Transcript Document
AARP Foundation Tax-Aide
2011-2012
For All AARP Foundation Tax-Aide Sites
Local Coordinator (Site Coordinator)
Quality Site Requirements Training
AARP Foundation Tax-Aide 2011 - 2012
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
Foundation Tax-Aide site requirements
These site requirements are designed to:
Maximize number of accurate returns prepared,
Ensure a quality and confidential experience for
the taxpayer, and
Ensure site compliance with program policy and
IRS grant requirements for “Site Coordinator
Training”
AARP Foundation Tax-Aide 2011 - 2012
2
Introduction
Your leadership is vital to the success of
your site operation and the AARP
Foundation Tax-Aide program
Thank you for your commitment to such
an important role
We hope you find this information useful
in helping you plan, organize and
manage your site
AARP Foundation Tax-Aide 2011 - 2012
3
Site Checklist
Secure
Equipment and Tax Data
Post required notices and have required
AARP Foundation Tax-Aide & IRS Materials
Certify all Counselors
Interview/Intake process for every Taxpayer
100% Quality Review by 2nd Counselor
Have process for tracking all e-files through
acceptance
Accurately Report Activity
AARP Foundation Tax-Aide 2011 - 2012
4
Secure Equipment and Tax Data
More info in Confidentiality and Security document in Client Service Provider Digest
and Extranet
Store equipment in a secure location
Keep laptops and forms in a secure environment during site
operations
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
Consider running TaxWise® with encrypted software on a flash
drive instead of from a hard drive especially on personal
computers
Flash drives with encrypted software must be used on sitesponsored-owned computers
Exit TaxWise® and encryption if you step away
Never post passwords on or near computer
AARP Foundation Tax-Aide 2011 - 2012
5
Post Required Notices and have required
AARP Foundation Tax-Aide Materials
AARP Foundation Tax-Aide Poster (D143)
Site sign-in sheets
AARP Foundation Tax-Aide Tax Record Envelopes (D12225English & D17464 Spanish)
(All of the above can be ordered from AARP Foundation Tax-Aide
Fulfillment)
Cybertax messages identified as “IRS Volunteer Quality Alerts”
LCs should read and have a copy of the current AARP
Foundation Tax-Aide LC and Client Service Provider Digest
(formerly the Counselor Digest) available (The LC Digest will be
emailed to LCs and the Client Service Provider Digest will be
available for ordering.)
AARP Foundation Tax-Aide 2011 - 2012
6
IRS Required Site Materials
IRS Pub. 17
IRS Pub. 4012
IRS 1040 Instructions
IRS Intake/Interview and Quality Review Sheet for every return
prepared (IRS 13614-C)
For e-filing sites - IRS Pub. 3189-E-file Handbook and all
documents of the above can be electronic and on the computer.
(Do NOT order Pub 760, IRS Envelope; Pub 1084 IRS Site
Coordinator Handbook; and Title VI, IRS Poster)
AARP Foundation Tax-Aide 2011 - 2012
7
Certify All Volunteers
Complete Certification Process for all volunteers – Counselors and
non-Counselors (outlined in the LC Digest)
Complete Standards of Conduct training and test and sign
agreement form 13615
(All AARP Foundation Tax-Aide volunteers must sign)
All volunteers must be trained in program policies and procedures
“AARP Foundation Tax-Aide Program Policies and Procedures”
developed to cover needed material is available on the Extranet
Invite non-counselors to that session of the Counselor training
List of certified volunteers must be provided to ADS for updating the
AARP database, IRS, and appropriate LC and DC to ensure
documentation of which Counselors are certified to assist taxpayers
in the upcoming tax season
Minimum of two certified Counselors at sites
AARP Foundation Tax-Aide 2011 - 2012
8
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 Foundation Tax-Aide 2011 - 2012
9
100% Quality Review - All Returns
Second Person Quality Review (QR)
Second Person is a certified Counselor
Use the Extranet presentation for training QR
Review source documents and Intake Sheets for data to ensure
nothing is missed (pay close attention to verify EINs to source
documents to cut down on these rejects)
Check Quality Review boxes on the IRS Intake/Interview and Quality
Review Form
Review entire return with taxpayer
Initial TaxWise Preparer Use Field 14 for QR. This must not be
defaulted
Must have documented bank information when completing the
return. Never take bank information over the phone.
AARP Foundation Tax-Aide 2011 - 2012
10
Daily Site Operations
NEW: All forms must be returned to taxpayers at the end of their
appointment (we no longer keep copies of the 8879, W2s, 1099s,
etc.)
Train EROs with “ERO Training” presentation available on the
Extranet and institute process to ensure all e-file returns are
timely transmitted, rejects corrected and accepted
Train Client Facilitators with “Client Facilitator Training” available
on the Extranet
AARP Foundation Tax-Aide 2011 - 2012
11
Closing Site Operations
Retained data for TaxWise desktop users is stored on
disk or flashdrive and retained by only one person in the
state (ask your leader for name)
For IRS-loaned computers, use the wipe disk program
loaded on them.
For non-IRS equipment, use the ClearTaxpayerData
program. Instructions for downloading, installing, and
using ClearTaxpayerData may be found at
www.aarp.org/tavolunteers.
Please note this is not required if using TaxWise Online
(TWO).
AARP Foundation Tax-Aide 2011 - 2012
12
Accurate Activity Reporting
Activity Reporting supports continued AARP Foundation
Tax-Aide funding.
Ensure all program activity is recorded on the appropriate
Activity Reporting Log or as directed by your volunteer
leader, Including Q&A for taxpayers when a return is not
prepared, but only questions are answered.
Report site activity on a monthly basis or as instructed by
your volunteer leader
AARP Foundation Tax-Aide 2011 - 2012
13
Accurate Activity Reporting
E-file sites must input Quality Reviewer initials in TaxWise
preparer use field 14 and are strongly encouraged to input
preparer initials in preparer use field 13
E-Files sites are strongly encouraged to input data from the
IRS Intake & Interview form questions 14 and 15 about
languages spoken in the home and a member of the
household considered disabled into preparer use fields 11
and 12 respectively
AARP Foundation Tax-Aide 2011 - 2012
14
Accurate Information
The correct SIDN must be on every tax return
E-filing sites must use an EFIN assigned to AARP
Foundation Tax-Aide and it must be on every e-filed
return
Site lists must reflect correct dates, times and
locations
Weekly updates to IRS SPECTRM system occur after
September from AARP Foundation Tax-Aide
AARP Foundation Tax-Aide 2011 - 2012
15
IRS Revenue Code 7216
Internal Revenue Code Section 7216
The 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 Foundation 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 Foundation Tax-Aide 2011 - 2012
16
What’s New (or Fairly New)?
New: Taxpayer forms (8879s, W2s, 1099s, etc) cannot be
retained by the site
New: A process needs to be established for EROs to track
the flow of efile acceptances and rejects if the use of
8879s were used for this purpose in previous years
Required use of TaxWise preparer use field 14 for Quality
Reviewer initials
Strongly encourage TaxWise preparer use field 13 for
Counselor initials
Strongly encourage preparer use fields 11 for input of
language other than English spoken in the home and 12 for
a member of the household considered disabled
AARP Foundation Tax-Aide 2011 - 2012
17
Where LCs can go for help
Your District Coordinator
AARP Foundation Tax-Aide LC Digest
AARP Foundation 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 Foundation Tax-Aide 2011 - 2012
18
Thanks!
Please know that the work you do to ensure the
site is effectively operated is not only
appreciated by all of the AARP Foundation
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 2011 and for being here
again in 2012!
AARP Foundation Tax-Aide 2011 - 2012
19