Transcript Slide 1

Technology Update
AARP Tax-Aide Regional Meetings – St. Louis
October 2011
Bob Willis – NTC Chairman
&
Veronica Coates - Technology Manager
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NTC Update
 TCS & ERO Survey Results
 Status on IRS Depot Image
 ERO Procedures & Document Retention
 TaxWise 2011 Enhancements
 Planning for Tax-Year 2011
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Updating Extranet Docs
Images to “refresh” Computers
TCS Conference Calls
Windows 7 Upgrade Program
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Tax-Year 2011 Recommendations
 Major Objectives
 Promote TaxWise-OnLine (TWO)
 Expand use and training on Networking
 Provide awareness and more Printer Setup
Training
 Promote using new Image to update
computers in the field
 To accomplish these objectives it will
require the support and a ‘Push’ from the
Tax-Aide leadership.
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TCS & ERO Survey Results
Results from 3331 sites –
53.4% of our total sites
 Overwhelming support from TCS’s to add
EROs to distribution of Tech Bulletins, &
ERO’s also want Tech Bulletins
 Gains in Networking and TWO
 Printer Configurations
 Use of new Images & TWO
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2011 TCS Survey
Projected TWO Growth for 2012
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2011 TCS Survey
TWO Growth for 2012
 The Survey also said that 40% of our
TaxWise Desktop sites have Internet
available at the site, but either don’t or
are not allowed to use it.
 You need to pursue using the existing
Internet at these sites
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2011 TCS Survey
Top Ten TWO States in 2011
Based on Surveys submitted with at least
50% of the state’s sites reported
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2011 TCS Survey
Printer Configurations
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2011 TCS Survey
Printer Configurations – Non-Networked
 Almost 50% of sites do not network or use an
electronic switch for printing.
 Over 50% of sites using non-networked
printers have a printer connected to each
computer and another 20% physically move
the printer (or printer cable) between
computers. This is ridiculous!
 A waste of resources and lack of training?
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2011 TCS Survey
 TWO Networks
Networks can be wired, wireless or
combination of wired and wireless.
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2011 TCS Survey
 TWO Networks
 Almost 50% use wireless
 Wireless networks increase versatility,
but can drop the connection if unstable
 Recommend some wired computers if
possible in each network
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2011 TCS Survey
New Computer Images – Huge Success
 From the preliminary sample over 1000
computers were updated using the
Image.
 800 with Windows XP
 Nearly 200 to Windows 7
 With an earlier release of the Image and
more field experience this should expand
substantially this next year.
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2011 IRS Depot Laptop Image
 Earlier this summer we reviewed
the Image that was prepared for
these depot laptops
 There were a number of serious problemsMost were resolved before computer’s
shipped
 Unfortunately several changes recommended
for the Manual shipped with computers were
not made – it had already been printed
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What’s New for 2011
 IRS will expand use of…
Modernized eFile (MeF)
 Most tax forms can be processed
by MeF in TY 2011
 Fewer Validation Errors, some will
be resolved automatically
All Return Processing will use MeF in TY 2012
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What’s New for 2011
 Modernized eFile (MeF) will
allow the e-filing of prior year and
Amended tax returns
 MeF will eventually permit e-filing
returns for two prior years, but in
2012, TaxWise will only e-file 2010
returns.
 Amended Returns can also be
e-filed in future, but not in 2012.
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ERO Procedures &
Document Retention Policy
 The IRS no longer requires retention
of a signed Form 8879 or W-2s,
W2Gs, or 1099Rs
 Taxpayer(s) still signs the Form 8879
but keeps it with their records.
 IRS ask States to also eliminate their
retention requirements, as of Sep
30th, only Georgia has not yet agreed
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ERO Procedures &
Document Retention Policy
 To take advantage of the reduced
IRS document retention
requirements and further reduce
the potential for the loss of
taxpayer identity, the NLT has
approved the following policy…
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New AARP Tax-Aide
Document Retention Policy
 Sites or EROs will not keep any forms
or documents with taxpayer identity
and/or SSN number on the document.
 W-2s’, 1099s’, Form 8879, etc. will no
longer be retained at the site or by the
ERO, Unless it is mandated by the IRS
or a State.
i.e. Form 8453 if used for mailing
documents to support a return, may still be
retained until mailed to IRS.
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ERO Procedures & Document
Retention Recommendation
 Recommend
Using Return
Stage in
TaxWise to
track return
status.
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ERO Procedures & Document
Retention Recommendation
 Recommend
also using
Activity
Reporting, QR
& ERO
Tracking Log
to track returns.
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ERO Procedures & Document
Retention Recommendation
 The Client Letter is available as an
option. It does not need a SS#
and other pertinent information can
be selected by default before
printing.
Some limitations with TWO that will not
provide State Return information
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ERO Procedures & Document
Retention Recommendation
 TWO sites should consider
transmitting ‘Suspect’ returns from
the site to get ACKs before the
Taxpayer leaves.
Example: Taxpayer who is unsure if
dependents have been claimed by
someone else – a former spouse?
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ERO Procedures & Document
Retention Recommendation
 We are pursuing other tools to
minimize and fix rejects.
 More thorough Quality Review of SSNs
and EINs
 We are also seeking and testing on-line
or phone methods to verify Company
name/EIN number matching with the
IRS and third-party companies to more
easily resolve rejects.
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ERO Procedures & Document
Retention Recommendation
 There will be more information
and training provided as it is
developed.
 The goal is to improve the
accuracy of the tax return and
simplify the ERO duties.
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What’s New for 2011
 TaxWise 2011 will again “Link” State
Returns with the Federal Return with
both Desktop and TWO as we did prior
to TW 2010 for States using MeF.
Linked state returns are held until the federal
return is accepted. This eliminates the potential
that a federal reject may make it necessary to
amend the state return. And should eliminate
the confusing two state acknowledgements
 Unlinked will still be available for State
returns without a Federal Return
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What’s New for 2011
 Other TaxWise 2011 Changes:
 Preparer Use Fields will move from the
bottom of the Main Info form to a separate
form. This new form will have more fields
and include a Taxpayer Reminder Field
that will carry over to the next year’s
return.
 Returns with a Taxpayer ITIN will require
that SSNs be manually entered on W-2s.
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What’s New for 2011
 TaxWise 2011, both Desktop and
TWO, will offer the following
 The ability to attach PDFs to MeF returns.
 Optional (scanned) electronic
attachments will permit the submission
of most forms that currently require
the mailing of Form 8453 and will allow
e-filing some returns that were
previously required to be mailed.
AARP Tax-Aide has not yet approved this
option in 2012. Potential security issues need
to be resolved.
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What’s New for 2011
 TWO for TaxWise 2011 will offer
the following enhancements:
 Use the function keys F1(Help), F3 (Clear
or Add Red fields) and F8 (Override) keys
just like Desktop
 A Training Section to the HELP Center
that will link to the Link-&-Learn Lessons
 A link to a page that will show the 1040
version and release notes, state version
numbers and state release notes
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What’s New for 2011
 TWO and Support website ADMIN
password recovery simplified:
After 3 failed login attempts and 3 failed
attempts to answer the security question…
 Enter the email address for the ADMIN
user. If this matches the email address on
file a temporary password will be sent by
email to that email address.
 Use this temporary password and then
reset a new ADMIN password
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Tax-Year 2011-12 Planning
 Technical Documentation & Support
 Early release of documentation as in
2009-10
 Continue TCS Conference Calls
 Use Information from TaxWise
Support Calls to improve training
material
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Tax-Year 2011-12 Planning
 Technical Documentation & Support
 Volunteers should use your own state’s
resources first, the TCS & TCs.
 For additional help on Technical topics,
like networking, computer issues, etc,
email requests to [email protected]
 TaxWise questions should initially be
directed to CCH/TaxWise Customer
Support by phone or email
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Tax-Year 2011-12 Planning
 Category 1 & Repairing Printers
 Category 1 is intend to replace AARP TaxAide (purchased and donated) equipment
that is no longer useable.
 We have a contract with GraceWorkz that
repairs or replaces printers during the Tax
Season at no cost to Tax-Aide.
 This year we will purchase over 100 printers
as Category 1 replacements, most of which
should have been fixed or replaced by
GraceWorkz. A waste of Tax-Aide $$
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Tax-Year 2011-12 Planning
 Individual by model Tune-up instructions for
AARP purchased computers will no longer be
published.
 Will encourage the use of fresh Images.
 Will publish generic XP and Windows 7 tune-up
documents, primarily for use by Personal and siteprovided computers.
 Plan to release generic Images for both XP
and Windows 7 for field upgrading of AARP
Tax-Aide Computers.
 Limited beta testing with the Enterprise Licenses
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Tax-Year 2011-12 Planning
 Continue transition to Windows 7 on AARP
Tax-Aide computers.
 New computers will have Windows 7
 Continue working on an upgrade plan for
Windows 7 on existing AARP Tax-Aide
Purchased & Donated computers over the
next several years.
 No need for TechSoup Windows 7 Licenses.
Due to Enterprise Grant from Microsoft.
(Except for computers not on last year’s
inventory report.)
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Questions?
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