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AARP Tax-Aide 2007 - 2008 1 A A R P Tax-A ide FOR ALL AARP TAX-AIDE SITES

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Page 1: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 1

AARP Tax-Aide

FOR ALL AARP TAX-AIDE SITES

Page 2: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 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

Page 3: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 3

Site Checklist

Secure Equipment and Tax DataPost required Notices and have required

AARP Tax-Aide and IRS Materials Certify all Counselors Interview/Intake process for every TP100% Quality Review by 2nd CounselorHave process for tracking all e-files through

acceptance Accurately Report Activity

Page 4: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 4

Secure Equipment and Tax DataMore info in Confidentiality and Security document in LC Guide and Extranet

Store equipment in secure environment Immediately call police and number on back of

volunteer badge (1-202-434-6021) if a computer is stolen

Require encryption, passwords, and antivirus software on all computers with Taxpayer data

Exit Tax software and encryption if you step away

Never post passwords on or near computer

Page 5: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 5

Post Required Notices and have required AARP Tax-Aide Materials

AARP Tax-Aide Poster (D143) Site sign-in sheets AARP Tax-Aide Intake Sheets 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)

Page 6: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 6

IRS Required Site Materials

IRS Pub. 17 IRS Pub. 4012 IRS 1040 InstructionsFor e-filing sites - IRS Pub. 3189-EFILE

HandbookFor paper sites - Instructions for Schedule A

(includes the state sales tax deduction tables)

Page 7: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 7

Certified Counselors

Pass the Advanced level of the IRS TestSign Standards of Conduct statement

(All AARP Tax-Aide volunteers must sign, including Client Facilitators)

Must be trained in AARP Tax-Aide program policies and procedures

Minimum of two certified Counselors at site

Page 8: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 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.

Page 9: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 9

100% Quality Review - All Returns

Second set of eyes Quality Review (QR) Second set of eyes is a certified Counselor Review to source documents for data and

Intake Sheets to ensure nothing missed Use Quality Review Checklist (slightly modified

IRS Form 8158) on the back cover of the Counselor Digest as a guide for QR

Review entire return with Taxpayer Initial Site Sign-in Sheet for QR

Page 10: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 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

Process exists to ensure all e-file returns are timely transmitted, rejects corrected & accepted

Forms 8879, W-2, 1099s and 8453 with special attachment 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)

Page 11: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 11

Accurate Activity Reporting

SIDN must be on every tax returnE-filing sites must use a EFIN assigned to

AARP Tax-Aide and record it on all returnsStat reporting via new on-line methodSite lists must reflect correct dates, times

and locations. Weekly updates to IRS STARS system after

September from AARP Tax-Aide

Page 12: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 12

Where LCs can go for help

Your District CoordinatorAARP Tax-Aide LC DigestAARP Tax-Aide volunteer extranet

www.aarp.org/tavolunteers IRS Volunteer Hotline: 1-800-829-8482 IRS website: www.irs.gov IRS refund help: 1-800-829-1954TaxWise® help: 1-800-411-6391TaxWise® website: www.taxwise.com

Page 13: AARP Tax-Aide 2007 - 20081 FOR ALL AARP TAX-AIDE SITES

AARP Tax-Aide 2007 - 2008 13

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!