Transcript njtaxaide.org

Notes



This presentation will be posted on
NJTaxAide.org/tavolunteers
Take notes if desired
You can print the presentation and
add your notes to make a manual
2010 Tax season
TWO ERO TRAINING
1
Questions on reading?




Introduction to TWO for EROs
Certification of Computers for
Wireless TWO
ERO Paper Flow for 2011 [CyberTax
2010-45]
Modernized e-File
2010 Tax season
TWO ERO TRAINING
2
Questions on Perform items?



Login to TaxWise Online with your
Client ID as the Admin User Name
Create a User Name for testing
Practice transmitting returns in
TaxWise Online Training
2010 Tax season
TWO ERO TRAINING
3
ERO Module 1 – Site
Operations
In the Tax-Aide Program
…training is the brains
…counseling is the heart & soul
…transmitting is the voice
2010 Tax season
TWO ERO TRAINING
4
When is a TWO return transmitted
to IRS?
A.
When the EFC clicks Create e-file
B.
After the ERO submits it to CCH
C.
When the ERO clicks Submit e-files
D.
None of the above
2010 Tax season
TWO ERO TRAINING
5
What EFCs Need



Internet Explorer settings
Printer drivers
Wireless (optional)



Certified computer
Network setup
Login information



2010 Tax season
TWO URL
Client ID
User name
TWO ERO TRAINING
6
Internet Explorer 8 [Pub 3189, pages 93-94]


Empty Temporary Internet files
Security level: Medium





Internet: Medium-High [Default]
Privacy: Medium [Default]
Java Script: Enabled*
Download file: Enabled*
Pop-up blocker disabled for
TWO
*Default with Security level Medium or Medium-High
2010 Tax season
TWO ERO TRAINING
7
Computer Certification for
Wireless TWO


Complete ASAP
Options for computers that do not
certify


Correct discrepancies and re-scan
If free of Malware and Anti-virus is
installed
connect to router with Ethernet cable and
use for TWO
 Use for TaxWise Desktop

2010 Tax season
TWO ERO TRAINING
8
TaxWise Online Web Sites



Current year production [blue]:
https://twonline.taxwise.com
Prior year production [red]:
https://twonline.taxwise.com/09
Training [green]:
https://twonline.taxwise.com/training
2010 Tax season
TWO ERO TRAINING
9
Name tag insert [example]
Site Name
Client ID
XX
Denville
1234567
DN
Parsippany Library
654321
PL
TWO User Name: <XX>-<EFC Last Name>
EFC Brenda Jones has user names
DN-Jones at Denville
PL-Jones at Parsippany Library
2010 Tax season
TWO ERO TRAINING
10
Passwords





1st login: User Name
Change password
Select Secret Question and provide
Secret Answer
Subsequent logins: <password>
Change password every 90 days
2010 Tax season
TWO ERO TRAINING
11
Failed Login
2010 Tax season
TWO ERO TRAINING
12
Failed Login Help
2010 Tax season
TWO ERO TRAINING
13
Password Reset [not Admin]




3rd failed login locks account
Lockout message appears
Email is sent to address entered for
locked out User Name
Admin or any User Name with
Administrator role can reset account


2010 Tax season
Click Manage Users
Under Reset Password click Reset
TWO ERO TRAINING
14
Password Reset - Admin


Contact Customer Support
When reset




2010 Tax season
Login: Admin
Password: Reg Code
Change password
Secret Question & Answer
TWO ERO TRAINING
15
Data Retention



Returns prepared with retained data
should have fewer errors and take less
time
Returns are retained on the TWO server
Carry forward and access to full return if
same Client ID


2010 Tax season
Exception: deleted returns
First year TWO can carry forward from last
year’s Desktop if same EFIN but will not
have access to full return
TWO ERO TRAINING
16
Access to prior year data
Return Prepared with
TWO
Desktop
Carry forward,
same EFIN
Yes
Yes
Carry forward,
different EFIN
No
No
Complete return,
same EFIN
Yes
No
Complete return,
different EFIN
No
No
2010 Tax season
TWO ERO TRAINING
17
Diagnostics


Click Run Diagnostics on the toolbar
Correct errors





Click on red text to go to form and
entry with error
re-run Diagnostics
Confirm or remove all overrides
Warnings and Notifications
Estimated entries
2010 Tax season
TWO ERO TRAINING
18
Create e-files
2010 Tax season
TWO ERO TRAINING
19
Quality Review
Do your clients a favor: send them out the
door with a return without errors!




Tax return review – required by IRS
E-file review – prudent to minimize
rejects
Review on computer –reviewer should
have TaxWise training
Review data on paper –W-2, 1099s and
other statements
2010 Tax season
TWO ERO TRAINING
20
Print Return
2010 Tax season
TWO ERO TRAINING
21
Printing Returns





Click Print this return after creating
e-file(s) or
Click Print Return on the toolbar
TWO prepares a pdf file with the
return
Click Print to open the printer
window
Select the correct printer for the
site and print the return
2010 Tax season
TWO ERO TRAINING
22
Using Return Stages [Optional]


Select the Return Stage from the
Returns List
Select the Return Stage from the
Return Summary of an open return
2010 Tax season
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23
SITE PROCEDURES
Assure logon to the correct TWO
site
 Assure each computer is using
the correct Client ID
 Quality review each return
 Print to the appropriate site
printer

2010 Tax season
TWO ERO TRAINING
24
Questions
2010 Tax season
Comments
TWO ERO TRAINING
25
Which of the following must be
attached to the 8879?








W-2
W-2G
1099R [no withholding]
1099-Int [no withholding]
1099G [Unemployment]
1099-SSA
W-2, W-2G and 1099R
Other 1099: Only if withholding
and Copy B
2010 Tax season
TWO ERO TRAINING
26
Some situations which require
Form 8453


Return signed by representative
with Power of Attorney [attach POA]
Return has summary of security
sales in Sch D [attach Sch D-1,
brokerage or other statement with
details]
2010 Tax season
TWO ERO TRAINING
27
TaxWise Online ERO Training
A work in progress!
2010 Tax season
TWO ERO TRAINING
28
Assumptions






You have been a TaxWise EFC
You have used TWO training
You have a 2010 TWO EFIN
You will transmit all returns
prepared with your EFIN
You will receive and process
Acknowledgements and Rejects for
your EFIN
You have made practice
transmissions on TWO Training
2010 Tax season
TWO ERO TRAINING
29
Objectives (Be able to)





Set up your EFIN for the filing
season
Use TaxWise to transmit tax returns
Receive and respond to
acknowledgements and rejects
Manage tax return e-files and
paperwork
Maintain security of taxpayer data
2010 Tax season
TWO ERO TRAINING
30
an EFC
sees
Things we
will discuss
today
Scope
2010 Tax season
Things we do not use
TWO ERO TRAINING
31
There is no single right way!



Discuss preferred or recommended
ways
Describe good practices
Provide references for options
2010 Tax season
TWO ERO TRAINING
32
What EROs Get

From IRS Andover – EFIN letter
New EFIN: 4 to 6 weeks after applying
 Changed/Renewed EFIN: Automatic
renewal
 From CCH – December





2010 Tax season
TaxWise CD
Client ID
Registration Code
TaxWise Online User Guide
TWO ERO TRAINING
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Agenda



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


EFIN setup
Site operations
Transmit returns
Acks, Rejects and ERO paperwork
Reports
Tech Tips and Good Practices
Post-season
2010 Tax season
TWO ERO TRAINING
34
ERO Module 0 – EFIN Setup
Admin login
Create Users
Create template
Return stages
Print sets
2010 Tax season
TWO ERO TRAINING
35
Creating and Managing Users

Admin User [Default]



All TWO capabilities except create
return
Cannot be Inactive
Additional Users


2010 Tax season
Can be created but not deleted
Either Active or Inactive
TWO ERO TRAINING
36
Adding New Users: EFC



1 User Name for each EFC preparing
returns for this EFIN
Passwords are case sensitive
Good Practice: Include site identifier
in User Name




“TOWNLIBRARY-BRENDA”
“BRENDA-21”
“TL-JONES”
Role: ReturnPreparer
2010 Tax season
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37
User Name on TWO window
Not visible in Full Screen mode
2010 Tax season
TWO ERO TRAINING
38
Click Manage Users
then Create a New User
Email Address:
Recommend ERO email
address.
2010 Tax season
TWO ERO TRAINING
39
Other Users



ERO – Recommended
Quality Reviewer
TC – allow TC access to EFIN for
ERO help
2010 Tax season
TWO ERO TRAINING
40
User Roles
Volunteer Position
Roles
EFC
ReturnPreparer
ERO
Administrator, SuperUser
Quality Reviewer
Reviewer
TC
SuperUser
2010 Tax season
TWO ERO TRAINING
41
User Questions




What User Name do you provide for
a substitute EFC?
What User Name and roles do you
provide for a substitute ERO?
Under what conditions would I
make a User Inactive?
Is there any circumstance where an
Active User would have the default
password?
2010 Tax season
TWO ERO TRAINING
42
TWO Site Decisions







User Names
Default Template
Custom (Preparer Use) Fields
Return Stages
Print Sets
Advanced Settings
Various Procedures
2010 Tax season
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43
Production vs Training

Same





User Names (Passwords, Roles, etc.)
Print Sets (predefined)
Advanced Settings
(Login)
Different




2010 Tax season
Templates
Custom (Preparer Use) Fields
Return Stages
Print Sets (ERO defined)
TWO ERO TRAINING
44
Templates




Similar to Desktop, but NOT Identical
Templates are stored on the TWO servers (like
returns and everything else)
One pool of templates for each EFIN
Maintained via the “Return Templates”
subsystem


One template from the pool is designated as
the Default template


Any User with TemplateManager or Administrator
Role can create, edit, and delete templates
Used by all Users unless they have been assigned to
a specific template
Templates cannot be copied between EFINs (or
imported, etc.)
2010 Tax season
TWO ERO TRAINING
45
Templates






There is one EFIN designated for NJ which can
“Send” templates to all other NJ EFINs
Templates can also be sent to you from CCH /
IRS / AARP
Can be sent to you at any time
There is no notification when a new template is
received
The received template may be sent in a way
that will force it to override your existing
default template
Templates sent to you cannot be deleted or
modified
2010 Tax season
TWO ERO TRAINING
46
Templates

Templates are only referenced when a
return is created


Changes to a template do NOT affect existing
returns
A template specifies:





Initial content of Tree
Default values in fields (e.g. NJSUI)
Whether a field is “Red”
Whether a field is Locked
Default values for Custom (Preparer Use)
Fields

2010 Tax season
Other attributes set via Settings / Custom Fields
TWO ERO TRAINING
47
Template Subsystem



Home – Back to TWO Home screen
New – Create a new template
Assign – Assign a template to a User




Instead of the default template
Not sure why you would want to do this
Unassign – Reverse of Assign
Send – N/A
2010 Tax season
TWO ERO TRAINING
48
Template List Actions
Delete Modify Edit Information
(Cannot Delete or Modify received template)
2010 Tax season
TWO ERO TRAINING
49
Admin
User
Administrator
Role
Function
Admin User
Lock fields
√
Prepare return
2010 Tax season
Administrator
Role
If User also has
a role with the
Prepare return
function
TWO ERO TRAINING
50
Start your computers!





Wireless network:
TaxWise Online:
https://twonline.taxwise.com
Client ID: <your Client ID>
User Name: admin
Password: <your password>
2010 Tax season
TWO ERO TRAINING
51
Step 1a Template Subsystem
2010 Tax season
TWO ERO TRAINING
52
Step 1b Create New Template

Fill in form



Name
Description
Make Default


The new return
template will be
based on:


2010 Tax season
TWO ERO TRAINING
Best Practice:
Do not check
until ready to
use
Use NJ
Production
Master mm-ddyyyy
Click Ok when done
53
Step 1 New Template Created

Your new template should appear in
your list of templates

2010 Tax season
With Delete and Edit icons
TWO ERO TRAINING
54
Step 2 Site Specific Changes

Main Info


Preparer Information / PTIN
8879


Your EFIN
ERO Information
PTIN
 Firm’s Name
 Firm’s Address
 Zip code (City, if necessary)
 Phone

2010 Tax season
TWO ERO TRAINING
55
Step 2a Open New Template in
Edit Mode

Click on Edit icon for your new
template to open it in edit mode
2010 Tax season
TWO ERO TRAINING
56
Step 2a Template Editing
2010 Tax season
TWO ERO TRAINING
57
Step 2b Main Info
Preparer Information / PTIN

Fill in SIDN, then Control-L to lock



Control-L causes refresh
S in will fill in automatically upon refresh
Do NOT fill in other fields here
2010 Tax season
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58
Step 2c 8879
Your EFIN


At top of form
Fill in EFIN then Control-L to lock

2010 Tax season
Control-L causes refresh
TWO ERO TRAINING
59
Step 2c 8879
ERO Information


Bottom of form
Only SIDN(PTIN), Firm’s Name, Firm’s
address, Zip code (City, if necessary),
Phone


2010 Tax season
Control-L to lock after each
No other fields here
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60
Step 2d Wrapup


Required changes have been made
(Can now make optional changes)



Close Return (close the template and
return to Template Subsystem screen
Click template name in list to bring up
Edit Return Template Information dialog


If new to TWO – We recommend living with
template for a while before making optional
changes
Check the Make Default box
You’re done !!
2010 Tax season
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61
Template Editing – Things To Know


Yellow border as reminder that this is template
Always in “Classic Mode”




Uses prior year linking and dialog (Existing /
New tabs)
Something must be changed for form to stay in
tree



NO Auto-refresh
Must use Save Return to refresh
Cannot use F3 – F3 trick as in Desktop
Making a field “Red” counts as a change
Don’t try to get in the way of built-in automatic
fields that turn red / un-red based on other
entries
2010 Tax season
TWO ERO TRAINING
62
Template Editing – Things To Know

Locking fields




Only available if logged in as ADMIN (not just
Administrator Role)
Locked fields cannot be changed in returns created
by Users
Use Control-L to Lock/UnLock (will cause refresh)
Preparer Use fields on Main Info


Red/Un-Red based on how Required box checked in
TWO Settings / Custom Fields dialog
Can use text area below Preparer User area to
document usage for users


Custom Question only appears for 11 and 12 (not
working properly as of date presentaion prepared)
Use Close Return when done
2010 Tax season
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63
NJ Production Master 01-16-2011

Specs document defines exact changes


General Philosophy – Efficiency for preparer



Will be available with this presentation on
NJTaxAide.org Training page
Most forms in tree (80/20 rule)
Very few fields “Red”
Highlights






2010 Tax season
Practitioner PIN
NJ filled in as appropriate
1099G Pre-filled
Sch C instead of C-EZ
2210 (Penalty) not overridden
NJ-1040 line 44 (NJ Use Tax) “Red”
TWO ERO TRAINING
64
Settings
2010 Tax season
TWO ERO TRAINING
65
Settings

User Settings




Tax Preparer (Do NOT touch)
ERO (Do NOT touch)
Display
Administrator Settings






2010 Tax season
Custom Fields
Return Stages
Print Sets
Advanced
Send Settings (Not available)
Salutaions
TWO ERO TRAINING
66
Display – User Specific
Recommended
2010 Tax season
TWO ERO TRAINING
67
Default vs High Contrast
2010 Tax season
TWO ERO TRAINING
68
Custom Fields
2010 Tax season
TWO ERO TRAINING
69
Custom Fields



aka Preparer Use Fields
13-15 New for TY2010
Carry forward?



Different field requirements by field


1-12 – Yes
13-15 – No
Max length, alpha / numeric
Field Attributes:

Required?


Question


Only used for 11 & 12 (Doesn’t seem to be working properly at
this point)
Pick List


Whether “Red” in returns
Can be empty
Changes affect new AND existing returns
2010 Tax season
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70
Custom Fields - Usage





1 – 10: As you wish
11: IRS/AARP Language question
12: IRS/AARP Disability question
13: Preparer initials (ERO choice)
14: Quality Reviewer initials


Required – Used by AARP for QR%
statistics for all e-filed returns
15: As you wish
2010 Tax season
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2010 Tax season
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72
2010 Tax season
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73
Return Stages
2010 Tax season
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74
Return Stages


Existed in Desktop, but seldom used
Very handy as ERO tool





How to set:



Filter option
Sorting in return lists
Checklist at end of shift
Tracking and followup
Drop down box in return lists
Return status / summary dialog
But… Entirely manual
2010 Tax season
TWO ERO TRAINING
75
Return Stages Used at Shrewsbury








1040x
Delete
In Progress
IRS Auditors
Paper Return
Ready to file (efile
created)
Waiting for signature
Waiting for tax
information
2010 Tax season





Reject – Left voicemail
Reject – Paper file
Reject – Taxpayer notified
Reject Corrected – Ready
to submit
Reject Fixes – Waiting for
signature
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76
Print Sets
2010 Tax season
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77
Print Sets

No concept of picking different sets
for different purposes ala Desktop


One Set for all Print requests
Choices:





2010 Tax season
Primary Forms
Completed Forms
Signature Forms
My [federal] Print Set
My State Print Set
TWO ERO TRAINING
78
Print Sets - Reality


Pretty much broken at the moment
Recommend

Check Only
Completed Documents
 Signature Documents



No ERO Defined stuff
Duplex Printing

2010 Tax season
Tempting, but adds more issues
TWO ERO TRAINING
79
Advanced
Override is
disabled by
default
2010 Tax season
TWO ERO TRAINING
80
Advanced

Use Classic Mode to Display Tax
Returns


Avoid – Very confusing for preparers
The override feature enabled for
roles:
Interviewer
 ReturnPreparer
 Reviewer


2010 Tax season
ERO Choice
TWO ERO TRAINING
81
Salutations
2010 Tax season
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82
Salutations


If Required checked, then turns
corresponding box “Red” on Main
Info
Can add and delete items in list

2010 Tax season
But cannot remove all items – Reverts
to default list
TWO ERO TRAINING
83
ERO (Transmitter) Training
Module 2
Getting Ready to
Transmit
2010 Tax season
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84
Before you transmit, verify

Desired returns
All returns that are ready
 No returns that are not ready

Signature documents
 Backup forms

2010 Tax season
TWO ERO TRAINING
85
8879 Signatures
Taxpayer
Spouse
Always
Required
Required if
joint return
ERO’s Signature: DO NOT SIGN
2010 Tax season
TWO ERO TRAINING
86
IRS Record Keeping Requirements
[See CyberTax 2010-45]






Documents should be kept confidential and in a
secured location until mailed to IRS
IRS Newark will provide envelopes and mailing
labels for Cincinnati [Form 8879 & attachments]
and Austin [Form 8453 & attachments]
Send documents to Cincinnati at the end of
season and as frequently as desired during the
season
Send documents to Austin within 3 days of e-file
acceptance
Send documents to Newark at end of season
Form 3210 [Document Transmittal] optional
2010 Tax season
TWO ERO TRAINING
87
IRS Cincinnati [Form 8879 plus . . ]



Signed Form 8879 for each
accepted e-file
All Forms W-2, W-2G and 1099R
[Copy B]
All Forms 1099 with withholding
only if there is a Copy B
2010 Tax season
TWO ERO TRAINING
88
IRS Austin [only Form 8453]

Form 8543 with attachments used,
for example




2010 Tax season
Form 1098-C [Vehicle donations]
Form 8332 [Release of exemption]
Schedule D-1 [Sch D Continuation]
Form 2848 [Power of Attorney]
TWO ERO TRAINING
89
IRS Newark [at end of season]


IRS Acknowledgement Reports for
accepted e-files
For each return accepted by the IRS,
these attachments, if used:




2010 Tax season
Form 8453, and all of its attachments
Form 1310, Refund in respect of a Decedent
Form 2120, Multiple Support Declaration
“any other supporting documents not
included in the electronic return data”
TWO ERO TRAINING
90
The View Window
Check this box
Filter by status
Click column heading to sort A->Z
or Return Stage
and again for Z->A
Search by Name, TIN or
Set Return Stage
part of a TIN or Username
2010 Tax season
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What do we have?



From All or Active Returns, identify
those to be e-filed
If necessary, open the return and
create e-files
Set or verify Return Stage
[optional]
2010 Tax season
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Run Diagnostics & Create e-File
2010 Tax season
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Deleting Returns



Only a User with the Administrator role can
delete returns
Deleted returns will not carry forward the
next tax year
Deleted returns can be restored




2010 Tax season
Click New Return
Enter SSN
Select Go to Interview or Go to Tax Forms
Select Restore Return or Create new Return
TWO ERO TRAINING
94
Ready to Transmit
Questions
2010 Tax season
Comments
TWO ERO TRAINING
95
ERO (Transmitter) Training
Module 3
Transmitting
2010 Tax season
TWO ERO TRAINING
96
THE PROCESS [Legacy]






Each e-file return has a DCN
CCH to IRS in batches
Fed ok? -> State sent on
Fed reject -> State not submitted
Acknowledgement sent to ERO
Fix Fed reject and resend both with
same DCN
2010 Tax season
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97
Federal Accepted, NJ Rejected


The New Jersey return can be
corrected and retransmitted
electronically
Alternatively, the New Jersey return
can be mailed
2010 Tax season
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98
THE PROCESS [Modernized]





Each e-file return has Submission
ID
CCH to IRS individually
Fed & State e-files sent separately
Acknowledgements sent to ERO
Fix Fed and/or State reject and
resend each with new Submission
ID
2010 Tax season
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99
TaxWise decides how to send

MeF depending on forms in return



Schedule C: MeF
Schedule C-EZ: Legacy
There will be a new eFile
Submission Report that will list both
Submission IDs and DCNs
2010 Tax season
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100
Things to do before you transmit
e-files to CCH


2010 Tax season
Create the e-file for
one or more returns
Printer must be turned
on and ready to print
the eFile Submission
Report!
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101
Active returns showing those with
e-files
2010 Tax season
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102
Click “Submit e-files” to see:
Select the returns
to be transmitted
then
2010 Tax season
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103
Print
2010 Tax season
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Caution



It is possible to have a file ready to
transmit
But you are missing completed
paperwork
DO NOT EFILE
2010 Tax season
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105
Review the Declaration Control
Report before transmitting

Things to look for:





2010 Tax season
Refund/Balance due
amount is correct
Number of returns correct
Returns on DCR match
those ready to send
State return indication
correct
Verify signed signature
documents for each return
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106
8879
Complete DCN/
Submission ID
Refund matches
eFile Submission
Report
2010 Tax season
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107
After Printing, click Continue to see
2010 Tax season
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108
Returns are now listed as Sent
2010 Tax season
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109
Troubleshooting Tip: Can CCH stop
a return that I filed by mistake?


NO


2010 Tax season
CCH cannot stop returns
that have been
electronically filed
E-files are automatically
placed into a transmittal
file to send to the IRS
Correct mistakes if the
IRS rejects the return
File a 1040X if the IRS
accepts the return
TWO ERO TRAINING
110
3189 Guidelines: Transmitting Returns



The ERO must submit returns to CCH as
soon as possible
 Must be submitted within 3 calendar
days from completion of return
 Return is not complete until both
taxpayers have signed and should not
be transmitted till have both signatures
Review the DCR for any errors
Print the DCR
2010 Tax season
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111
Late Tax Law Changes

IRS not ready for





Schedule A
Tuition/Fees, Educator Expense
Forms 4684 & 8859
Returns prepared and held not
considered “Stockpiled”
See CyberTax 2011-01 for
discussion and options
2010 Tax season
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112
Lesson Summary: Transmitting


In this lesson we have covered:
 The life cycle of an e-file
 Electronic filing of New Jersey returns
 Checks to make before transmitting
 Sending returns to CCH
What questions do you have?
2010 Tax season
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113
ERO (Transmitter) Training
Module 4
Acknowledgements
& Rejects
2010 Tax season
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114
Availability of Acknowledgements


Federal: 6 to 48 hours after returns
transmitted
NJ: 1 to 7 days after Federal ACK
2010 Tax season
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115
Viewing Acknowledgements
2010 Tax season
TWO ERO TRAINING
116
Choose IRS or State
Click on column titles to sort
Enter the date range, then click Go
2010 Tax season
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117
Printing Acknowledgements
2010 Tax season
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118
Rejected Returns
Click here
Then here
2010 Tax season
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119
2010 Tax season
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120
. . . and finally, the Reject Code
2010 Tax season
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121
Reject description
2010 Tax season
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122
3189 Guidelines: Acknowledgements

Print



This will print the reject details
Save the Acknowledgement report for end of
season reporting
Verify acceptance of Federal and New
Jersey returns



all Acknowledgement Reports
Compare to e-File Submission report
The e-File Submission report can be shredded
once all returns have been accepted
Retain Forms 8879 with W-2’s and 1099’s
for submittal to IRS
2010 Tax season
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123
MAJOR REASONS FOR REJECTS
INCORRECT SOCIAL
SECURITY NUMBERS
 MISSPELLED NAMES
 LAST NAME USED ON
RETURN DOES NOT MATCH
SOCIAL SECURITY RECORDS
 INCORRECT EINs
 INCORRECT EMPLOYER OR
PAYER NAMES

2010 Tax season
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124
More REASONS FOR REJECTS
PREVIOUSLY CLAIMED
DEPENDENT
 INCORRECT EMPLOYER OR
PAYER ADDRESS (ZIP)
 INCORRECT Schedule M
 LAST NAME MISSING
HYPHEN

2010 Tax season
TWO ERO TRAINING
125
Fixing the Rejected Return in TaxWise



2010 Tax season
Open the rejected
return
Form containing the
error will have a red
exclamation point
(!)
The rejected entry is
typically in red
TWO ERO TRAINING
126
FIXING REJECTS Continued





ERROR CODE INDEX & FIELD
NUMBERS FOUND IN PUB 1345A
CONTACT TAXPAYER BY PHONE OR BY
LETTER TO GET CORRECT
INFORMATION
FIX THE ERROR
RUN DIAGNOSTICS AND CREATE AN
E-FILE RETURN
IF THE RETURN DOES NOT INVOLVE
MAJOR CHANGES, RETRANSMIT THE
RETURN
2010 Tax season
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127
REJECTS REQUIRING NEW
SIGNATURES &/OR PINS

CHANGES THAT ARE MORE
THAN
 $50 TO “TOTAL INCOME” OR
“AGI”
 $14 TO “TOTAL TAX,”
“FEDERAL INCOME TAX
WITHHELD,” REFUND,” OR
“AMOUNT YOU OWE.”
2010 Tax season
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128
SUGGESTED METHOD





1. CALL TAXPAYER
2.FIX ERROR (ones that involve $
changes)
3.create efile and resubmit
4.print out new return for taxpayer
to replace old one, new 8879s to be
signed MUST DO!!!
5. meet at site for quick signing
2010 Tax season
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129
REJECTS THAT MUST BE PAPER
FILED
CHANGE IN NAME
 CHANGE IN SSN
 ANOTHER TAXPAYER HAS
CLAIMED THE SAME
DEPENDENT

2010 Tax season
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130
Resend the return after reject
corrections are complete




2010 Tax season
TWO ERO TRAINING
Fix the reject
Run
Diagnostics
Create a new
e-file
Transmit the
return
131
STATE RETURN REJECT





Fix the error
State e-file help if needed
Resend efile
Will be a state stand alone
FYI cannot do a NJ stand alone
without Federal return except when
correcting error
2010 Tax season
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132
Move Returns
Recommended: Move returns from
preparers to ERO when no longer
active
2010 Tax season
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133
Select all or
individual returns
2010 Tax season
TWO ERO TRAINING
134
Questions
2010 Tax season
Comments
TWO ERO TRAINING
135
ERO (Transmitter) Training
Module 5
Reports
2010 Tax season
TWO ERO TRAINING
136
Click on TWO Reports to open

ADD SCREEN SHOT
2010 Tax season
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137
Creating Reports






Click on Generate
Status will be Pending
Status will change to Complete [may take
up to an hour to prepare]
Click Download to view with Excel or Open
Office
Downloaded file can be sorted, filtered,
printed
If saved, additional security requirements
may apply
2010 Tax season
TWO ERO TRAINING
138
IRS Electronic Filing Summary
2010 Tax season
TWO ERO TRAINING
139
ERO (Transmitter) Training
Module 8
Technical Tips & Good
Practices
2010 Tax season
TWO ERO TRAINING
140
Technical Tips and Good
Practices
In this lesson we will cover:
 Security
 User Lockout Message
 Display Resolution
 Slow internet connection
 Managing E-files
 Substitute ERO
 How to be prepared when you call
TaxWise Customer Support
2010 Tax season
TWO ERO TRAINING
141
Security Vulnerabilities

Equipment possession



Unattended during site setup,
operation or end of day pack up
In sight in vehicles
Password compromise



2010 Tax season
Access restriction depends on password
Providing the password removes the
barrier
Why bother to encrypt if the password
is provided?
TWO ERO TRAINING
142
Passwords

Required for



TWO login
computer operating system (all users)
when taxpayer data is on the computer
Recommended: select passwords
which can be remembered [not
written down]
2010 Tax season
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143
Security Notes


If passwords are written, they
should not be on the computer, in
the computer case or on anything
that goes into the computer case
(like the volunteer’s name tag)
Passwords should not be emailed
2010 Tax season
TWO ERO TRAINING
144
User Names & Passwords
Recommendations:
 Include site identifier in User Name
 Volunteer has same User Name at
each site except site identifier
 Volunteers create their own
passwords
2010 Tax season
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145
What can the ERO do to
enhance security?



Move all returns to ERO User at the
end of a session
Keep User Names Inactive unless in
use at the site
If generic names are used [e. g.,
Substitute], reset password and
make Inactive after each session
2010 Tax season
TWO ERO TRAINING
146
Custom Message


Message user sees if locked out
From Manage Users, Click Add/Change
Custom Message
2010 Tax season
TWO ERO TRAINING
147
User Settings [Preparer]
Recommended
2010 Tax season
TWO ERO TRAINING
148
User Settings [Administrator]
Classic Mode should only be
considered if internet speed is
low.
2010 Tax season
TWO ERO TRAINING
149
Managing E-files

Tracking returns from preparation
to delivery to IRS (Cradle to grave)




EFC to ERO
CCH/IRS/NJ accept/reject
Mail if cannot be e-filed
Goal: Don’t misplace any
returns!
2010 Tax season
TWO ERO TRAINING
150
Managing E-files – Considerations




Signature and withholding
documents
Extra paper – avoid if possible
Self-checking (Audit) – needed
EFC burden – minimize
2010 Tax season
TWO ERO TRAINING
151
Managing E-files – Techniques


Return Stage
TaxWise reports



Track & audit
No additional data entry or paper
Archive Acknowledgements
2010 Tax season
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152
Archiving Acknowledgements




Acknowledgements are in 1 of 2
folders: Archived and Not Archived
New Acknowledgements automatically
go to the Not Archived folder
Archiving is a way of separating new
from older Acknowledgements which
have been processed [for example,
when 8879 sent to IRS]
The process is reversible
2010 Tax season
TWO ERO TRAINING
153
Click View Acks
Select All
or
individual
returns
2010 Tax season
TWO ERO TRAINING
154
Clear Sent E-files

An Administrator can clear the
status of a return marked Sent,
which is similar to deleting pending
e-files in the desktop version of
TaxWise. This can be useful when
the status of an e-file in the return
list is Sent, but you are unable to
locate the return in a query.
2010 Tax season
TWO ERO TRAINING
155
Managing E-file Paper – Options


8879 plus withholding documents
for each return
File folders for




Ready to transmit
Awaiting ACK
Accepted (Federal and NJ) – holding
until sent to IRS
Other approaches?
2010 Tax season
TWO ERO TRAINING
156
Substitute ERO
1.
Substitute does not transmit
1.
2.
2.
Substitute transmits
1.
2.
3.
4.
2010 Tax season
Sub Roles: Superuser + Administrator
Sub gives 8879 to ERO who transmits
Sub Roles: Superuser + Administrator
Sub transmits and manages rejects
Sub provides 8879 to ERO to mail
Consider changing lockout message
TWO ERO TRAINING
157
Tips for getting the most efficient
Customer Service





2010 Tax season
Know your EFIN/Client ID
 Must enter prior to being
transferred to a Customer
Service Representative
Be at your computer
Write down the exact error
message
Describe the exact function
you were performing when
you received the error
Know the SSN when checking
the status of a return
TWO ERO TRAINING
158
Module 8 Summary:
Technical Tips and Good Practices

In this lesson we have covered:








Security
User Lockout Message
Display Resolution
Slow internet connection
Managing E-files
Substitute ERO
Being prepared when you call TaxWise
Customer Support
What questions do you have ?
2010 Tax season
TWO ERO TRAINING
159
One EFC cannot connect to
wireless network, what do you do?




Wireless radio on?
Correct network selected?
Verify SSID and passphrase
If using a router, connect via cable
2010 Tax season
TWO ERO TRAINING
160
EFC cannot print, what do you do?



Select correct printer. If incorrect
printer(s) were tried, delete the
unprinted documents.
Missing driver? Install if practical.
Print from another computer logged
on as Superuser.
2010 Tax season
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161
ERO (Transmitter) Training
Module 9
Post-Filing Season Procedures
2010 Tax season
TWO ERO TRAINING
162
Lesson Overview:
Post-Filing Season Procedures

In this lesson we will cover:
 Transferring records to IRS
 Destroying data records
 Deleting Taxpayer data
2010 Tax season
TWO ERO TRAINING
163
IRS Cincinnati – final mailing



Signed Form 8879 for each
accepted e-file
All Forms W-2, W-2G and 1099R
[Copy B]
All Forms 1099 with withholding
only if there is a Copy B
2010 Tax season
TWO ERO TRAINING
164
IRS Newark [at end of season]


IRS Acknowledgement Reports for
accepted e-files
For each return accepted by the IRS,
these attachments, if used:




2010 Tax season
Form 8453, and all of its attachments
Form 1310, Refund in respect of a Decedent
Form 2120, Multiple Support Declaration
“any other supporting documents not
included in the electronic return data”
TWO ERO TRAINING
165
DO NOT SEND ANYWHERE




NJ Acknowledgements
eFile Submission Reports
Reject reports or documents
Copies of Federal or NJ returns
2010 Tax season
TWO ERO TRAINING
166
At the end of the season . . .


What documents must a TWO ERO
destroy?
What data must be removed from a
computer used only for TWO?
2010 Tax season
TWO ERO TRAINING
167
Data disposal





All records (paper and electronic)
with taxpayer data not transferred
should be destroyed by April 30
Shred DCNs, tracking sheets, logs
Cut CDs and floppy disks
Delete files on flash drives
Remove data from computers per
IRS and AARP directions
2010 Tax season
TWO ERO TRAINING
168
Computer data removal


IRS computers: run Disk Wipe
Computers used only for TWO



Verify printer drivers have no pending
documents
Delete all reports/records with taxpayer
data [e. g., TWO reports saved by
ERO]
Computers used with Desktop: see
separate instructions
2010 Tax season
TWO ERO TRAINING
169
Lesson Summary:
Post-Filing Season Procedures


In this lesson we have covered:
 Transferring records to IRS
 Destroying data records
 Deleting Taxpayer data
What questions do you have?
2010 Tax season
TWO ERO TRAINING
170
Review and Summary
2010 Tax season
TWO ERO TRAINING
171
an EFC
sees
Things we
will discuss
today
Scope
2010 Tax season
TWO ERO TRAINING
172
TWO ERO Questions



What questions do you have about
being a TWO ERO?
What is your #1 concern as a TWO
ERO?
As an ERO, what does the IRS
expect of you?
2010 Tax season
TWO ERO TRAINING
173
As an ERO, what does the IRS
expect of you?


Ensure all requirements of e-file
program are adhered to at the site
[Form 8633 Responsible Official]
Comply with documentation
requirements


2010 Tax season
Taxpayer signatures/PINs
Collect & submit required documents
TWO ERO TRAINING
174
If you have questions about TWO ERO
tasks, what resources are available?






TWO Help
TWO User Guide
Pub 3189
AARP Extranet
NJ Tax-Aide
TaxWise Customer Support
2010 Tax season
TWO ERO TRAINING
175
What do you do if:



TWO is not available when your site
opens Feb 6 at 1 PM.
You are half way through your 9 – 3
session when the TWO servers go
down.
Your site network printer falls to the
floor and breaks into many pieces.
2010 Tax season
TWO ERO TRAINING
176
What are your options if:

On March 15 a counselor brings a
new personal computer to your site
to prepare TWO returns.



2010 Tax season
The site has a wired router that
connects to the internet
The computers connect to the internet
over the site’s unsecure wireless
network
The site has a secure wireless router
that connects to the internet
TWO ERO TRAINING
177
References



IRS Pub 3189 – Volunteer e-file
Administrator Guide
TaxWise Online (year) User Guide
AARP Tax-Aide Technology
Management Guide
2010 Tax season
TWO ERO TRAINING
178