
New Presentation developed to cover needed material
Presentation should be shown to all volunteers
Counselor training is good time, invite non-counselors to
that session
Minimum of two certified Counselors at sites
AARP Tax-Aide 2008 - 2009
7
All Counselors must:
(Some of those policies and procedures)
Maintain confidentiality/security of data
Never solicit business for self or others
Refuse any type of compensation or tips
Stay within scope of training/certification
Provide Taxpayers with explanation (and a copy) of
tax return as taxpayers retain responsibility of the
accuracy of the return
Assist taxpayers at sites, not at volunteer homes
Serve customers with courtesy regardless of
customer’s sex, race, age, religion, etc.
AARP Tax-Aide 2008 - 2009
8
100% Quality Review - All Returns
Second set of eyes Quality Review (QR)
Second set of eyes is a certified Counselor
Use the new presentation for training QR
Review source documents for data and Intake Sheets
to ensure nothing missed
Check off Quality Review items on the new AARP
Tax-Aide combined Intake/Quality Review Form
Review entire return with Taxpayer
Initial Site Sign-in Sheet for QR
AARP Tax-Aide 2008 - 2009
9
Closing for the day and season
All data must be returned to taxpayers at the end of the
session except for that required to e-file
Train EROs with training presentation and institute
process to ensure all e-file returns are timely transmitted,
rejects corrected & accepted
Forms 8879, W-2, and 1099s must be sent to the local
IRS SPEC office by April 30
Taxpayer data can be retained only if the taxpayer
agrees and, even then, it must be deleted off all
computers by the end of April
Retained data is stored on disk and by only one person
in the state (ask your leader for name)
AARP Tax-Aide 2008 - 2009
10
Accurate Activity Reporting
SIDN must be on every tax return
E-filing sites must use an EFIN assigned to
AARP Tax-Aide and record it on all returns
Stat reporting via on-line method
Site lists must reflect correct dates, times and
locations
Weekly updates to IRS STARS system after
September from AARP Tax-Aide
AARP Tax-Aide 2008 - 2009
11
What’s New?
The combined AARP Tax-Aide Intake/Quality
Review Checklist
The QR checklist is required per the IRS
Training Presentations have been developed
for easeof leaders and standardization of
information, including:
Policy and Procedures for all volunteers
EROs which include process to ensure all returns are
transmitted and tracked to final
Quality Review
AARP Tax-Aide 2008 - 2009
12
What’s New? Page Two
Internal Revenue Code Section 7216
The updated text provides penalties against tax
return preparers who make unauthorized use or
disclosure of tax return information
The IRS requires prescribed authorization for
taxpayers to approve use and disclosure
AARP Tax-Aide does not need to use those
procedures as we do not share specific data
with anyone including VITA, banks, mortgage
companies, others in AARP, etc.
AARP Tax-Aide 2008 - 2009
13
Where LCs can go for help
Your District Coordinator
AARP Tax-Aide LC Digest
AARP Tax-Aide volunteer extranet
www.aarp.org/tavolunteers (for forms,
guides, presentations, and other info)
IRS Volunteer Hotline: 1-800-829-8482
IRS website: www.irs.gov
IRS refund help: 1-800-829-1954
IRS Taxpayer Advocate: 1-877-777-4778
AARP Tax-Aide 2008 - 2009
14
Thanks!
Please know that the work you do to ensure the
site is effectively operated is not only
appreciated by all of AARP Foundation and
Tax-Aide organization but, most especially, the
taxpayers served by the hardworking
volunteers at your site! What would the
taxpayers do without you?
Remember to have some fun and thank those
volunteers on behalf of all of us for a truly
remarkable year in 2008 and for being here
again in 2009!
AARP Tax-Aide 2008 - 2009
15