Publication 4473 (Rev. 6-2016) Catalog Number 40928V Department of the Treasury Internal Revenue Service www.irs.gov

Computer Loan ProgramWelcome Package

Volunteer Income Tax Assistance/Tax Counseling for the Elderly

Coming together to strengthen communities through taxpayer...

• EducationandAwareness

• ReturnPreparation

• AssetBuilding

Learn more: www.irs.gov/Tax volunteers

YOU!! The VITA and TCE programs would not exist without partner and

volunteer commitment and support. You are key to its continued success. Thank you for your participation and for

the many hours you contribute willingly to the program.

We value your feedback!

Please let us know how we can improve this program. We are particularly interested in what we can do to improve out “image” loaded on our computers. The “image” is the operating system, tax preparation software and supporting programs preloaded on the computer prior to shipping.

Comments on image:

1. Are there any other programs IRS should consider purchasing to make the program more efficient?

2. What can we do in the operating system set up to make the computer easier to use?

3. What can we do in the tax preparation software set up to make the computer easier to use?

4. What can we do in the disk wipe utility program to make the process easier?

General comments on Computer Loan Program:

Please return this document to our local IRS contact. All information will be considered but may not be adopted due to conflicting needs and/or budgetary concerns.

Table of Contents

Thank You MessageFeedback Document

Overview ............................................................................................................................ 1 Welcome .................................................................................................................. 1 Timeline ................................................................................................................... 1 BrookhavenEquipmentDepot ................................................................................ 2 EquipmentUse ........................................................................................................ 2 InappropriateUseofEquipment.............................................................................. 2 AllocationofEquipment .......................................................................................... 3 Communication ....................................................................................................... 3

Receipt of Equipment ...................................................................................................... 4 UponReceipt ........................................................................................................... 4 PropertyLoanAgreement(PLA) .............................................................................. 4 PackingMaterial ...................................................................................................... 4 SplitShipments ....................................................................................................... 4 GettingStarted ........................................................................................................ 5 ChargetheBattery ................................................................................................... 5 VerifytheContents .................................................................................................. 5

Problem Reporting and Assistance ................................................................................ 6 General .................................................................................................................... 6 ComputerProblems ................................................................................................ 7 Printer Problems ...................................................................................................... 7 Tax Law .................................................................................................................... 8 TaxPreparationSoftware ........................................................................................ 8

Security ............................................................................................................................. 9 General .................................................................................................................... 9 Passwords ............................................................................................................... 9 ProtectionofClient’sPrivacy ................................................................................... 9 ProtectionofEquipment ........................................................................................ 10 Alert ....................................................................................................................... 10 UseofWirelessTechnology................................................................................... 11 DataEncryption ..................................................................................................... 11 DiskEncryption ...................................................................................................... 11 Recovery ................................................................................................................ 12

Table of Contents (continued)

Operation ........................................................................................................................ 13 HelpfulFiles ........................................................................................................... 13 NetworkConnection .............................................................................................. 13 PrinterCartridges .................................................................................................. 13 LocationofPrintDrivers ........................................................................................ 13 Networking ............................................................................................................ 14 VirusSoftware ........................................................................................................ 14 InternetServiceProviderSoftware ........................................................................ 15 Peer-to-PeerFileSharing–KnowtheRisks .......................................................... 15 OtherSoftware....................................................................................................... 16

Return of Equipment ...................................................................................................... 17 Printers .................................................................................................................. 17 Laptops–ReturnbyMay15 ................................................................................. 17 Laptops–DataDeletion ........................................................................................ 17 Laptops–MissingBoxesorShippingLabels ....................................................... 17 Laptops–PackingforShipment ........................................................................... 18 Laptops–OneLastCheck .................................................................................... 18 Laptops–DepotAddress ...................................................................................... 18 Laptops–UPSPickup........................................................................................... 18

Exhibits ............................................................................................................................ 19 Exhibit1–PropertyLoanAgreement .................................................................... 20 Exhibit2 ................................................................................................................ 22 ProceduresforDeletingDataonIRSComputers ............................................... 22 DeletionofSoftwareonIRSComputers ............................................................ 22 Exhibit3–PackingInstructions ............................................................................ 23 Exhibit4–EquipmentReturnNotice .................................................................... 24 Exhibit5–ChecklistforReturningLaptops .......................................................... 25

1

Overview

Overview IRS(InternalRevenueService)loanscomputersandprinterstoitspartnersandtheirvolunteersinvolvedintheVITA(VolunteerIncomeTaxAssistance)andTCE(TaxCounselingfortheElderly)programs.Theequipmentloaned:

•Promoteselectronicfiling(e-file); •Improvesreturnaccuracy;and •Facilitatesaservicethelow-incomeandelderlydesire.

Welcome AsapartnerorvolunteerintheVITAorTCEprogramsyouaredesignatedtoreceivethisequipment.Thisdocumentprovidesinformationtohelpyouunderstandtheprogramandyourresponsibilities,theequipmentoperations,andthehelpavailable.

ForadditionalinformationonVITAandTCE,visit www.irs.gov whereyou’llfindWebpagescreatedspecificallyforpartnersandvolunteers.Thesepagesareyourone-stopresourcetohelpyouservicetaxpayersinyourcommunity.Gotowww.irs.gov/irs-tax-volunteers.

Thankyouforyourparticipationintheprograms.Youmakethedifference!

Timeline • March–StakeholderPartnerships,EducationandCommunication(SPEC)willissueinstructionstopartners(forreturnofequipment)

• March-April–SPECwillsolicitpartnerfeedbacktoimprovethequalityofloanedequipment

• April-midMay–Partnerswillreturnequipment

• May-June–SPECwillconsiderpartnerfeedbackforpossi-bleimplementation

• June-July–SPECwillsolicitequipmentorders–ordersdueearlyJuly

•July-December-Partners/territorieswillconfirmorders

•August-January-Depotwillshipcomputers

•August-April-PartnersshouldsubmitsignedPropertyLoanAgreements(PLA)assoonasallcomputersarereceived

•July(currentyear)-June(followingyear)-SPECwillsolicitandsecuresignedPLAsonprinters

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2

Overview, continued

Brookhaven TheBrookhavenEquipmentDepotisresponsibleforreadyingEquipment laptopsforuseannually.TheyprovideavaluableservicetotheDepot (Depot) programby:

•Maintainingtheagency’sinventorycontrol; •Loadinganewimage(operatingsystem); •UpdatingtheBIOS; •Packagingandshippingthecomputer;and •Providingphoneore-mailassistanceforlaptophardware

issues.

Equipment Use TheequipmentisloanedtosupporttheVITAandTCEprograms.Assuch,useisrestrictedtopreparationandfilingofelectronictaxreturnsandrelatedprogramactivities:

• Trainingandeducatingvolunteersandtaxpayersaboutindi-viduals’rightsandresponsibilities;

• Reachingouttotaxpayerstoinformthemoftheservicesofthevolunteerorganization;

• PromotingactivitiestoassistthevolunteerorganizationinincreasingitsabilitytodeliverrelatedtaxmattersorserviceswithoutthedirectinvolvementofIRS;and

• Administeringtheactivitiesofthevolunteeroperationastheyrelatetovolunteerelectronictaxreturnpreparationandfiling.

Inappropriate Use Equipment may not be used for:

•Commercialpurposes–OneofthecornerstonesoftheVITAandTCEprogramsisFREEreturnpreparationforlow-incomeandtheelderly.Nofeemaybecollectedforvolunteerser-vicesassociatedwithreturnpreparation.

• Games–EquipmentisloanedforactivitiesassociatedwiththeVITAandTCEprograms.Installationofgamesoftwareisprohibited.Itdoesnotsupporttheprogram.

• Collateral,exchangeorsale–WhilewedoloanequipmentforuseintheVITAandTCEprograms,itremainsthepropertyofInternalRevenueService.Itmaynotbeswappedforotherequipment,soldforpersonalgainorusedascollateral.

• Personaluse–Computersshouldnotbeusedforpersonalbusiness.

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3

Overview, continued

Allocation of WithlimitedresourcestheallocationofequipmentmustbeEquipment balancedwithprogramgrowthandaudienceneeds.Three

distinctprocessesexistforthedistributionofequipment:

• PrintersarecontrolledanddistributedbythelocalIRSoffice.Theyreviewpastandanticipatedperformanceagainstrequeststoplaceprinterswheretheywillprovidethegreatestbenefittoourprograms.

• Localpolicydetermineswhetherprinterswillbeloanedformorethanonefilingseason.

• ComputersaremaintainedanddistributedbytheDepot.Therearetwomethodsindeterminingwherethecomputersareplaced:

–LocalIRSofficedeterminestowhomtheywillbeloanedintheVITAandTCEnon-AARPprogram.Again,theyreviewpastandanticipatedperformanceagainstrequeststoplacewheretheywillprovidethegreatestbenefittoourprograms.

–TheNationalAARPTax-AideProgramdeterminestowhomtheywillbedistributedwithintheirprogram.AnnuallyAARPTax-AideandIRSnegotiatethenumberofcomputersthatwillbeloaned.

AllcomputersarereturnedtotheDepotannuallyafterfilingseason.

Communication IRSwillcommunicatewithyouviaemailusingtwomethods.

• EmailsaresentonourbehalfbyUPS.comprovidinginformationonshipmentandtheexpecteddeliverydate.

• Emailsaresentfromwww.irs.govwhenrespondingtoaninquirybyyouortoconfirminformationonapieceofequipmentforinventoryvalidation.

PleasecheckyourSPAMandsecuritysettingsonyourpersonalcomputerandadjustifnecessarytoallowreceiptofcommunicationsfromUPS.comandwww.irs.gov.

4

Receipt of Equipment

Upon Receipt PackingList(PL)–Within 20 days of receipt,pleaseverifytheinformationonthePLisaccurate.Itiscriticalthatweknowofanyproblemswiththeequipmentorthepaperworksoonaftershipment.ComparetheIRSbarcodeandserialnumberforeachcomputer.PleasecontactyourlocalRelationshipManagerifthereareanydiscrepancies.

Property Loan YourlocalSPECRMshouldsendyouaPLAwithintwoweeksAgreement (PLA) ofreceiptofequipment.ThePLAistodocumenttheloanofForm 13632 equipmentandcommunicatetheconditionsoftheloan.Please

verifytheequipmentreceivedmatchesthePLAwithin20 daysofreceiptofthePLA.MakeanyneededchangestothePLA,signandreturnthePLAtoyourlocalSPECofficeintheenvelopepro-vided.AblankPLAisprovidedinExhibit1.BesuretostoreyourPLAseparatelyincaseyourcomputerislostorstolenandyouneedtoprovideinformationtothepolice.

Packing Material Save the box, packing material and the UPS return label (included with the shipment). Consider attaching the UPS return label to the box immediately upon receipt of equipment to prevent misplacing it later. All of these will be used to return the equipment after the filing season is complete.

Split Shipments Expectingmoreequipment?TheDepotstagesshipmentsbasedonthenumberofcomputersinvolved.Becauseofthis,anorderforthreecomputersmayshiponMonday,anorderfortwocomputersmayshiponWednesdayandanorderforonecomputermayshiponFriday.Forinstance,ifyouareexpectingfivecomputers,onebox(threecomputers)mayshiponMonday,andonebox(twocomputers)mayshiponWednesday.Ifyoureceivethethreecomputers,waitfivebusinessdaysbeforecontactingtheDepotabouttheothertwocomputers.Please DONOTopenaserviceticketforsplitshipments.

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5

Receipt of Equipment, continued

Getting Started Publication 4390, Important Information – Read First!isacardincludedwitheachloanedcomputer.Itprovideskeyinformationabouttheequipmentandthehelpavailable:

• Listofthecomponentsincludedwithyourcomputer; • Instructionsonsavingthereturnshiplabel,boxandpacking

material; • Howtoreportaproblem; • Helpfulfiles;and • Helpfulnumbers.

Charge the BatteriesarechargedwhenthecomputerisimagedattheDepotBattery butanumberofweeksandevenmonthsmayelapsebeforethe

computerisshipped.Therefore,yourcomputermayfailduetoadeadbattery!

MostIRSloanedcomputersusetwobatterysystems.Themainbattery-whichisrechargeablerunstheprimarysystems/memoryandanotherverysmallbatteryrunselementsofthe“motherboard”.Itisthissmaller,watch-typebatterywhichcausesthecomputertofail.

Thefirstsolutiontothisproblemistokeep the computer plugged into a power source.Forthesiteswherethisisnotpossible,be sure to charge the battery for 24 hours before attempting to use the computer.

Verify the Contents IRSloansdifferentmanufacturerandmodelcomputers.TheDepotisinstitutingimprovedqualitychecksintheirprocesses.Pleasecheckthebagforthecomponents.Toeliminateapotentialimpacttoyourprogram,checkthecontentswithin20daysofreceipt.Intheeventsomethingismissingorbroken,thisshouldallowsufficienttimetoreceiveareplacementbeforethecomputerisneeded.

• Powercord–Somepowercordsmaybeintwopieces.Pleasemakesurethetwopiecesarecompatibleandthecordiscompatibletothecomputer.

• Externalmouseandmousepad–Makesurethecomputerworkswiththemouse.

• Battery–Thisisgenerallyinthecomputer.Prior to turning thecomputeron,pleasechargethebatterybypluggingthe computerintoapoweroutletfor24hours.

• Modem–Allcomputersareequippedwithinternalmodems. • Networkinterfacecard,connectorandnetworkline–All

machineshavebuiltinnetworking.PleaseopenaHelpDeskticketintheeventtheinternalnetworkingisbroken.Ifyouareusingnetworkingatyoursite,pleasereadthenetworkingsectionlaterinthispublication.

Ifanyproblemsareidentified,refertothenextsection,ProblemReportingandAssistance,forinformationonreportingprob

6

Problem Reporting and Assistance

General Anumberoftoll-freenumbersande-mailaddressesareavailabletogetassistanceand/orreportproblems.Theyareprovidedherewithfurtherexplanationtoallowyoutochoosetheonethatbestfitsyourimmediateneeds.

• Computerproblem–CallIRSComputerSupport at1-866-743-5748,option2(waittimeonthephone maybelengthyatpeakperiods)ore-mail mits.eues.enterprise.service.desk@irs.gov.

Note: (forcalls)Youareabletocallinyourcomputerrelatedproblems24hoursaday,7daysaweek;however,theBrookhavenEquipmentDepotwillprocessyourrequestduringnormalworkinghours(6:30a.m.until3:30p.m.)Requestsleftduringnon-operatinghourswillbeprocessedonthenextbusinessday.

Note: (fore-mails):Stateinthee-mailtoassignthetickettothe“NEA-VITAgroup”.Includeinthee-mail:

–Yourname,addressandphonenumber

–Originalrecipient’sname.(ContactyourlocalSPECofficeifthereplacementwillnotbesenttotheoriginalrecipientoftheequipment.)

–Barcodeandserialnumber

Ifalloftheaboveisnotprovided,itwilldelaytheprocess.

• Taxlawquestion–CalltheVolunteerAssistorHotlineat1-800-829-8482

• Taxpreparationsoftwareloadingorquestion–Call TaxSlayerCustomerSupportat1-800-421-6346oremailsupport@vita.taxslayerpro.com.

7

Problem Reporting and Assistance, continued

Computer IRSComputerSupportat1-866-743-5748,option2orProblems mits.eues.enterprise.service.desk@irs.govcanprovide

assistancewiththefollowingissues:

• Missingorbrokencomponents(e.g.,mouse,drive,powercord,etc.)

• Inventoryissues(PackingList/PropertyLoanAgreementdonotmatch;allcomputerslistednotreceived)

• Operatingsystem(computerwillnotboot;screenisblank,etc.)

Note: Always report problems with equipment to IRS. Do not obtain work from the manufacturer while on loan. Charges may be incurred that cannot be reimbursed.

Duetoitslimitedstaffingandtheotherprocessesestablishedforcertainitems,IRSComputerSupportCANNOTprovideassistancewiththeseissues:

•Settingupanetwork • Settingupbroadband •Reportingbrokenprinters–Reportanyproblemswithprinters

toyourlocalIRSSPECcontact.DONOTopenaHelpDeskticketforabrokenprinter–yourSPECcontactwillhandleallprinterissues.TheDepotdoesnotserviceprinters–onlylaptops.

•Passwords–(seePasswordssectionlaterinthisdocument)DONOTopenaHelpDeskticketforapassword.TheDepotcannotprovidepasswords.

• Requestsformoreequipment(seeAllocation of Equipment sectionearlierinthisdocument)

Printer ThelocalIRSSPECOfficeprovidesassistanceiftheprinterisProblems broken.YourpartnerorSiteCoordinatorwillhavethecontact

informationforthelocalIRSSPECOffice.

Ifaprinterisbroken,do not throw it away.ContactyourlocalIRSSPECofficetoarrangetoreturntheequipment.Ifaprinterisdestroyed,suchasinafireorastorm,contactthelocalIRSSPECofficetomakethemawareofthedestruction.

IRSComputerSupportat1-866-743-5748,option2or mits.eues.enterprise.service.desk@irs.gov can provide assistance with the printer warranty information, if applicable. Very few of our printers are under warranty.

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Problem Reporting and Assistance, continued

Tax Law Aspecialhotlineisavailableat1-800-829-8482forpartnersorvolunteerswithtax lawquestions.TheassistorscanonlyanswerquestionswithinthescopeoftheVITAandTCEprograms.

Tax Preparation TheIRSfurnishestaxpreparationsoftwareforuseatVITAandSoftware TCEsites.TaxSlayer,LLCprovidestoIRStheproductTaxSlayer.

Assistanceisalsopurchasedwiththesoftware.Userscancall1-800-421-6346 or email support@vita.taxslayerpro.comforassistancewith:

•Installingthesoftwareorutilizingthewebbasedproduct; •Completingthereturnpreparation; •Transmittingthereturn; •Generatingreports;and •Troubleshooting. •IfyouareabletoaccesstheInternetandarehavingTaxSlayer

issues,itismorethanlikelyaTaxSlayerissue;theDepotdoesnotserviceTaxSlayerproblems.

9

Security

General AstheVITAandTCEprogramscontinuetogrow,continuedvigilanceisneededtoensurethatallpersonalinformationprovidedisprotected.Identitytheftincidentsarereporteddailyinthenews.Helpprotecttheprogramsbyprotectingthedatayouhandleandstore.Security begins with you!

Passwords Passwordsarenotincludedinthispackageorwiththecomputershipmentintheeventacomputerismisdirectedorstolenduringtheshipmentprocess.Eachpersonscheduledtoreceiveacomputer(s)isnotifiedofthepasswordswhenweconfirmtheaddressinformationoftheshipment.Ifthecomputerisredistributedtoanotherindividual,itistheresponsibilityofthepersonreceivingthecomputertoprovidethepassword.Iftheyarenotavailable,checkwithyoursponsor’stechnologypersonorwithyourlocalIRSSPECcontact.

The Depot will not provide passwords over the phone.DonotopenaHelpDeskticketforpasswords!

Protection of ApasswordisprovidedattheoperatingsystemlevelbyIRSandClient’s Privacy yoursponsororpartnerisexpectedtosetupapasswordforthe

taxpreparationsoftware.Althoughhavingtwopasswordscanbecumbersometheyprovideadditionalprotectionforthedatastoredinthecomputer.PleaseassistfurtherinprotectingtheprivacyofthoseservedbyVITAorTCE.

• Do not share the password with anyone except those who are using the computers for VITA or TCE.

• Do not write down the password and keep it with the computer or in the general vicinity of where the computer is stored or used. A number of computers were returned to the Depot with the password and login information taped to the machine itself. This defeats the purpose of a password.

• Do not disable the password function. • Do not change the passwords provided. • Do not change the installed password at the operating system

level. • Do use a unique login and passwords for for the tax preparation software.

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Security, continued

Protection of Aspartoftheloan,youagreetoprovideprotectionfortheEquipment equipment.Thisincludesprotectionfromdamageandtheft.

Unfortunately,afewcomputersandprintersarelostorstoleneachyear.Thevolunteersinvolvedfoundthetheftonlytookafewminutes–thevolunteerranbackintothehousetogetsomething;thevolunteerescortedsomeonetoanotherroom;thevolunteersteppedawayfromtheworkarea.

Stolen Equipment: Ifacomputerorprinterisstolen,notifylocallawenforcementimmediatelyandfiletheappropriatereports.NotifyyourlocalIRSSPECcontactassoonaspossible,butnotmorethan48hoursofthetheft.

Pleaseremembertheserulestosafeguardtheequipment: •Don’tleavethelaptopinyourcarwhereitisvisibleto

passersby.Whentransportingequipment,placeinthetrunkorundercoverinfloorofvehicle.

•Don’tstorethelaptopinanautomobile.Useautosfortransportingonly.

• Don’tleavethelaptopunattendedinapubliclocation. •Don’tleavethelaptopinaclosetorcabinetthatdoesnot

lockandwhereaccessisnotlimited. •Don’tleavethelaptopvisiblethroughwindowsordoorsin

yourhome.Thiscouldencourageatheft. •Don’texposethelaptoptoextremeweather(hotorcold). •Keepawayfromhazardssuchasliquids,food,andsmoke.

Damaged Equipment: Althoughthissectionfocusesontheft,damagedequipmentshouldbereportedassoonaspossibleaswelltothelocalIRSSPECcontact.

Alert Theftsorlossesofequipmentwheresafeguardingrulesarenotfollowedwillgenerallyresultindiscontinuanceofequipmentloans.

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Security, continued

Use of Wireless WhiletheIRSdoes not supporttheuseofwirelesstechnologyTechnology intheVITAandTCEprograms,itispermitted.Partners

areexpectedtoexercisecautiontoensuretaxpayerreturnandpersonalinformationisproperlysafeguarded.Thelossofconfidentialityandintegrityandthethreatofdenialofserviceattacksareriskstypicallyassociatedwithwirelesscommunications.

Data Encryption Windows7ProfessionalcanhelpprotectprivatecustomerinformationbyusingitsEncryptingFileSystem(EFS).Whenyouencryptafileorfolder,youareconvertingittoaformatthatcan’tbereadbyotherpeoplewithouttheproperpassword.Byselectingtoencryptcertainfilesorfoldersonthecomputer,anadditionallayerofprotectionisaddedtotheinformation.Accesstotheinformationisonlyavailabletotheindividualwiththepassword,reducingthethreatofunauthorizedaccess.Formoreinformation,reviewtheMicrosofthelptopiconthisfeature.

Evenwhenencrypted,afilewillloseitsdataencryptionwhencopiedtotheexternalmediadrive,througharegularwindowsoperation,exceptinsituationswherethemediawasformattedasNewTechnologyFileSystem(NTFS).NTFSsupportsfile-levelsecurity,compressionandauditing,butithasitsownlimitationssuchasitcanonlybereadeasilybythemachinethatformattedit.Sincedatamustbesharedbetweenmachines,itisnotrecommendedatthistimetoformatexternalmediadrivesinthismanner.However,usersarecautionedtounderstandtherisksassociatedwithdifferentmediafilesandthetypeofbackupscreated.

Disk Encryption IRSaddedanadditionalsecurityfeaturetotheequipmentitloans.Thefeatureprovidesprotectiontoanyinformationstoredontheharddiskmakingitvirtuallyimpossibleforsomeonewithouttheproperpasswordtoaccesstheinformationonthecomputerharddrive–evenifitisremovedfromthecomputer.

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Security, continued

Recovery A recovery key is not available, nor is data retrieval possible if the computer is locked due to encryption.Becauseofthisitisextremelyimportanttoperformbackupofdatabeforeshuttingthecomputerdowneachday.Aswithalltechnology,systemfailurecanoccuratanytime.Bybackingup,thechanceoflosingdataisreduced.

13

Operation

Helpful Files TwofoldersarelocatedundertheMyDocumentsicononthecomputer.Thefolders,VITATCEProgramResourcesandComputerOperationResources,containinformationabouttheprogramandaboutthecomputersweloan.

Network EachcomputerisequippedwithanetworkandphoneconnectionConnection port.Thisconnectionportenablescomputerstoconnecttoa

network(localorInternet).Pleasebecarefulwhenconnectingcomputersandcablestoeliminatedamagetotheseports.

Printer Fortheprintersweloan,IRSwillprovidereplacementcartridges.Cartridges Todetermineifareplacementisavailable,contactyourlocalIRS

SPECcontact.Weencouragerecyclingoftheusedcartridges.Mostcartridgeswillbeprovidedtoyouinaboxwithashipmentlabel,whichcanbeusedtoshiptheusedcartridgetoarecycler.Weallbenefitfromrecyclingthroughreducedcosts.

Location of PrintdriversforalltheprintersloanedbyIRSandmanyotherPrint Drivers commonprintersmaybefoundat: • Goto“Settings/PrintersandFaxes” • Select“AddaPrinter”(ontheleft) • Select“Next” • Select“Next” • Select“Next” • Select“HaveDisk” • Atthe“HaveDisk”choice,youwouldbrowsetothelocation

below“C:\I386\Drivers\Printers\”thenPrintermanufacturer.

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14

Operation, continued

Networking Moreandmoresitesarefindingthatnetworkingtheircomputerstogethermeetstheirneedsinmanagingdataandutilizingresources,suchasprinters,moreefficiently.Itmayalsoaddanadditionalsecuritylevelwhendataisstoredinacentralserverandnotonindividualcomputers.IRSdoesnotdiscouragethis(seecautioninsectiononUseofWirelessTechnology);however,wearenotabletoprovideassistanceinestablishinganetwork.

Virus Software IRSinstallsvirusprotectionsoftwareontheloanedcomputers.Thevirussoftwareisnotpre-settorunweeklythisyear.Usersshouldlookattheirexposuretovirusesanddeterminethebesttimetorunthesoftwareand/orpickupupdates.Followingaresuggestions:

No Internet connection–Periodicallyruntheinstalledvirussoftwaretoensurenoviruseswereintroducedsincelastscan;scandisksbeforecopyinginformationtothecomputer.

Internet connection–Sameasabovebutperiodicallydownloadnewvirusdefinitionsfollowingtheinstructionsprovided.ThefrequencyofwhichdownloadsshouldoccurisdependentonthefrequencyofInternetactivity.InstructionstoUpdateSymantecAntiVirus:

Instructions to Update Symantec AntiVirus: 1. ThecomputermustbeconnectedtotheinternetthenDouble

clickthe“SymantecAntivirus”iconintheSystemTrayinthebottomright-handcornerofthedesktop.

2. TheSymantecAntiViruswindowopens. 3. Clickon“LiveUpdate”. 4. OntheLiveUpdateOptionsbox,click“Next”-downloadwill

start. 5. Clickon“Finish”whenitappears. 6. Click“Exit”. 7. Aprogressboxwillshow“UpdatingVirusProtection....”. 8. Theprogressboxwillclose,butwillnotyetbefinished. 9. Youwillknowthatitisreallyfinishedwhen,afterawhile,the

displayeddateofthevirusdefinitionschangestoamorecurrentdate.

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Operation, continued

Virus Software VirusinfectionislesslikelyforcomputerswithoutaccesstothecontinuedInternet;however,thecomputercanstillbeinfected.Sincethecopyofthesoftwareisstaticonthesecomputers,itwillonlyidentifyvirusesknownatthetimethesoftwareisloaded.Thisisstillpreferabletonothavingananti-virusprogramat all.

Internet Service InternetServiceProvider(ISP)softwaremaybeinstalledtoProvider Software programcommunicationswhenaccompaniedbyananti-virus

product.Frequentupdateoftheanti-virussoftwareisrequiredandistheresponsibilityoftherecipient.AllcostsassociatedwiththeuseofanISPoranti-virusproduct(notProvidedbyIRS)willbetheresponsibilityoftherecipient.

Note: Beforeinstallingnewsoftwaretoallcomputersused,pleasetesttheinstallationonone.

Peer-to-Peer Peer-to-peer(P2P)filesharingisapopularwaytoexchangeorFile Sharing – “share”files.AnysoftwareorsystemallowingindividualusersofKnow the Risks theInternettoconnecttoeachotherandtradefilesis

consideredP2P.Thisincludesapplicationsthatallowuserstoimmediatelycommunicatewitheachotherviainstantmessagingandthosethatallowmultiplecomputerstopooltheirprocessingpowerandmemorytocreateasupercomputer.UseofP2Papplicationsintroducesecurityrisks:

• Exposesdata/systemtoviruses/maliciouscode • Placespersonaland/orsensitiveinformationatriskof

unauthorizedaccess • Imposescapacityconstraintsoncomputersandnetworks

Pleaseensureyouunderstandtherisksbeforeinstallingprogramsonthecomputer.

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Operation, continued

Other Software IRSdoesallowtherecipienttoloadlicensedsoftwareontheequipmentwhenitisrequiredtosupportvolunteerelectronicfederaltaxreturnpreparationandfiling.Byloadingsoftware,therecipientconfirmstheyhaveavalidlicenseforthesoftwareandthatitisusedinaccordancewiththetermsandconditionsoftheSoftwareLicenseAgreement.Copyrightlawsofallsoftwareandsoftwaredocumentationwillberespected.Thesoftwaremustnotinterferewithfederalelectronictaxpreparation.

Note: Beforeinstallingnewsoftwareonallcomputersused,pleasetesttheinstallationonone.

17

Return of Equipment

Printers Asstatedearlier,printersaregovernedbythelocalIRSSPECTerritoryOffice.Pleasecontactthemtodeterminewhethertheprintershouldbereturned.Ifitisnotreturnedeachfilingseason,a Property Loan Agreement, Form 13632,isrequiredtoshowthecontinuedloanoftheequipmentandprovideIRSwiththerequiredinformationforinventoryvalidation.

No printers or printer cables should be shipped to the Depot.

Laptops – AlllaptopsmustbereturnedtobereceivedattheDepotbyMay15.Return by DetailedinformationrelatedtoreturningequipmentaftertheMay 15 filingseasonareincludedaspartofthispackageintheexhibit

section.Someminormodificationsmayberequiredtothe“step-by-step”instructionsbasedonchangesmadetothesoftwareaftercreationofthisdocument.

Note: This document is prepared in May so that it can be included in the image, which is loaded beginning in June.

Laptops – Datamustbedeleted(wiped)fromthecomputerbeforereturning.Data Deletion IRSstreamlinedproceduresfordeletingdatafromIRScomputers bypre-installingadatadeletionprogramonthecomputers.

Allthecomputersarepre-loadedwithadatadeletionprogram(WipeDisk–DataandOperatingSystem).DetailedinstructionsareincludedintheExhibitsection.Only use this program when you are returning the equipment to the Depot.

Laptops – Torequestalabeland/orpackagingmaterial,sendanemailto:Missing Boxes or vitadepot@irs.gov.Includeinthesubjectline:MailingLabels.Shipping Labels Therequestshouldincludetheaddressandphonenumber

forsender,thenumberofboxes,andnumberofcomputersineachbox.TheDepotwillgeneratethelabelsandmailthemtotherequesteruponreceiptoftheemail.Pleasealsoincludeinformationonpackagingorboxesneedediftheboxusedfortheshipmentisnotre-useableand/orpackingfillerisneeded.

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Return of Equipment, continued

Laptops – Whenpackinglaptopsforshipment,pleaseensuretheyarePacking for properlyinsulatedwithbubblewraporotherappropriatepackingShipment materialssotheywillnotbedamagedduringshipment.Donot

packthemusingStyrofoampackingpeanutsorpaper.Useastrongboxthathasnotbeenwetordamaged.Theboxshouldalsobereinforcedwithstrongpackingtapesothattheboxdoesn’tcomeapartduringshipment.

One Last BeforereturningthelaptoptotheDepot,pleaselookthroughtheCheck bagtomakesureallnecessaryitems(powercords,mice, removabledrives,etc.)areincludedandtoremoveany

unneededitems.Pleaseremoveanydisks,paper,andpersonalitemsbeforereturningthelaptop.RefertoExhibit5,Checklist for Returning Laptops,toverifythatyouhavecompletedalltheitemsbeforereturningthelaptops.

Laptops – ShipthelaptopstotheDepotusingtheshippinglabelsprovided.Depot Address Theaddressisalreadyincludedonthelabelbuttoconfirm

whetherthecorrectlabelisused,theaddressfortheDepotis:

Internal Revenue Service Attn: Brookhaven VITA Depot 1040 Waverly Avenue, MS 800 Holtsville, NY 11742

Laptops – UPS Forpickupoflaptops,callUPSat1-800-742-5877 or access their website at www.ups.com. Use this number only! A $10 pickup fee may be requested. You should inform UPS that the fee is to be paid by the contract on the label

Note: Keep the UPS tracking number for all shipments in case the shipment gets lost.Recordthebarcode(s)andUPStrackingnumberandprovidethemtoyourlocalSPECRelationshipManager.If multiple boxes are shipped, provide the bar codes and serial numbers for each box to assist with research.

19

Exhibits

Exhibits Thefollowingexhibitsandformsareincluded:

Exhibit 1 – Property Loan Agreement, Form 13632

Exhibit 2 – Procedures for Backing Up and Deleting Data on IRS Computers

Exhibit 3 – Packing Instructions

Exhibit 4 – Equipment Return Notice

Exhibit 5 – Checklist for Returning Laptops

20

EXHIBIT 1

Form 13632(July 2013)

Department of the Treasury - Internal Revenue Service

Property Loan Agreement

Catalog Number 38953M www.irs.gov Form 13632 (Rev 7-2013)

In support of the goals of the Internal Revenue Service (IRS) Stakeholder Partnerships, Education and Communication (SPEC) organization, the piece(s) of equipment shown at the end of this agreement is loaned to

Name of recipient (organization/individual) Telephone number

Street address

City State Zip Code Email address

The recipient certifies that the equipment will be used for volunteer electronic tax return preparation and filing. It may also be used for related activities associated with supporting the volunteer program, such as:

• Training and educating volunteers and taxpayers about individualsʼ rights and responsibilities under the Internal Revenue Code;

• Reaching out to taxpayers to inform them of the services of the volunteer organization;• Promoting activities to assist the volunteer organization in increasing its ability to deliver related tax

matters or services without the direct involvement of SPEC; and• Administering the activities of the volunteer operation as they relate to volunteer electronic tax return

preparation and filing.

The equipment remains the property of the IRS. The equipment may not be used for commercial purposes. It may not be sold or otherwise disposed of. The IRS may terminate this Agreement and require the return of the equipment.

The recipient agrees to safeguard the equipment by providing appropriate physical security to prevent theft. Appropriate physical security is defined as being in the control of a volunteer at all times while in use and being in a controlled, limited access (preferably) locked location when not in use. The recipient also agrees to utilize system access security (password protection of information) while return data is present on the equipment. The recipient agrees to take reasonable care of the equipment and protect it from unnecessary abuse by themselves or others. Reasonable care includes protection of equipment from hazards such as liquids, food, smoke and unsafe handling of equipment when moving.

In addition, the recipient agrees to notify SPEC within 48 hours if the equipment is damaged, broken, lost or stolen. In the event of theft, the recipient is required to notify local law enforcement immediately and file the appropriate reports.

IRS will provide the operating system and tax preparation software along with any related support products. The recipient may load licensed software on the equipment required to support the volunteer electronic federal tax return preparation and filing program. The recipient also confirms they have a valid license for the software. Software required for operating peripheral devices like CD-ROMs, modems, and printers are acceptable and will be provided by the peripheral device owner. All software and software documentation may only be used in accordance with the terms and conditions of the Software License Agreements. Copyright laws of all software and software documentation will be respected. The related software loaded must not conflict with the primary purpose of federal electronic tax return preparation and must be removed if space limitations or operation efficiency dictate.

21

EXHIBIT 1

City

Cat

alog

Num

ber 3

8953

Mw

ww

.irs.

gov

Form

1363

2 (R

ev 7

-201

3)

Page

2

An In

tern

et S

ervi

ce P

rovi

derʼs

sof

twar

e m

ay b

e in

stal

led

on th

e eq

uipm

ent t

o fa

cilit

ate

prog

ram

com

mun

icat

ions

if a

ccom

pani

ed b

y an

ant

i-viru

s so

ftwar

e pr

oduc

t. Fr

eque

nt u

pdat

e of

the

anti-

viru

s so

ftwar

e is

requ

ired

and

is th

e re

spon

sibi

lity

of th

e re

cipi

ent.

All c

osts

ass

ocia

ted

with

the

use

of a

n IS

P or

ant

i-viru

s pr

oduc

t will

be th

e re

spon

sibi

lity

of th

e re

cipi

ent.

Prio

r to

retu

rn o

f the

equ

ipm

ent t

o IR

S, th

e re

cipi

ent w

ill re

mov

e al

l non

-IRS

softw

are.

No

addi

tiona

l har

dwar

e m

ay b

e in

stal

led

with

out t

he w

ritte

n co

nsen

t of I

RS.

Com

plet

e th

e Al

tern

ate

Rec

ipie

nt C

onta

ct In

form

atio

n an

d Al

tern

ate

Rec

ipie

nt S

igna

ture

blo

cks

if th

e eq

uipm

ent i

s as

sign

ed to

som

eone

oth

er th

an th

e re

cipi

ent

show

n ab

ove.

Barc

ode

Equi

pmen

t Typ

eSe

rial N

umbe

rAl

tern

ate

Rec

ipie

nt C

onta

ct In

form

atio

n (I

nclu

de N

ame,

Add

ress

, Pho

ne a

nd E

mai

l)Al

tern

ate

Rec

ipie

nt S

igna

ture

Dat

e R

etur

ned

IRS/

Rec

eivi

ng

Empl

oyee

Sig

natu

re

Ensu

re b

arco

des

on e

quip

men

t in

your

pos

sess

ion

mat

ch b

arco

des

on th

is P

rope

rty

Loan

Agr

eem

ent.

Rep

ort d

iscr

epan

cies

to y

our l

ocal

SPE

C

Rel

atio

nshi

p M

anag

er.

Rec

ipie

ntʼs

sig

natu

reD

ate

SPEC

Offi

cial

ʼs s

igna

ture

Dat

e

SPEC

Con

tact

Add

ress

Com

plet

e on

ly th

ose

bloc

ks th

at a

pply

to y

our o

ffice

Nam

e of

con

tact

Tele

phon

e nu

mbe

r

Stre

et a

ddre

ssSt

ate

ZIP

Cod

e

SPEC

offi

ce s

ymbo

lsM

ail s

top

Area

Terri

tory

Post

of D

uty

Emai

l add

ress

Priv

acy

Act

Not

ice:

The

Priv

acy

Act o

f 197

4 re

quire

s th

at w

hen

we

ask

for i

nfor

mat

ion

we

tell

you

our l

egal

righ

t to

ask

for t

he in

form

atio

n, w

hy w

e ar

e as

king

for i

t, an

d ho

w it

will

be u

sed.

We

mus

t al

so te

ll yo

u w

hat c

ould

hap

pen

if w

e do

not

rece

ive

it, a

nd w

heth

er y

our r

espo

nse

is v

olun

tary

, req

uire

d to

obt

ain

a be

nefit

, or m

anda

tory

. O

ur le

gal r

ight

to a

sk fo

r inf

orm

atio

n is

5 U

.S.C

. 301

.W

e ar

e as

king

for t

his

info

rmat

ion

to a

ssis

t us

in c

onta

ctin

g yo

u re

lativ

e to

you

r int

eres

t and

/or p

artic

ipat

ion

in th

e IR

S vo

lunt

eer i

ncom

e ta

x pr

epar

atio

n an

d ou

treac

h pr

ogra

ms.

The

info

rmat

ion

you

prov

ide

may

be

furn

ishe

d to

oth

ers

who

coo

rdin

ate

activ

ities

and

sta

ffing

at v

olun

teer

retu

rn p

repa

ratio

n si

tes

or o

utre

ach

activ

ities

. The

info

rmat

ion

may

als

o be

use

d to

est

ablis

h ef

fect

ive

cont

rols

, sen

d co

rresp

onde

nce

and

reco

gniz

e vo

lunt

eers

. You

r res

pons

e is

vol

unta

ry. H

owev

er, i

f you

do

not p

rovi

de th

e re

ques

ted

info

rmat

ion,

the

IRS

may

not

be

able

to u

se y

our a

ssis

tanc

e in

thes

e pr

ogra

ms.

22

EXHIBIT 2

Procedures for Deleting Data on IRS Computers

ThefollowingstepsmustbetakeninordertoensurethedeletionofallfilescontainingindividualfederalandstatetaxreturninformationownedbytheIRS.

TheDataDeletionprogramshouldbeusedonIRSequipmentonlyastheprogramremovesalldataonthecomputers(includingtheoperatingsystem).ItisinstalledonallequipmentdeliveredfromtheDepotandshouldberunonallequipmentshippedviaUPSorcommoncarrierpriortoutilizingoutsidecarriers.TerritoriesmaydeletedataonequipmentpickedupbyordeliveredtoIRS.

Deletion of Software on IRS Computers

Adiskwipeutilitywasloadedonthecomputerswhentheywereimaged.Donotusethisprogramonnon-IRScomputersasitdeletesalldataandprograms,includingtheoperatingsystemfromthecomputerandwritesoverthedrivetopreventrecoveryofdata.Theusermustbesignedonastheadministrator.

Todeletedataonceallinformationhasbeenbackedup:

• ClickonStart • SelectPrograms • Lookfortheprogram,“Wipe-Disk-DataandOperatingSystem” • Doubleclickontheprogram,“Wipe-Disk-DataandOperatingSystem”.Abox

willappearwith“Warning!Alldatawillbewipedfromdisk.” • Typethefollowingineachboxtocontinue:“DeleteMyData”(userisrequiredto

typeinthisstatementtwicetoconfirmthisisthattheywanttodo.) • Typeinthephrase“DeleteMyData”inthetwoboxesonlyafterallinformation

hasbeenbackeduptodiskorCD.Deletionmaytakeanywherefrom15minutesto45minutespermachinebutdoesnotrequireanyadditionaluserinteraction.

• Theprogramwillstartdeletingthedataandwillshowaprogressbar. • Oncecompleted,turnthemachineoff.

Note: Anerrormaybereceivedandthescreenmayturnblueandsayitis“dumpingallmemory”.Thisisokay.Testsshowedtheprocesscompletedandtheequipmentisokayforre-imaging.

23

EXHIBIT 3

Packing Instructions

1) Ensuretheboxissturdyandingoodcondition(noholes,tearsorsignsofwaterdamage).We request that you do not pack more than three computers in a box!

2) Securethecomputerinitscarrybagorwrapinaplasticbag(asmalltrashbagworksverywell)ifitdidnotcomeinitsowncomputerbag.THISISVERYIMPORTANTasitprotectstheequipmentfromthepackingmaterial.IfStyrofoampeanutsareusedtheycangetintothecomputeranddamageitifitisnotsealedinabag.

3) Ensureallcomponentsarereturnedwiththeequipment(e.g.,powercord,battery,mouse,phonecordandnetworkcard/connectingcord).Ifacomponentwasnotprovidedwiththecomputer,pleasedocumentonthepackinglist.

4) Wrapthebagwithbubblewraporplacebubblewrapallaround.Bubblewrapispreferred.IfStyrofoampackingpeanutsareused,fillthebottomoftheboxwith1-2inchesoffoampackingpeanuts.Donotusenewspapersoranythingthatmightallowtheequipmenttomoveinsidethebox.Paperwillcompactwithmovementduringshippingandisnotrecommendedasfiller.

5) Placetheequipmentintheboxandaddfillertoanyemptyspaces.Allowforatleast 2inchesoffoampackingpeanutsorothermaterialsallaround(top,bottomandsides)thebox.Thecomputerbagmayprovidesomeofthepackagingneeded.Basedonthesizeofthebox,multiplecomputersmaybereturnedinthesamebox.Makesuretheboxispackedtight,notallowinganymovementoftheequipmentwithinthebox.Aminimumof2inchesofpackingmaterial(peanuts,computerbag,foam,etc.)mustseparatetheequipmentfromthesideofthebox.

6) Includeasheetofpaperwithidentifyinginformationonwheretheequipmentisbeingreturnedfromintheeventtheoutsidelabelisdamaged.Suggestedformatisshowninexhibit4.AcopyofthePropertyLoanAgreementorthePackingListyoureceivedwiththeshipmentmayalsobeincluded.Ifeitheroftheseisnotused,theminimuminformationshouldbesender’sname,contactinformationandbarcodesoftheequipment.

7) RefertoExhibit5,Checklist for Returning Laptops,toverifyallactionshavebeentaken.

8) Tapetheboxsecurelyshutwithshippingtape.Tapeshouldbeatleast2incheswide.Donotusemaskingtape.

9) Writeonthebox“Fragile”andindicatethetopoftheboxbywriting“Top”witharrowsonthesidestoshowwhichdirectionisup.

10)AffixtheUPSmailinglabelwiththeBrookhavenEquipmentDepotorlocalSPECTerritoryaddress.

11) UPSwillprovideareceiptwhentheypickuptheequipment.Keepthisforyourrecords.

12) ProvidetheUPStrackingnumberinformationtoyourSPECRelationshipManager.

24

EXHIBIT 4

Equipment Return Notice

To: Internal Revenue Service

Attn: Brookhaven Equipment Depot

1040 Waverly Avenue, MS 800

Holtsville, NY 11742

From: Your Name

Address

City, State Zipcode

Phone Number

e-mail address

Description of equipment:

List the quantity and the bar codes of the equipment.

25

EXHIBIT 5

Checklist for Returning Laptops

ThankyouforparticipatingintheIRSloanedequipmentprogram.YourhardworktoserveAmericantaxpayersisgreatlyappreciated.

ThankyouforreturningtheloanedlaptoptotheIRS.

Pleasetakeamomenttoverifyyouhave:

n Diskwipedthelaptop.Refertopages17and22ofthispublication forinstructions.

n Removedallpaperwork,removabledisks,andpersonalitemsfromthelaptopbag.

n PackedallitemsthatshouldbereturnedtotheDepotinthelaptopbag,includinglaptop,networkcable,andexternalbattery.

n Packeduptothree(3)laptopsinasturdybox.Ifyoudonothaveasturdyboxorpackingmaterial,emailyourrequesttotheDepotat vitadepot@irs.gov.Pleaseincludethenumberoflaptopsbeingreturned(Please do not pack more than three (3) laptops in a box).

n Recordedthebarcode(s)andUPStrackingnumberandprovidedtoyourlocalSPECrelationshipmanager.

n CalledUPS@1-800-742-5877toarrangeforpickup.

Your online resource for volunteer and taxpayer assistance

The Volunteer Resource Center(Keyword: Tax Volunteer)

• Hottopicsforvolunteersandpartners• SiteCoordinator’sCorner• VolunteerTaxAlerts• VolunteerTrainingResources• EITCInformationforPartners• e-fileMaterialsandOutreachProducts

Tax Information for Individuals(Keyword: Individuals)

• 1040Central(What’snewthisfilingseason)• Where’sMyRefund• EITCAssistant-AvailableinEnglishandSpanish• TaxTrailsforanswerstocommontaxquestions• AlternativeMinimumTax(AMT)Assistant• InteractiveTaxAssistant(ITA)

and much more!

Your direct link to tax information 24/7

www.irs.gov

ww

w.ir

s.g

ov