2013
Tax-Aide
District Administrative Duties/Responsibilities
Using Portal Applications Tools
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2013 Administrative Duties
1. Updating Volunteer and Site Information
2. Ordering Site Materials
3. Certification Reporting and Volunteer Conversion
4. Reporting Site Activity
5. Managing Expense Reimbursement
DCs may appoint an Administration Coordinator (AC) to
assist with some of these duties
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Updating Volunteer Record
• DC/LC must ensure volunteer roster information is accurate for
national and state communications, Portal application access
and reimbursement purposes.
• Critical volunteer information: Email, Phone #, Address,
Supervisory assignment, Titles.
• Email is required for all leaders and every effort should be made
to get email for existing volunteers. Emails must be unique and
can not be shared with another volunteer or member of AARP.
• Use District Portal tools for address updates. Email changes must
be sent to ADS.
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Adding New Volunteer Record
• New volunteer must have a prospect record in Volunteer
Recruitment System and status set to “Accepted” in order for
ADS to create a volunteer record with ID. ADS can no longer
enter a prospect or volunteer directly
• Email is required for all new volunteers
• For new volunteers provide title and supervisor
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Updating Volunteer Record
Portal Update Options
Update Profile
All volunteers can update
their mailing Address
& Residential Phone
number
Manage Address
Supervisors can update
addresses (Mailing ,
Residential,
Seasonal)of direct
subordinates
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Updating Site Records
• Accurate site information is critical to being able to order TaxWise
software and for Activity Reporting.
• Schedule (Open, Close, Days, Hours) must be updated by 1/15/13
when site locator becomes available
• Only the ADS can activate/inactivate a site and change split state,
site name and address, DC/LC assignments
Through Portal, DC/LC can
update:
Schedule
Local Contact to request
appointments
Y/N indicators
Request Insurance Certificate
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Ordering Site Materials
All AARP Foundation Tax-Aide sites must use the following materials as required by the IRS
grant and legal considerations:
AARP Tax-Aide Poster (D143)
AARP
Tax Record Envelope (D12225)
AARP
Intake/Interview & QR Sheet (Form 13614-C )
IRS
Tax-Aide Sites should order the following materials:
Site Activity Log (D19597 )
AARP
Out of Scope Poster (C2467)
AARP
Name card inserts (C2358) (6 per sheet)
AARP
Plastic Name Card Holder (C1055)
AARP
Client Service Provider Digest (D16276)
AARP
Business Reply Envelope 9x12 (D778) – for mailing to National Office
AARP
Doc 9282 E – Business Reply Label (Austin) – for 8453 & attachments.
IRS
1040 Instructions
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IRS
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Ordering Materials from AARP
•
•
•
•
•
•
Portal: Program Material  Order Material
Can ship to locations other than ordering volunteer’s address
Order confirmation email provided
Training: ShareNet > Portal Application Support
Accessible by any volunteer with leader title
Updated materials available by mid-November
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Ordering Materials from IRS
 Form 2333V – VITA/TCE Program Order Form




Fillable PDF form
Optional, each volunteer has a unique account
Cannot ship to another location
Follow state procedures for form use
 Sites should not order:
 IRS Training Materials – if ordered by SMT / DMT
 IRS tax forms – download from irs.gov
 VITA materials that are similar to Tax-Aide items
 Pub 1084, Pub 1303, Pub 3676A, Pub 730, etc.
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Certification Reporting
• Instructors must report volunteer names and detail
certification types (Military, Int’l, COD etc.) to the TRS
before February 1st. This information will be forwarded to
the ADS.
• Volunteers not reported as being certified will be
inactivated from the Tax-Aide volunteer database (VMIS).
• All volunteers must be certified in Standards of Conduct.
• The ADS will report volunteer certification to the IRS and
the Tax-Aide National Office.
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Activity Reporting - unchanged in 2013
What’s reported by LC/DC
• Monthly Reporting Periods: Feb, Mar, April, May-Aug
• Monthly Grace Period (1st to 5th day of following month)
• Monthly Due Date (5th day of the following month)
1)March 5th
2)April 5th
3)May 5th
1) Paper Filed Federal Returns
(Current Year)
2) Paper Filed Federal Returns (Prior
Year)
3) Paper Filed Federal Returns
(Amended)
4) Paper Filed State/Local Only
Returns
5) Questions & Answers Only *
6) Quality Reviews (Paper Designated
Sites Only**)
* Q&A counts includes tax-related
questions answered at or off site
without preparing a tax return.
** Paper designated site: E-file = No in
VMIS and Site Management
System
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Reimbursement Policy
• Program funds were never intended to reimburse volunteers for
the total cost of volunteer participation, but were rather to insure
that those who wished to volunteer would not be excluded due to
their income limitations. If an expense is not explicitly authorized in
the Policy Manual, assume that it is not allowable.
• Non-Leader Volunteers (SCO, ERO, COU, CF, Non-Counselor)
• Reimbursed for transportation expenses (mileage, parking, toll, public
transportation) for Training and Counseling activities only
• 40 hours of service (excluding Training and Travel) required.
• Leader Volunteers are reimbursed for transportation expenses (mileage,
parking, toll, public transportation) for Training and Counseling activities
and other expenses. Refer to Policy Manual for allowable expenses and
coding guidelines.
• SMT will provide expense reimbursement approval limit guidelines
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Expense Reimbursement
Options
Volunteers have three expense reimbursement options
1) No Reimbursement
2) Flat Rate Reimbursement ($35 – non-leaders & $50 –leaders)
3) Itemized Reimbursement – with or without receipts
A. B-I-T Expenses without Receipts – Use Portal FAST
Reimbursement
B. B-I-T with Receipts – all expense codes – Use Excel template
from ShareNet/Forms
*B-I-T (B-Coordinating, I- Counseling & T-Training)
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2013 Expense Reimbursement
Submission/Request Options
2013 Expense Request Methods:
Sign CFR
Portal My
Non-Leader
Reimbursement Excel Form
Leader
Excel Form
Reimbursement timeframe:
(from supervisor’s approval date)
Flat Rate
Non-Leaders
Transportation w/o Receipts
7-14 days
7-14 days
X
X
Preferred
Transportation w/ Receipts
6 weeks
6 weeks
X
X
Flat Rate
X
Transportation w/o Receipts
Leaders
X
X
Available for submission
with I and T – 4/15 to
6/30 Only
For expenses
submitted outside of
4/15 – 6/20
Transportation w/ Receipts
X
Other expenses
X
Paper Expense Statements, available from AARP Fulfillment or downloaded from ShareNet, will be accepted – discontinued
2014
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FAST Reimbursement
System Training
Training, with screen shots, is available on the Portal
ShareNet>Portal Application Support>Reimbursement
For Volunteers – How to submit reimbursement request
• Non- Leader Flat Rate Submission
• Itemized Mileage Submission
For Supervisors
• Non-leader Flat Rate Approval
- How to print CFRs and submit approvals for flat rate
• Itemized Mileage Approval
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FAST Reimbursement System
2013 Goals and Improvements
Goals – FAST Reimbursement System used for …
• 100 % non-leader Flat Rate processing
o Non-Leader Flat Rate Form - printed locally from the Portal only –
 National office will not mail out any CFR forms in 2013
o Supervisor must submit approval of Non-Leader Flat Rate requests through
the Portal.
• 75% or more of B-I-T mileage reimbursement requests
2013 FAST Reimbursement System Improvements
• Volunteer variable rate selection up to the IRS standard business rate
• Carry Forward of data after an initial data entry for each site
• Supervisors will have option to manually escalate request to next level
supervisor without waiting for 7-day
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Direct Deposit
for The Fastest Payment
 Submit the completed form with a voided
check to Financial Services preferably
before March 1st, 2013 (A paper check
will be issued if Direct Deposit has not
been implemented.
 NEW- Form can be emailed with scanned
or photographed image of check and
form
 Payment made within 7 days after
receipt of reimbursement approval
 No lost mail or wrong address issues
 Form available on the ShareNet under
Forms
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AARP Volunteer Portal
• Portal ShareNet has replaced the Extranet
• All Tax-Aide information and applications accessible
through the Portal
• Applications access is customized by title
• ShareNet submenu and content access is customized by
title
• Portal application training material can be found on
Portal  Volunteer ShareNet  Portal Application
Support
• Getting Started with Portal doc – can help volunteers
with Portal access, registration and trouble shooting
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AARP Foundation Tax-Aide
Volunteer Portal
Where To Go For Support:
If you are able to log into the Portal, but have trouble using or accessing the Portal
Applications, send an email to TaxAide@aarp.org.
If you have trouble accessing information within the Volunteer ShareNet, send an
email to TaxAideTech@aarp.org.
Be aware it may be necessary to scroll to see some subsections of Portal menus
 When to contact the AARP HelpDesk
– Trouble registering
– If you need to change the email address that you use for Tax-Aide related
correspondence and Portal login:
• Notify the state ADS who will update your volunteer record
• Send an email to HelpDesk@aarp.org to have your Volunteer Portal
login email address changed – the ADS cannot update Portal login
information.
– HelpDesk@aarp.org
– 1-888-925-2002 (M-F, 8am-11pm EST)
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