1 2011 Filing Season AARP DISTRICT & LOCAL COORDINATORS Rev 10-2010.

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2011 Filing Season

AARP AARP DISTRICT & LOCAL DISTRICT & LOCAL COORDINATORSCOORDINATORS

Rev 10-2010

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THANK YOU

Your expertise, skill and time are essential to the success of the VITA/TCE programs.

On behalf of the many taxpayers you serve and the

Internal Revenue Service,

THANK YOUTHANK YOU!

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Buffalo Territory Accomplishments for FS

2010Total

Returns

Accepted E-files as of 9-30-

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Paper as of Cycle

201041

VITA 53,671 51,275 2,396

MILITARY 4,251 3,828 423

TCE NON-AARP

1,353 1,219 134

AARP 44,183 41,194 2,989

TOTAL 103,458

97,516 5,942

Note: E-file rate 94.3%

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IRS SPEC Contacts by County

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Volunteer Burden Reduction

• Earlier and improved access to TaxWise software for testing purposes

• Exception 3, one ERO with multiple sites

• No Site Reviews during the first week of site operation

• Use of Wireless Access

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Volunteer Burden Reduction

• TaxWise Related• Strive to reduce number of updates• Improve quality and efficiency of TW Customer Support

• Improve and increase communication between TW and partners

• Expand and enhance training modules

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FS 2011 Enhancements and Improvements

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FS 2011 TaxWise Quality Enhancements

• Improved Customer Service• Enhanced Communications• Allow Administrators to

mandate use of interview mode

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• Restrict preparers use of override• Move the “efile” button to the

top of screen• Switch between interview and

form mode in TWO similar to Desktop

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Added:• New Reviewer role• Three new Prep Use Fields• Time out reminder• Form 13614C will be populated

through the interview

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TaxWise Prepaid Card

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Volunteer E-file Administrator Guide, Pub

3189• Resource Guide for E-file Sites

• Guidance on IRS Standards

• Administrative Procedures for TaxWise®

• E-file Documents Needed

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FS 2011 Quality Enhancements

• Minor wording changes to Quality Site Requirements

• Will not conduct QSS and Criteria Reviews during the first week sites are open

• Form 13614-C Intake/Interview and Review Sheet Updated

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FS 2011 Training Enhancements

• Combining student and instructor guides - Publications 4491 and 4555

• Publication 4555E only available electronically at IRS.gov

• Instructor and student evaluation forms (Form 13222 and 13232) will be a web-based product

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FS 2011 Training Enhancements

• Link and Learn is available on CD –Pub 1290

• New In-Scope Topics

• “Optional” Online Module Training and Certification Test

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FS 2011 Training Products

Volunteer Training Kits:• Pub 4491- VITA/TCE Training Guide• Pub 4480 – Link And Learn Taxes Kit • Online e-learning: Link & Learn Taxes &

Practice Lab• Workbook Problems & Exercises: Pub

4491-W (Tax Year 2010 Answers) (Posted on IRS.gov )

• Training Supplement: Pub 4491-X, electronic only

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FS 2011 Product Ordering

• Always notify your RM when your email or contact information changes - system is electronic

• You will receive electronic acknowledgement of receipt and approval

• An e-mail notification upon shipment• Plan to discontinue overprints in Filing

Season 2012

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Volunteer Order Form 2333V

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IRS SPEC Quality Reviews

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IRS SPEC Quality Reviews

QSS Accuracy rate 84% up from 78%

TIGTA results – 90% up from 59%

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Quality Site Review Form 6729 page 1

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Quality Site Review Form 6729 page 2

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Quality Return Review Form 6729C page 1

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Quality Return Review Form 6729C page 2

AARP Tax-Aide 2010 - 2011 25AARP Tax-Aide 2010 - 2011 25

AARP Tax-Aide

2010-2011FOR ALL AARP TAX-AIDE SITES


Purpose of this document

To provide District Coordinators (DCs) with a useful and easy tool to acquaint or remind Local Coordinators (LCs) of AARP 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”


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 Taxpayer 100% Quality Review by 2nd Counselor Have process for tracking all e-files through

acceptance Accurately Report Activity


Secure Equipment and Tax DataMore info in Confidentiality and Security document in Counselor Digest 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

Consider running TaxWise® on a flash drive instead of from a hard drive especially on personal computers

Exit TaxWise® and encryption if you step away

Never post passwords on or near computer


Post Required Notices and have required AARP Tax-Aide Materials

AARP Tax-Aide Poster (D143)

Site sign-in sheets

AARP Tax-Aide Tax Record Envelopes (D12225-English & D17464 Spanish)

(All of the above can be ordered from AARP Tax-Aide Fulfillment)

Cybertax messages identified as “IRS Volunteer Quality Alerts”

LCs should read and have a copy of the current AARP Tax-Aide LC and Counselor Digest available (will be mailed to LCs and Counselors directly in Nov. or Dec.)


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 730, IRS Envelope; Pub 1084 IRS Site Coordinator Handbook; and Title VI, IRS Poster)


Certify All Counselors

Pass the Advanced level of the IRS Test

Sign Standards of Conduct statement(All AARP Tax-Aide volunteers must sign)

All volunteers must be trained in program policies and procedures “AARP Tax-Aide Program Policies and Procedures” developed to

cover needed material and available on the Extranet Counselor training is good time, invite non-counselors to that

session

List of certified Counselors 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


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.


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 for data and Intake Sheets to ensure nothing missed

Check off Quality Review on the IRS Intake/Interview and Quality Review Form

Review entire return with taxpayer

Initial TaxWise Preparer Use Field 14 for QR

Must have documented bank information when completing the return. Never take bank information over the phone.

AARP Tax-Aide 2010 - 2011 3434

Daily Site Operations

All data must be returned to taxpayers at the end of the session except for that required to e-file

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

Taxpayer data can be retained, but it must be deleted off all computers by the end of April


Closing Site Operations

Retained data is stored on disk and by only one person in the state (ask your leader for name)

Forms 8879, W-2 and 1099s must be sent to the local IRS SPEC office by April 30

All data is cleared from computers by the end of April


Accurate Activity Reporting

The correct SIDN must be on every tax return

E-filing sites must use an EFIN assigned to AARP Tax-Aide and it must be on every e-filed return

Stat reporting is done via the web

Site lists must reflect correct dates, times and locations

Weekly updates to IRS SPECTRM system occur after

September from AARP Tax-Aide

AARP Tax-Aide 2010 - 2011 37

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 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 2010- 2011 37

AARP Tax-Aide 2010 - 2011 38

What’s New?

More Savings Bonds options offered through the IRS Form 8888

Required use of TaxWise preparer use field 14 for Quality Reviewer initials

Use of Field 13 for Counselor initials available. Options available for use of wireless with TaxWise

Online (TWO) only. Refer questions to your TC or DC AARP Tax-Aide shirts are available for ordering from

Fulfillment

AARP Tax-Aide 2010 - 2011 38


Where LCs can go for help

Your District CoordinatorAARP Tax-Aide LC DigestAARP 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


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 AARP 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 2010 and for being here again in 2011!


Thanks!

QUESTIONS?

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