AARP Tax-Aide 2007 - 2008 1
AARP Tax-Aide
FOR ALL AARP TAX-AIDE SITES
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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
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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
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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
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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)
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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)
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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
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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.
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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
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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)
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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
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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
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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!