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FOR ALL VOLUNTEERS

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Title: PowerPoint Presentation Author: bspeedy Last modified by: Lynnette Lee-Villanueva Created Date: 1/1/1601 12:00:00 AM Document presentation format – PowerPoint PPT presentation

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Title: FOR ALL VOLUNTEERS


1
AARP Foundation Tax-Aide
2011-2012 FOR ALL VOLUNTEERS
AARP FOUNDATION TAX-AIDE PROGRAM POLICIES AND
PROCEDURES
2
Policy Training Requirement
  • To help ensure quality service and a confidential
    experience for the taxpayer,
  • To ensure compliance with program policies and
    IRS grant requirements,
  • As noted in the Policy Manual
  • All Volunteers, including Counselors, EROs, and
    Client Facilitators, are to be trained in AARP
    Foundation Tax-Aide Program Policies and
    Procedures.

3
Client Service Provider Digest
  • Critical Sections of the Client Service Provider
    Digest for your attention
  • Site and Counselor Guidelines and Policies
  • Standards of Professionalism
  • Confidentiality and Security of Taxpayer Data
  • Activity Reporting

4
Volunteer Checklist
  • Secure Equipment and Tax Data
  • Have required Materials
  • Certify. Pass test, if a Counselor, IRS Standards
    of Conduct Test (all)
  • Follow key policies, e.g. IRS Standards of
    Conduct
  • Interview/Intake process for every Taxpayer
  • 100 Quality Review by 2nd Counselor
  • Close for the day have and comply with a process
    for tracking all e-files through acceptance
  • Close for the season properly
  • Accurately Report Service Activity

5
Secure Equipment and Tax DataMore info in
Confidentiality and Security section of the
Client Service Provider Digest
  • Store equipment in secure environment
  • Keep laptops and forms in a secure environment at
    all times during site operations
  • Immediately notify your volunteer leader if a
    computer or forms with taxpayer data are stolen
    or lost volunteer leader should immediately call
    police and number on back of volunteer badge
  • Have encryption, passwords and antivirus on
    computers with Taxpayer data
  • Computers that connect to the internet should
    also have firewall software installed
  • Flash drives with encrypted software must be used
    on site-sponsored-owned computers
  • Lock your computer if you step away
  • Never post passwords on or near computer

6
AARP Foundation Tax-Aide and IRS Required
Materials
  • IRS Intake and Quality Review Forms, IRS 13614- C
    for every return prepared
  • AARP Foundation Tax-Aide Tax Record Envelopes
  • Cybertax messages identified as IRS Volunteer
    Quality Alerts
  • IRS Pub. 17
  • IRS Pub. 4012
  • IRS 1040 Instructions
  • IRS Pub. 3189 - Volunteer E-file Administrator
    Guide
  • All IRS documents above can be electronic
    and on the computer.

7
Certified Counselors
  • Pass the IRS Test through the Advanced level
    with 80 on each section - conduct, basic,
    intermediate and advanced
  • Assist with federal and state tax returns only
    within the scope of your training and
    certification
  • Not assist with tax returns where you are not
    comfortable and/or believe there is a reasonable
    likelihood you cannot prepare the return
    accurately (even if within your scope of training
    and certification)
  • Conduct an interview with the taxpayer to help
    ensure accuracy of the Intake form
  • Ensure the return is Quality Reviewed by another
    Counselor
  • Provide taxpayers with explanation of tax return
    as taxpayers retain responsibility of the
    accuracy of the return
  • Give the taxpayer one copy of their return plus
    the signed 8879 and all W2s, 1099s, etc.

8
All Volunteers Must
  • Take this training and pass the IRS Standards of
    Conduct test
  • Sign IRS Standards of Conduct statement
  • Maintain confidentiality/security of data
  • Never solicit business for self or others never
    refer business to a specific paid preparer for
    out of scope returns
  • Refuse any type of compensation or tips
  • Assist taxpayers at sites, not at volunteer homes
  • Serve customers with courtesy regardless of
    customers sex, race, age, religion, etc.

9
100 Quality Review - All Returns
  • The only acknowledged Quality Review (QR) is
    conducted by a second certified Counselor
  • The second certified Counselor
  • Reviews source documents for data and Intake
    Sheets to ensure nothing missed (pay close
    attention to verify EINs to source documents to
    cut down on these rejects)
  • Must have documented bank information when
    completing the return. Never take bank
    information over the phone.
  • Checks off Quality Review boxes on the IRS
    Intake/Interview and Quality Review Form
  • Initials TaxWise preparer use field 14 for QR.
    This must not be defaulted.

10
Closing for the Day
  • 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.)
  • EROs need to have and follow process to ensure
    all e-file returns are transmitted timely,
    rejects corrected accepted or mailed by
    taxpayers to the IRS

11
Closing for the Season
  • NEW Retention and mailing of Forms 8879,
    together with the taxpayers supporting W-2s and
    1099 documentation, are no longer required by the
    IRS. These documents must be returned to the
    taxpayer.
  • All taxpayer data must be deleted off all
    computers by the end of April (even if retention
    is allowed by taxpayer)
  • Retained data is stored on media and by only one
    person in the state (ask your leader for name)

12
Accurate Activity Reporting
  • SIDN must be on every tax return
  • E-filing sites must use the correct EFIN assigned
    to AARP Foundation Tax-Aide and record it on all
    returns
  • Ensure all program activity is recorded on the
    Activity Reporting Log or other method as
    directed by your volunteer supervisor, including
    QA for taxpayers when questions are answered but
    a return is not prepared
  • Use TaxWise preparer use field 14 for reporting QR

13
IRS Revenue Code 7216
  • Internal Revenue Code Section 7216
  • The section provides penalties against tax return
    preparers who make unauthorized use or disclosure
    of tax return information
  • The IRS now requires a very specific
    authorization process for taxpayers to approve
    use and disclosure of their data to others
  • 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.

14
Whats New?
  • Taxpayer Information and Responsibilities
  • Standards of Professionalism
  • IRS Standards of Conduct test
  • Automated reimbursement system
  • No more 8879 and supporting documentation
    retention

15
Where you can go for help
  • Your AARP Foundation Tax-Aide volunteer leader
  • AARP Foundation Tax-Aide Client Service Provider
    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

16
Thanks!
  • Your contribution to taxpayers, the community,
    and to AARP Foundation deserves the highest
    praise. Thank you for all that you do.
  • Remember to have some fun and thanks for being
    here for the program and for your community in
    2012!
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