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AARP Tax-Aide 2008 - 2009 1
AARP Tax-Aide
2008-2009FOR ALL AARP TAX-AIDE SITES
AARP Tax-Aide 2008 - 2009 2
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 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 3
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 4
Secure Equipment and Tax DataMore 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 5
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 6
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 7
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 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 Tax-Aide 2008 - 2009 9
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 10
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 11
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
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
ease of 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
AARP Tax-Aide 2008 - 2009 14
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
AARP Tax-Aide 2008 - 2009 15
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!