AARP Tax-Aide
2009-2010
FOR ALL AARP TAX-AIDE SITES
AARP Tax-Aide 2009 - 2010
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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 TaxAide 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
AARP Tax-Aide 2009 - 2010
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Site Checklist
 Secure
Equipment and Tax Data
 Post required notices and have required
AARP Tax-Aide and IRS Materials
 Certify all Counselors
 Interview/Intake process for every TP
 100% Quality Review by 2nd Counselor
 Have process for tracking all e-files through
acceptance
 Accurately Report Activity
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Secure Equipment and Tax Data
More info in Confidentiality and Security document in Counselor Digest and Extranet

Store equipment in secure environment

Keep eyes on laptops and forms at sites

Immediately call police and number on back of volunteer
badge if a computer is stolen

Require encryption, passwords, and antivirus and firewall
software on all computers with Taxpayer data

Consider running TaxWise® on a flash drive instead of
from a hard drive especially on personal computers

Exit TaxWise® 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 Tax Record Envelopes (D12225-English &
D17464 Spanish)
(All of the above can be ordered from AARP Tax-Aide Fulfillment)

Cybertax messages identified as “IRS Volunteer Quality Alerts”

LCs should read and have a copy of the current AARP Tax-Aide
LC and Counselor Digest available (will be mailed to LCs and
Counselors directly in Nov. or Dec.)
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IRS Required Site Materials





IRS Pub. 17
IRS Pub. 4012
IRS 1040 Instructions
IRS Intake/Interview and Quality Review Sheet for every return
prepared (IRS 13614-C)
For e-filing sites - IRS Pub. 3189-E-file Handbook and all
documents of the above can be electronic and on the computer.
(Do NOT order Pub 760, IRS Envelope; Pub 1084 IRS Site
Coordinator Handbook; and Title VI, IRS Poster)
AARP Tax-Aide 2009 - 2010
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Certify All Counselors

Pass the Advanced level of the IRS Test

Sign Standards of Conduct statement
(All AARP Tax-Aide volunteers must sign)

Must be trained in AARP Tax-Aide program policies and
procedures
 Revised Presentations developed to cover needed material
 Presentations should be shown to all volunteers
 Counselor training is good time, invite non-counselors to that
session

List of certified Counselors must be provided to ADS for updating
the AARP database, IRS, and appropriate LC and DC to ensure
documentation of which Counselors are certified to assist
taxpayers in the upcoming tax season

Minimum of two certified Counselors at sites
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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 Person Quality Review (QR)

Second Person is a certified Counselor

Use the Extranet presentation for training QR

Review source documents for data and Intake Sheets to ensure
nothing missed

Check off Quality Review items on the IRS Intake/Interview and
Quality Review Form

Review entire return with taxpayer

Initial Site Sign-in Sheet for QR

Must have documented bank information when completing the
return. Never take bank information over the phone.
AARP Tax-Aide 2009 - 2010
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Daily Site Operations

All data must be returned to taxpayers at the end
of the session except for that required to e-file

Train EROs with training presentations and
institute process to ensure all e-file returns are
timely transmitted, rejects corrected and accepted

Taxpayer data can be retained, but it must be
deleted off all computers by the end of April
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Closing Site Operations

Retained data is stored on disk and by only one person
in the state (ask your leader for name)

Forms 8879, W-2 and 1099s must be sent to the local
IRS SPEC office by April 30

All data is cleared from computers by the end of April
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Accurate Activity Reporting

The correct SIDN must be on every tax return

E-filing sites must use an EFIN assigned to AARP
Tax-Aide and it must be on every e-filed return

Stat reporting is done via the web

Site lists must reflect correct dates, times and
locations

Weekly updates to IRS STARS system occur after
September from AARP Tax-Aide
AARP Tax-Aide 2009 - 2010
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What’s New?




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Must use the IRS Intake/Interview and Quality Review
Form
Savings Bonds offered through the IRS Form 8888 (more
on this topic on the Extranet)
Client Facilitator Training Presentation
Signed authorization to retain data no longer required
Expense Code T- T is now to be used for all
volunteers traveling to and from local training. This
includes leaders and non-leaders and for tax
training/certification, ERO, CF and/or site policy
training starting October 1 or later.
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IRS Revenue Code 7216

Internal Revenue Code Section 7216

The text provides penalties against tax return
preparers who make unauthorized use or
disclosure of tax return information

The IRS requires prescribed authorization for
taxpayers to approve use and disclosure

AARP 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.
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Where LCs can go for help

Your District Coordinator
 AARP Tax-Aide LC Digest
 AARP 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
AARP Tax-Aide 2009 - 2010
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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
AARP 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 for a truly
remarkable year in 2009 and for being here
again in 2010!
AARP Tax-Aide 2009 - 2010
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