AARP TAX-AIDE – CA2 CA2 TC Ref Man... · Web viewThis can cause problems since the Administrator...

AARP TAX-AIDE – CA2

REFERENCE MANUALFOR

TECHNOLOGY COORDINATOR (TC)ELECTRONIC RETURN ORIGINATOR (ERO)

(TY 2016 Draft)

October 12, 2016

Prepared by Robert Francis, DC/TC Alameda South, CA2

Page i

Change Log

Page Paragraph Change

Page ii

Contacts

Your District Coordinator Email:Voice:Fax:

CA2 TCSEdison Paw

[email protected]

IRS SPEC – CA-2 SPEC Relationship ManagerPatrick Brown

[email protected] 510-907-5355

On e-mails, [email protected] 510-907-5359

IRS Oakland SPEC – equipmentSean Chan

[email protected] 510-907-5244Fax 855-513-5136

On e-mails, [email protected] 510-907-5106

IRS New York Depot – laptopsInternal Revenue ServiceATTN: Brookhaven VITA Depot1040 Waverly Drive, MS 800Holtsville, NY 11742

Equipment problems (email to):[email protected] 866-743-5748

IRS Andover – EFINS/8633sMon-Friday 6:30am-6:00pm Central Time

Voice 866-255-0654

TaxSlayer Pro Online supportEarly JanuaryMon-Friday 8:00am -6:00pm ESTMid JanuaryMon-Friday 8:00am - 8:00pm ESTSaturday 9:00am ` 6:00pm ESTLate January – Mid AprilMon-Friday 8:00am – 10:00pm ESTSaturday 9:00am – 6:00pm ESTOff SeasonMon-Friday 8:-00am – 6:00pm EST

Voice Unknown

TaxSlayer Pro Online Support https://support.taxwise.com/index.aspx(log in with Client ID, User Name and Password

VITA hotline/tax law supportTax SeasonMon-Friday 6:00am – 5:30pmSaturday 6:00am – 2:00pm

Voice 800-829-8482

FTB Volunteer hotlineMon-Friday 8:00am – 4:30pm PST

Voice 800-522-5665

GraceWorkz AARP Printer and computer repair (email to)[email protected]

copy email [email protected]

Page iii

mailto:[email protected]


https://support.taxwise.com/index.aspx







Table of Contents1 INTRODUCTION.................................................................................................................................7

1.1 References......................................................................................................................................71.2 Annual Calendar...........................................................................................................................101.3 Expenses.......................................................................................................................................101.4 Tax-Aide for CA2 Web site.........................................................................................................11

2 ELECTRONIC FILING IDENTIFICATION NUMBER (EFIN)...............................................122.1 EFIN APPLICATION OVERVIEW...........................................................................................122.2 Establishing a Site ID...................................................................................................................122.3 EFIN Application Process............................................................................................................13

3 EQUIPMENT....................................................................................................................................133.1 Inventory, Naming and Security..................................................................................................13

3.1.1 TIA..........................................................................................................................................133.1.2 Inventory.................................................................................................................................14

3.1.2.1 Online Inventory System (OIS) User Levels...................................................................143.1.2.2 Inventory Responsibilities...............................................................................................143.1.2.3 Required Inventory Fields...............................................................................................153.1.2.4 Inventory Status Codes....................................................................................................153.1.2.5 Personal/Site Owned Equipment.....................................................................................15

3.1.3 Computer Naming...................................................................................................................153.1.4 Security...................................................................................................................................17

3.1.4.1 Security for AARP and IRS Owned Computers..............................................................173.1.4.2 Security for Personal and Site Owned Computers...........................................................173.1.4.3 Security for Other Equipment..........................................................................................183.1.4.4 Loss or theft.....................................................................................................................183.1.4.5 Password Protection.........................................................................................................183.1.4.6 Taxpayer Document Security..........................................................................................19

3.2 Equipment Donations to CA2......................................................................................................193.3 Tier 2 Field Service Support........................................................................................................193.4 AARP Computer and Printer Repair............................................................................................203.5 IRS Laptops..................................................................................................................................20

3.5.1 Ordering..................................................................................................................................203.5.2 Shipment.................................................................................................................................213.5.3 Logon to IRS Laptops.............................................................................................................213.5.4 Activating and Updating IRS Laptops....................................................................................22

3.5.4.1 Activation.........................................................................................................................223.5.4.2 Updating...........................................................................................................................23

3.5.5 TaxSlayer Pro Desktop...........................................................................................................233.5.6 Problem reporting/replacement...............................................................................................233.5.7 Equipment return....................................................................................................................24

3.6 CA2 printers/switches/routers/cables/wireless cards...................................................................243.7 IRS printers/switches/cables........................................................................................................24

3.7.1 Ordering..................................................................................................................................253.7.2 Delivery/return and certification.............................................................................................25

3.8 Expendable supplies (Consumables Program).............................................................................254 COMPUTER OPERATING SYSTEMS.........................................................................................25

4.1 Operating Systems.......................................................................................................................254.1.1 Windows PC Based Systems..................................................................................................264.1.2 Macintosh Based Systems.......................................................................................................264.1.3 Linux Based Systems..............................................................................................................26

4.2 Web Browsers..............................................................................................................................264.3 Restrictions on Operating Systems..............................................................................................264.4 Upgrades......................................................................................................................................264.5 Password Timeout........................................................................................................................27

5 ENCRYPTION ON DESKTOP/LAPTOP COMPUTERS...........................................................276 TAXSLAYER PRO ONLINE SOFTWARE..................................................................................27

6.1 Ordering Software for TaxSlayer Pro Online..............................................................................286.2 Ad-hoc and Special Event Sites...................................................................................................286.3 Master/Parent and Child Sites......................................................................................................296.4 National/Split State Parent/Child EFIN.......................................................................................296.5 Software Swaps............................................................................................................................296.6 TaxSlayer Pro Online Shipment...................................................................................................296.7 Desktop Software Shipment.........................................................................................................29

7 TAXSLAYER PRO ONLINE..........................................................................................................297.1 System Requirements for TaxSlayer Pro Online.........................................................................29

7.1.1 Site Internet Access.................................................................................................................307.1.2 Browser Settings.....................................................................................................................30

7.1.2.1 Required Browser Settings..............................................................................................307.1.2.2 Set Browser Favorites......................................................................................................31

7.1.3 Connection Speed...................................................................................................................327.2 Using TaxSlayer Pro Online for Training....................................................................................327.3 TaxSlayer Pro Online Security.....................................................................................................337.4 TaxSlayer Pro Online User Names..............................................................................................337.5 TaxSlayer Pro Online Passwords.................................................................................................33

7.5.1 Initial Passwords.....................................................................................................................347.5.2 Password Security...................................................................................................................34

7.6 Configuring TaxSlayer Pro Online for a Site...............................................................................347.6.1 First Time Log On as Admin User.........................................................................................347.6.2 Setting up Your Site................................................................................................................357.6.3 Setting up EROs......................................................................................................................357.6.4 Setting up Security Templates................................................................................................36

7.6.4.1 Predefined Security Templates........................................................................................367.6.4.2 Customized Security Templates......................................................................................377.6.4.3 Recommended Customized Templates............................................................................38

7.6.5 Configure Printing..................................................................................................................407.6.5.1 Predefined Print Sets........................................................................................................407.6.5.2 Master Print Set...............................................................................................................407.6.5.3 Create a Custom Print Set................................................................................................407.6.5.4 Recommended Print Sets.................................................................................................41

7.6.6 Setting up Return Tag.............................................................................................................417.6.7 Custom Questions...................................................................................................................42

7.7 Multi-Office Administration........................................................................................................437.8 Adding Preparers..........................................................................................................................43

7.8.1 Creating Users.........................................................................................................................437.9 Prior Year TaxSlayer Pro Online.................................................................................................447.10 Alternative Preparation Solution..................................................................................................447.11 Setting Up Printers for TaxSlayer Pro Online..............................................................................45

8 ON SITE REFERENCE MATERIALS..........................................................................................458.1 Required Reference Materials......................................................................................................458.2 Ordering Reference Materials......................................................................................................468.3 Storing Materials on Computer Desktop......................................................................................46

9 NETWORKING - DATA AND PRINTER SHARING.................................................................479.1 Networks for TaxSlayer Pro Online.............................................................................................47

9.1.1 Using the Site’s Wired Connection.........................................................................................489.1.2 Using the Site’s Wireless Connection.....................................................................................489.1.3 Using a Hotspot for Internet Access.......................................................................................499.1.4 Personal, Site Owned and Loaner Computers........................................................................50

9.2 Router and Wireless Adapter Technical Requirements...............................................................509.2.1 Wireless Routers.....................................................................................................................509.2.2 Wired Routers.........................................................................................................................509.2.3 Wireless Adapters (Bridges):..................................................................................................509.2.4 Internet Access Computers.....................................................................................................509.2.5 Combination Router / Access Point........................................................................................50

10 PRINTER SETUP AND SHARING................................................................................................5011 END-OF-SEASON INFORMATION.............................................................................................51

11.1 Filing Deadlines...........................................................................................................................5111.2 Backup of Returns........................................................................................................................5111.3 Destruction of Materials...............................................................................................................5111.4 Computers....................................................................................................................................5111.5 Flash Drives.................................................................................................................................5211.6 Printers.........................................................................................................................................52

12 ERO PROCESSES............................................................................................................................5212.1 ERO Functions.............................................................................................................................5212.2 Document Retention.....................................................................................................................5312.3 Preseason Preparation..................................................................................................................5312.4 Modernized E-file........................................................................................................................5312.5 Paperwork....................................................................................................................................5312.6 Processing Returns.......................................................................................................................54

12.6.1 Return Submission Order......................................................................................................5412.6.2 Return Submission by Counselor..........................................................................................54

12.6.2.1 Counselor Actions..........................................................................................................5412.6.2.2 ERO Actions..................................................................................................................55

12.6.3 Return Submission by ERO..................................................................................................5512.6.3.1 Check for Required Documents.....................................................................................5512.6.3.2 E-file Submission...........................................................................................................56

12.6.4 Acknowledgements...............................................................................................................5612.6.4.1 Processing Center Rejects..............................................................................................5612.6.4.2 IRS/State Acknowledgements.......................................................................................56

12.6.5 Fixing Rejects........................................................................................................................57

1 INTRODUCTION

This manual provides CA2 specific procedural information for Technology Coordinators (“TC”) and Electronic Return Originators (ERO). You should also be familiar with the various documents available in the OneSupport Help Center. The OneSupport Help Center can be accessed through the Tax-Aide Portal, https://volunteers.aarp.org/portal/core/welcome.htm?MSG=DSPLAY_LOGIN.

Additional information as well as copies of this document is available on the AARP CA2 website, www.aarpca2.org. While this manual takes precedence over the others, you need to use your judgment regarding the contents of each.

1.1 References

The table indicates other materials that are of value to counselors, TCs and EROs. When downloading documents from the OneSupport Help Center insure that you are getting the latest version and check what years the document applies to.

User – reference Content Source/notesCOUNSELORS

Counselor Reference Manual (aka the “Duck Book”). Updated for TaxSlayer Pro Online for 2016.

Tax law and TaxWise software

Your District or Local CoordinatorElectronic copy for 2016 is available at http://aarpca2.org/

TaxSlayer Pro Online on-line help Tax law and TaxSlayer Pro Online

Do not use the Help feature in Practice Lab. Instead, refer questions and comments to the CAS Training Specialist, Jay Wiedwald.From within a return in TaxSlayer Pro Online use the Help icon at the top right of the page.

IRS Pub 17IRS 1040 Instructions

Tax law From IRS

IRS Volunteer Resource Guide, Pub 4012

Tax Law and TaxSlayer Pro Online software

From IRS

CA 540/540A Booklet CA tax law From FTBCyberTax Information from AARP

National HeadquartersDistributed by e-mail to all Tax-Aide volunteers. Available in the Communication > CyberTax tab of the OneSupport Help Center. Required to be available at the site in either paper or electronic versions.

TECHNICAL COORDINATOR / ELECTRONIC RETURN

ORIGINATORCA2 TC/ERO Reference Manual General procedures Available from CA2 Tax-Aide web site, your

Local Coordinator or your Technology Coordinator

TaxSlayer Pro VITA/TCE Training Four part manual covering log in and

configuration; preparing a return; electronically filing a

return installing TaxSlayer

Pro desktop

Electronic copy accompanies distribution of TaxSlayer Pro Online. AARP Tax-Aide will not use TaxSlayer Desktop so section 4 should be ignored. AARP National Tax Training Committee has prepared a modified version of the section on preparing a return for use by AARP Tax-Aide. A compiled copy of sections 1, 2, and 3 is available at www.AARPCA2.org.

http://www.aarpca2.org/

https://volunteers.aarp.org/portal/core/welcome.htm?MSG=DSPLAY_LOGIN

IRS Pub 1345 Handbook for Authorized IRS e-file Providers

File Specifications and Record Layouts for In-dividual Income Tax Returns.

The 1345 is available at www.irs.gov.

H44-IRS Pub 3189 Replacement Guide

Shows where information formally in IRS Pub 3189 can be found.

OneSupport Help Center > Technology > Training

Technology Bulletins Information from AARP National Headquarters

Distributed by e-mail to all Tax-Aide volunteers identified as TC’s. OneSupport Help Center > Technology > Tech Bulletins

ERO Bulletins Information from AARP National Headquarters

Distributed by e-mail to all Tax-Aide volunteers identified as ERO’s. OneSupport Help Center > Technology > Tech Bulletins

Policy and Procedures Manual Outlines the policy and procedural information necessary for individuals to perform their volunteer role as a key member of the AARP Foundation Tax-Aide Team

General Program Management > General

Document Retention and ERO Paper Flow Guide

Provides the AARP Foundation Tax-Aide policy on document retention and the IRS paper flow requirements


TC Training Presentation PDF version of Power Point presentation describing basic TC responsibilities.


Schedule of Efile Events Guide PDF File OneSupport Help Center > Technology > Training

CA2 Technology Coordinator /ERO Reference Manual

Technical Coordinator and ERO procedures and information including TaxSlayer Pro Online installation tips and “default” settings used in CA2

From the CA2 web site, http://www.aarpca2.org/

Tax-Aide for CA2 web site Reference Materials and Forums


AVAILABLE ON THE ONE SUPPORT HELP CENTER

Leader: Submitting Itemized Expenses, Creating a Reimbursement

PDF filePPTX file

Operational Procedures & Volunteer Portal > Reimbursement

24 Dallas 2016 TaxSlayer Practice Lab Demo v7

PPTX File Tax Training > Materials/Presentations

Alternative Tax Software is Prohibited

PDF file Tax Software > Nonspecific Software

Operating System and Browser Policy PDF file Tax Software > Nonspecific Software

Bob, 10/12/16,

National Technology Committee is in the process of updating publications for the transition from TaxWise to TaxSlayer. This section will be updated as publications become available.



Annual Equipment Inventory and Key Dates Information

PDF file Technology > Equipment

Equipment Repair, Replacement and Storage


GraceWorkz Consumable Ordering PDF file Technology > EquipmentPrinting and Print Cartridges Guide PDF file Technology > EquipmentPurchasing Equipment With Donated Funds Guide


Technology Purchasing Guide PDF file Technology > EquipmentTechSoup Guide PDF file Technology > EquipmentHost and Personal Computer Tune-Up Guide

PDF file Technology > Images and Tune-up

Windows Images PDF file Technology > Images and Tune-upNetis WF-2411 Wireless Router Full Configuration Guide

PDF file Technology > Networking

Tax-Aide Counselor Laptop Network Configuration


Tax-Aide Daily Wireless Network Setup Sequence


Tax-Aide Internet Access Computer (IAC) Setup Guide


Tax-Aide Network Configuration and Setup Documents


Tax-Aide Private Network Router Configuration Guide


Wireless Hotspot Configuration Guide YouTube clipPDF file

Technology > Networking

Software for Tax-Aide Guide PDF file Technology > Non-Tax SoftwareAntiVirus Program for TaxWise Computers Guide

PDF file Technology > Security

Secured Folders PDF file Technology > SecurityTax Return Attachments Guide PDF file Technology > SecurityWireless Computer Security Scanning Guide

PDF file Technology > Security

TC Training Presentation PDF file Technology > TrainingGENERAL

CyberTax email A variety of information about the TaxAide program and electronic filing

To be added to the mailing list, send your first & last names, service state (“CA2”), position and email address to [email protected] asking to be added to the CyberTax mailing list.

T-VOG Yahoo groups bulletin board and support group for TaxWise problems

Join at http://groups.yahoo.com/group/T-VOG/

http://groups.yahoo.com/group/T-VOG/


1.2 Annual Calendar

Specific requirements of CA2 are indicated below:

When WhatJun 30 Submit anticipated laptop requirements for the next season to the TCS.

See paragraph 3.5.1.Sept Check all locally stored equipment; work with the TCS to dispose of

any obsolete, inoperative or incompatible equipmentLate Oct/Early Nov

Submit TaxSlayer Pro Online requirements to the TCS. See paragraph 6.1.

Oct 1 Provide printer, switch, cable, networking cards, etc requirements to the TCS

4th quarter (when available)

Upon receipt of laptops from IRS, check that they are operational

Nov to Jan (when available)

Configure TaxSlayer Pro Online for specific sites.

Apr 18 to – May 1

Ensure that: all IRS laptops are returned to the IRS Brookhaven depot. Execute

DISKWIPE before shipment, unless instructed otherwise Taxpayer data is removed from all locally stored/owned computers IRS printers and supporting equipment is returned to the local IRS

Oakland SPEC office, unless it is being stored locally in which case, unless instructed otherwise, Oakland IRS SPEC is provided the bar codes of all IRS printers on IRS form 13705

Forms 8453s and 8879s w/attachments and required files are submitted to Oakland IRS SPEC

May 31 Review and update on line inventory.

1.3 Expenses

You are responsible for ensuring that equipment used within the district is operational, and therefore will need to procure various expendable supplies during the course of the season. This will generally include toner cartridges, flash drives and/or CDs, and paper. Items available on the GraceWorkz Consumables List, must be obtained from GraceWorkz. Expenses for items not available through GraceWorkz are reimbursable and should be submitted following the procedure in “Leader: Submitting Itemized Expenses: Creating A Reimbursement”.

There is no longer a requirement to submit a paper request if receipts must be attached. Electronic copies of any receipts may be attached to the electronic expense report.

The dollar limit for purchase of a single item is $25, above that prior approval is required from the SC or TCS. CA2 imposes a $200 limit for transportation expenses coded “I”. Prior approval from the SC is required to exceed that limit. These approvals should be attached to the expense report also.

Activity Codes for all expenses are described in Section 10 or the “Policy and Procedures Manual”.

Expenses A - All copy and postage expenses P Publicity Supplies/Purchases

R - Repair, maintenance and upgrades for equipment. See AARP policy manual for limitations. Prior approval is required. Printer and computer repair is provided by GraceWorkz and is not reimburseable.

S - E-file supplies (consumables, phone, copy and postage) or equipment purchases (computer, printers and other hardware), however this CANNOT be used for fees associated with equipment disposal

Z - Non-e-file supplies Travel

B Travel for Coordinating Activities I - Transportation for tax assistance or client facilitation K - Attend district meetings L Attend national meetings M - Attend state (CA2) meetings N Attend regional meetings T - Attend local training W -Attend state led instructor workshop

1.4 Tax-Aide for CA2 Web site

The site is an updatable forum, and more, for CA2 to share information. Bill Dornbush, TC/Sonoma, is the moderator.

The site address is http://www.aarpca2.org/

Forums on the web site can be viewed by anyone. To post information or to respond to a post, individuals must have an account. To request an account on the web site:

Click on the “register” link at the top right of the home page. Provide the required information. Click “Create New Account”.

This will create a request for a new account. Your account will be approved shortly, and you will receive an email notifying you that you can now login to the web site.

If you forget your username and/or password, click “login” and then click the link “Request new password” in the Login dialog and provide the requested information.

Generally you will be accessing Forums – which is where postings from your fellow TCs will appear. Please contribute as you feel appropriate, this is all about sharing information.

To enter the forums, select Forums from the main menu You will see a list of categories and forums A forum, such as Networking, holds topics and replies related to networking, and can also

hold sub-forums Contact the moderator if you want an additional forum(s) added.

Under Documents you will find this manual as well as documents of general interest.

These examples also point out that the web site can be a resource for more than just TCs. If your district has a need to share files, or use forums, they are also welcome to use the web site. If you suggest that


others in your district also request accounts, please let Bill Dornbush know so that the account requests are promptly approved.

The site can be a great resource – if you help us expand it based on your ideas and needs. If you would like to see additional material or information on the web site, use http://www.aarpca2.org/contact to let us know.

Be sure to use the Logout link to ensure that you have completely exited the site.

2 ELECTRONIC FILING IDENTIFICATION NUMBER (EFIN)

An EFIN is a permanent E-File Identification Number assigned to each physical tax preparation site. This number represents the authorization from the IRS (and FTB) to generate returns that will be electronically filed.

2.1 EFIN APPLICATION OVERVIEW

1. State Coordinator approves a new site2. DC requests and State ADS assigns a new SIDN3. Tax-Aide national headquarters enters the site into the Portal database.4. Time passes… (days)5. AARP Portal auto-updates the IRS database6. Responsible Official enters a new EFIN application into IRS e-services7. When the new SIDN is in SPECTRM (the IRS database), the SIDN can be entered into the EFIN

application8. RO can now submit the new EFIN application

2.2 Establishing a Site ID

To establish an e-file site, the site must first be entered into the AARP Portal and a Site ID issued.

To establish a new site, the following information is collected by the LC or DC and submitted to the ADS

Region (10), Split State (CA2) and District (01 through 14) Program Location Name (site name) if different from the Location Name Location Name Address City, State, Zip County Handicap Accessible? Yes/No

If this is a new site, the ADS will assign a Site ID number. If it is a reactivation of an existing site, the existing Site ID is used. The ADS then submits a request through OneSupport Help Center to have the site added/reactivated on the Portal.

2.3 EFIN Application Process

Portal data is uploaded to the IRS SPECTRM automatically. Allow at least a full week for the upload before requesting the EFIN. Once SPECTRM has been updated, the EFIN can be requested by electronically filing an application using IRS e-services.

Refer to IRS Pub 4196-A for current EFIN application process. It is recommended that one individual per District become the Responsible Official for all site EFINs in that District. The Responsible Official can register on the IRS e-services website and easily apply for new EFINs or make changes to existing EFIN applications.

EFIN registrations may need to be updated from time to time, due to change of physical location and/or responsible personnel. Submit the updates as soon as possible to ensure that information is correct before the next software order is placed.

When the IRS assigns an EFIN, enrollment in the CA FTB e-file program is automatic. (Note: any future updates to EFIN registrations are also automatically sent to CA FTB.)

3 EQUIPMENT

This section presents an overview of policies and procedures concerning equipment used in conjunction with the AARP Tax-Aide program.

3.1 Inventory, Naming and Security

3.1.1 TIA

Tax-Aide Inventory Agent program (TIA) must be installed on all AARP Foundation Tax-Aide owned computers. It periodically reports the status of that system to a national database. The data that is reported is the same data as was collected by the standalone Inventory Data Collection (IDC) tool. Since CA2 now participates in the on line electronic inventory system, the IDC tool is no longer used in CA2.

TIA will run very briefly each time the system is started. If a report to the national database is due then TIA will wait until this system is next connected to the Internet and make that report. TIA also checks for TIA program updates and automatically downloads and installs them.

TIA is pre-installed on new computers issued by GraceWorkz and is incorporated in operating system images downloaded from Tax-Aide Tech. If for some reason, an AARP computer does not have TIA installed,

Go to www.taxaideaarp.org/tiadownload.php, click “Download TIA”, save and then run “TIAInst.exe”.

Usage instructions are available on the same site and should be downloaded and saved.

http://www.taxaideaarp.org/tiadownload.php

3.1.2 Inventory

CA2 is now fully integrated in the Online Inventory System (OIS). This system replaced the old spreadsheet based inventory maintained by the TCS. Data for this system originates with the Tax-Aide Inventory Agent program and is updated by district personnel at the end of the tax year.

The Online Inventory System can be accessed via the Volunteer Portal | Inventory System. The system can be searched by Asset Tag, District Number, Status, Manufacturer, Serial Number or Category. New entries can be added and existing entries can be edited. The results of a search can be exported to an Excel® spreadsheet.

Inventory data must be verified and if necessary, updated annually. The deadline for review of the On Line Inventory data is May 31st.

3.1.2.1 Online Inventory System (OIS) User Levels

The OIS has three user levels:

“Level I”– These are Administrator accounts used only by the National Office and GraceWorkz personnel

“Level II” - The state TCS and a designated alternate. These users can view all inventory data for their state, export data, make changes to the data and approve changes made by “Level III” users.

“Leve lIII” - Volunteers with a TC title designation. These users can view all inventory data for their state, export the inventory and submit changes (additions, deletions and modifications) to the data. Level III changes must be approved by one of the Level II users before the change is finalized.

3.1.2.2 Inventory Responsibilities

TCS RESPONSIBILITY

It is the Technology Specialist’s (TCS) responsibility to record, track, and report inventory at the state level. This responsibility rests with the State Coordinator if there is no state TCS. There is no “correct” or “right” way to go about maintaining your state inventory and communicating effectively with the support network of Technology Coordinators at the local level. The following suggestions may be of help:

Brief the Technology Coordinators on the system and make sure they have access and all can log in successfully

Have the TCs review the data in the system against their local inventories and make any necessary corrections, deletions or additions as required

Advise TCs to pay special attention as the equipment is received or taken out of storage for the coming season

Use the “Verified” check box as an affirmative confirmation on the physical presence of individual units.

TC RESPONSIBILITY

It is the Technology Coordinator’s (TC) responsibility to record, track, and report inventory at the district level. This responsibility rests with the District Coordinator if a district does not have a TC.

Coordination and communication between the state TCS and TCs is key to successfully maintaining a state’s inventory.

3.1.2.3 Required Inventory Fields

AssetT ag- AARP issued Asset Tags are required on all laptops, desktops, printers, projectors & scanners

Category - Desktop, Laptop, Printer, or Projector Manufacturer- Generally understood manufacturer ID – i.e. - Dell, Hewlett-Packard, Lenovo,

Brother, etc Model- Manufacturer's model number (E540, B590, P1102W, etc) SerialNumber- Manufacturer's serial number Status- OK, ST, RP Custodian - Name of the Volunteer currently responsible for the equipment. Split State- This is entered automatically by the system

3.1.2.4 Inventory Status Codes

OK- Asset is functioning. ST - Lost or Stolen – stolen equipment should be reported to the police as soon as possible and

the National Office must be notified RP - Replaced by National Office or GraceWorkz (this status code can only be entered by GW) NW - Do not use this code. It will be removed in the near future and should not be used.

3.1.2.5 Personal/Site Owned Equipment

This section should only contain summary counts for the number of Personal and Site pieces of equipment (computers, printers, projectors, scanners) that are used by volunteers in the program. Accounting for “Personal and Site” equipment assists the National Office in determining future equipment needs.

This information will have to be manually collected and entered by the Technical Coordinator.

3.1.3 Computer Naming

All computers in a district should have a unique name and workstation number. Having unique names and workstation numbers facilitates movement of computers between sites. If you are using a local network and a printer server to share a single printer at a site, the server must have a unique name to allow the remaining computers to identify the printer.

AARP computers should have a unique name created from the letter “T” followed by the AARP asset tag number. Computers provided by the IRS depot come with a unique computer name already assigned. If loaner computers do not already have a unique name, coordinate with the owner to assign one.

To assign computer names and workstation numbers, repeat these steps for each computer in the district:

1. Windows 7

a) Click the start icon, click on “Computer” and select “System Properties”.b) Click “Advanced system settings”.

2 Windows 8/8.1

a) On the Start screen, click on “Start”, right click on “This PC” and select “Properties”.b) Click on “Advanced system settings”.

3. Windows 10

a) On the Start screen, click on “Start” and select “File Explorer”b) Right click on “This PC” and select “Properties”.c) Click on “Advanced system settings”.

4. For all windows systems

a) For AARP and loaner computers that do not already have a unique name: Select the “Computer Name” tab. For AARP computers, enter a “T” followed by the AARP tag number. For loaner computers, coordinate with the owner to determine a unique computer name.

b) Select the “Advanced” tab.c) Click the “Environment Variables” button and go to the lower windowd) For personal / loaner computers

Scroll down looking for an item named “workstation” (may be capitalized). If found, coordinate with the computer’s owner before proceeding.

(1) If the computer is used in a network, record the number and insure that it is not used on any other personal / loaner computer or depot computer. If that is not possible, it will be necessary to change the number as described in step (2) below. Warn the owner that this might cause problems when the computer is returned to their network.

(2) If the computer is not used in a network, select the entry and click “Edit”, change the “Variable value” to a unique number from 800 to 899 and click “OK” in the “Edit System Variable” window.

If not found, click “New”, enter “workstation” for the “Variable name”, a unique number from 800 to 899 for the “Variable value” and click “OK” in the “Edit System Variable” window.

Click “OK” in the “Environment Variables” window.f) Click “OK” in the “System Properties” dialog.g) Once this is done, if any changes were made, restart the computer so that the change will take

effect.

Record the computer name and workstation numbers assigned to each computer.

3.1.4 Security

3.1.4.1 Security for AARP and IRS Owned Computers

Security for AARP Foundation and IRS owned computers has many components, the main ones being physical security and virus protection.

Physical security consists of protection of the equipment from loss or theft. During the tax season, equipment can be stored by the individual responsible for the use of the equipment either at a residence or at the tax preparation site. If stored at the site, equipment should be stored in a locked room that is not accessible by the general public. After tax season, all district equipment should be consolidated and stored by a designated individual. Guidelines for storage of e-file equipment can be found in the Equipment Repair, Replacement And Storage Guide. IRS computers are NOT retained by CA2 after the tax season.

Each district/site should establish procedures for storage of their equipment. Computers and other equipment should never be stored in an automobile or any location where they would be visible.

AARP Foundation Tax-Aide requires the use of anti-virus software on all computers used for tax return preparation. IRS computers are shipped with pre-installed anti-virus software. Microsoft Security Essentials (MSE) is the required anti-virus solution on all AARP purchased computers. It is pre-installed on all computers issued by Tax-Aide and is incorporated in Windows 7 operating images downloaded from Tax-Aide Tech. For Windows 8.1 and Windows 10, Microsoft Security Essentials was replaced by Windows Defender.

1 Windows 7

Microsoft Security Essentials for Windows 7 can be downloaded from http://windows.microsoft.com/en-us/windows/security-essentials-download?os=win7&src=ia&iaaid=50005300&ialnk=step

2 Windows 8.1

Windows Defender is a component of Windows 8.1.

3 Windows 10

Windows Defender is a component of Windows 10.

A new policy this year prohibits personal use of AARP Foundation owned computers during tax season and requires that they be reimaged with a Tax-Aide provided image if used for personal use outside of tax season. See paragraphs 8.1.11 and 8.1.11 of the AARP Tax-Aide Policy and Procedures Manual.

3.1.4.2 Security for Personal and Site Owned Computers

AARP policy requires that personal, site owned and loaner wireless computers be scanned for viruses and malware and registered at http://www.taxaideaarp.org/main/secure_scan/homeorig.htm before they can be used for tax preparation using a wireless network.

http://www.taxaideaarp.org/main/secure_scan/homeorig.htm

http://windows.microsoft.com/en-us/windows/security-essentials-download?os=win7&src=ia&iaaid=50005300&ialnk=step

http://windows.microsoft.com/en-us/windows/security-essentials-download?os=win7&src=ia&iaaid=50005300&ialnk=step

The procedure for registration requires:

Providing a screen shot to verify that the computer has a current anti-virus program and has passed an anti-virus scan

Insure that security sensitive programs have their current versions and latest updates installed

The first requirement can be met with Microsoft Security Essentials, Windows Defender, Norton, McAfee or any other anti-virus/malware product that is up-to-date with regard to its definitions.

The second requirement uses Flexera Software Personal Software Inspector (Secunia PSI) which must be downloaded and run on the computer. Secunia PSI 3.0 can be downloaded from http://www.flexerasoftware.com/enterprise/products/software-vulnerability-management/personal-software-inspector/.

Detailed instructions for this procedure can be found in Wireless TWO Computer Security Scanning Guide. Scanning is not required for AARP owned or IRS loaner computers or for computers that will be attached via a wired LAN.

3.1.4.3 Security for Other Equipment

Flash drives or external hard drives containing taxpayer data require the same physical security as the computers themselves.

Other equipment, printers, routers, switches, etc. need protection against damage or theft.

3.1.4.4 Loss or theft

Loss or theft of computers, removable storage media (flash drive, floppy disk, CD) and papers with taxpayer data must be reported immediately.

1. Inform your volunteer supervisor (LC or DC) about the situation2. Call 1-800-424-2277, ext 36021 or ext 36027 (during business hours), or 1-202-434-6021/6027 (after

hours), immediately (within 24 hours) if ANY computer containing taxpayer data is lost or stolen.3. If the loss is the result of theft, call the local police to report the theft as soon as you realize what has

happened.

If a computer without taxpayer data is lost or stolen, the state TCS must be notified. Tell your supervisor so he or she can get the information to the TCS. If your supervisor is unavailable, call 1-800-424-2277 ext 36021 or 36027 (during business hours), or 1-202-434-6021/6027 (after hours), and AARP Tax-Aide staff will make sure the appropriate notification is made.

3.1.4.5 Password Protection

AARP policy requires that the operating systems of all computers must be password-protected and that passwords be changed annually. IRS Loaner computers come with a password installed that meets these requirements. Many sites use the IRS password for AARP Tax-Aide owned computers also. If you do not know the current IRS password, contact your TCS. See Paragraph 8.1.3 of the AARP Foundation Tax-Aide Policy and Procedure Manual for password guidelines if you will be creating your own passwords.

The password requirement applies to personal and site owned computers also.

Bob, 07/31/16,

Check for name change

http://www.flexerasoftware.com/enterprise/products/software-vulnerability-management/personal-software-inspector/

http://www.flexerasoftware.com/enterprise/products/software-vulnerability-management/personal-software-inspector/

3.1.4.6 Taxpayer Document Security

AARP Tax-Aide policy requires that ALL taxpayer documents be returned to the taxpayer before they leave the site. An exception to this policy allows retention of forms 8453 and supporting documents that will be mailed to the IRS.

To reduce the need to submit paper copies of taxpayer support documents, TaxSlayer Pro Online permits attachment of scanned documents to the e-file. When taxpayer documents are scanned, they must be stored in an encrypted folder, either on the computer or on an encrypted flash drive.

Windows 7 Pro, 8.1 Pro and 10 Pro have provisions for creation of encrypted folders. When using Windows 7 Pro, this folder cannot be on a removable drive. Accordingly it should be on the network server and shared with other computers on the network.

The Home/Core versions of these operating systems DO NOT have this capability and computers with these operating systems cannot be used to store scanned taxpayer documents.

Apple computers also have the capability to create secure storage.

See section 5 for information about encryption software for laptop and desktop computers.

Documents should be retrained on the computer only until the e-file has been accepted by the IRS and the FTB. Once the e-file has been accepted, the documents must be completely deleted, not just moved to the Recycle Bin.

If a site does not have the ability to scan documents for attachment, they may retain two copies of form 8453 as well as two copies of the taxpayer document until they can be mailed. The site and the site ERO must insure the physical security of the documents.

3.2 Equipment Donations to CA2

Refer to Section 12 of the 2016-2017 Policy Manual Version 2.0, for specifics on donated equipment.

3.3 Tier 2 Field Service Support

Effective tax year 2015, support and technical assistance for issues relating to hardware, software and networking will no longer be provided by the AARP Foundation Tax-Aide National Office. Instead, GraceWorkz will be the lead vendor and a third party vender will now provide this support. All requests for technical assistance for the issues will go through GraceWorkz. This support will be available from October until April 30th each year.

The National Office and/or National Technology Committee (NTC) will still be providing support for all other issues including.

Images issues, questions, concerns. TIA issues, questions, concerns. Online Inventory System access. Hot spot questions or issure. TaxWise technical administrative issues and support.

Bob, 10/12/16,

There is currently some discussion about dropping the requirement to mail copies of certain taxpayer forms to the IRS at Austin. If it is dropped, references to form 8453 will be removed and the appropriate sections will be rewritten.

AARP Foundation Tax-Aide programmatic technical administrative issues and support.

See Tier 2 Field Service Support available on OneSupport Help Center for details on the use of this program.

3.4 AARP Computer and Printer Repair

All computer and printer repair is handled through GraceWorkz. All eligible equipment needs to be re-paired before the end of the season. Repair procedures are outlined in the “Equipment Repair, Replace-ment and Storage Guide”. Only laptops and desktops purchased by or donated to AARP Foundation Tax-Aide and marked as “OK” (working) on the last submitted inventory will be eligible for GraceWorkz re-pair or replacement. Donated equipment must be on the inventory for one year to be eligible.

IRS owned, personally owned and site/sponsor owned equipment are not covered by the GraceWorkz contract.

Computer and printer repair/replace through GraceWorkz starts in October, exact date to be announced, and ends at the end of April.

3.5 IRS Laptops

Refer to IRS Pub 4473, IRS Computer Loan Program Welcome Package which was packed with the computers and IRS Pub 4396-A.

3.5.1 Ordering

IRS laptops are distributed by the IRS depot in Holtsville, New York. Refer to “Contacts” on Page 3. They are shipped directly to the contact name/address on the order form

IRS laptops are ordered using a consolidated spreadsheet, which is submitted for CA2 by the TCS. District orders should be submitted to the TCS using the same spreadsheet by the end of June see paragraph 1.2. Accuracy is essential to ensure timely delivery.

Split State (CA2) Was this person loaned equipment last year? (Y/N) SPEC Territory – completed by TCS Contact First Name – (Ship to) Contact Last Name Contact Phone Contact Email Street Address, Line 1 (P O Box is NOT acceptable as shipments are made via UPS) Street Address, Line 2 City State Zipcode Laptops Ordered Week to Ship 1st choice Week to ship 2nd choice Week to ship 3rd choice Comments

3.5.2 Shipment

Once each order has been approved, the contact person should:

Be advised by the local IRS SPEC office via US Mail of the number of units to be shipped Receive an automated phone call from UPS the day before delivery.

Each laptop should come with:

A power supply Windows 7 Professional operating system loaded The prior year’s end-of-year federal (but not state) TaxWise loaded An external mouse A carrying bag Publication 4390 (Important Information – Read First) Publication 4473 (IRS Equipment Loan Program Welcome Package) Instructions on activating the Windows 7 operating system on your computer A packing list for each set of units in a package A Cat V Ethernet cable

Unpack the units and make sure they work before proceeding further, at a minimum insure that:

The battery will store a charge (battery should be charged for 24 hours before attempting anything else)

The case and display are not cracked or otherwise damaged The display is legible

Check the information on the packing list against the units:

Make any necessary changes to the document When you receive your Property Loan Agreement from the SPEC office, check it against the

items received, sign and return in the envelope provided.

Save the packing materials, as they will be needed to return the units to the depot.

If any unit fails to operate, immediately report the problem via e-mail ([email protected]) to the Enterprise Service Desk to obtain a replacement (see paragraph 3.5.6).

3.5.3 Logon to IRS Laptops

The logon procedure and passwords for IRS laptops are described in the cover letter received from Oakland SPEC. If you do not receive a loan agreement or cover letter, contact the IRS Oakland SPEC equipment manager, see Contacts, page 3.

Three consecutive log-on failures will put the computer in a slowdown mode. A successful log-on resets the failure counter to zero and the next time you go to log-in you’ll have the same opportunity to log-in three times before entering slowdown mode. The new security system won’t cumulatively track your unsuccessful log-ins.


The best procedure is to train users to call for help after two consecutive failures to log in.

3.5.4 Activating and Updating IRS Laptops

3.5.4.1 Activation

The username and password needed for log on are included in the instruction letter received from IRS SPEC in Oakland. Instructions for log on and activation will be in the documentation received with the computer.

After your first logon, YOU MUST ACTIVATE WINDOWS 7 ON YOUR LAPTOP, using one of the two methods described below. Please note that the Windows 7 Product Activation Key will already be loaded onto the laptop, so you do not need to input it.

If you choose not to activate Windows, the Operating System will go into what is called Reduced Functional mode. Meaning, certain functionality will be disabled.

1. VITA Logon Instructions

a. Turn on computerb. At the U.S. Government screen: Press CTRL-ALT-DELc. Logon: Enter the User Name you received from your SPEC Relationship Manager (first en-

try point). d. <TAB>e. Enter the password you received from your SPEC Relationship Manager (first entry point).f. <ENTER>g. At the Windows screen: Press CTRL-ALT-DELh. At the ‘This is a US Government system’ screen: Click OK or press ENTERi. Windows Logon: Enter the User Name you received from your SPEC Relationship Manager

(second entry point).j. <TAB>k. Enter the password you received from your SPEC Relationship Manager (second entry point).l. <ENTER>

2. Activating Windows 7 Online Using the Internet

a. After logging on, Windows tries to detect an Internet connection. If one is found, you can activate online.

b. Click the Start Button, go to the Control Panel screen, then select the System and Security menu item and select the System control panel view.

c. Scroll down to Windows Activation section. If it states ‘Windows is activated,’ no further steps are needed.

d. At ‘Activate Windows Now’ click Activate Online.e. This screen displays the message to the user about the product key that is being verified. If

the activation can connect to Microsoft via the internet connection and manages to validate

the product key without any problem, you will be redirected to the last screen of the Windows Activation wizard.

f. Click CLOSE and you are ready to use Windows 7.g. It is stated that your copy of Windows is verified. With a valid copy of Windows 7, you are

eligible to receive all available updates and product support from Microsoft.

3. Activating Windows 7 Offline Using the Telephone

a. Click the Start Button, go to the Control Panel screen, then select the System and Security menu item and select the System control panel view.

b. Scroll down to Windows Activation section. If it states ‘Windows is activated,’ no further steps are needed.

c. At ‘Activate Windows Now’ click Show me other ways to activated. Click Use the automated phone systeme. Select United States and click Nextf. Dial the toll free number shown on the screen.g. Choose Microsoft product Windows 7 on the phone.h. Follow the phone system instructions to enter or speak the Installation ID numbers shown on

the screen.i. Enter the Confirmation ID numbers given by the phone system in the boxes on the screen.

There is an option to repeat the numbers to make sure they are correct.j. Click Nextk. Screen will say Activation was successful

3.5.4.2 Updating

As shipped, IRS laptops will require updating before use. See “IRS Laptop Tune-Up Guide”, for detailed instructions.

3.5.5 TaxSlayer Pro Desktop

At this time, it appears that IRS laptop computers will ship with a copy of TaxSlayer Pro Desktop installed. Since AARP Tax-Aide will not be using that software for tax year 2016, it should be removed to prevent accidental use.

3.5.6 Problem reporting/replacement

When there is a problem with a loaned unit, report this by email (NOT telephone) to [email protected], including the following in the email:

Subject line must start with VITA/TCE and include a short description of the problem Statement that the ticket is to be assigned to the “NEA-VITA group” Your name, address and telephone number Original recipient’s name Barcode(s) and serial number(s) of the laptop(s) Best time to call and/or easiest method for communicating (if other than telephone) Complete description of problem


The recent procedure has been for the service desk to call you to verify the problem. Once they have done that, the replacement unit will be shipped via UPS, so that you have it in your possession in a day or two after the request. Use the packing materials received with the replacement to return the defective unit, which MUST be done as soon as possible.

3.5.7 Equipment return

Pre-paid shipping labels for the return of the equipment are included with the original shipment. If they were not or if they were lost, email the depot to obtain them

Refer to IRS Pub 4473 for return instructions.

The original packing materials should be used to return the units to the depot; however replacements can be requested by email if the originals are no longer usable. Incidental expenses related to the return shipment (i.e. packing tape, etc) are a category “S” expense.

Make note of the serial number & asset tag of the units included in each package, and then indicate the UPS tracking number of the package. Check the UPS.COM site to verify that the IRS has signed for the package and keep this information for at least six months after the shipment was received.

3.6 CA2 printers/switches/routers/cables/wireless cards

It is highly recommended that all sites in a district use the same printer model. This facilitates swapping units and allows procurement of a single type of toner cartridge. Section 3.8 provides details for ordering toner.

You need to ensure that you have a printer for each site (or shared between sites when feasible) and the necessary items (cables, switches, wireless cards, etc.) to connect the computers to the printer. With many new laptops and printers having only USB connection, the appropriate connectivity for sharing a printer is either

1. An Ethernet based wired network or 2. A wireless network

See sections 9 and 10 for information about networking and printer setup.

3.7 IRS printers/switches/cables

These are provided on a seasonal loan basis by the IRS Oakland SPEC, however CA2 volunteers may store the units locally between seasons to save “wear and tear” on the equipment as well as eliminate shipping costs.

Currently CA2 does not have any printers on loan from the IRS.

3.7.1 Ordering

The TCS will ask you for your district’s seasonal requirements (net of any CA2 owned or locally stored IRS units) in early third quarter, using the following spreadsheet format:

District name Site – if to be shared, enter Various Contact person’s name and phone number Number of printers (each includes one printer cable) Model desired – although there is no guarantee that this can be honored To be shared between sites – choices Yes or No Number of power strips Desired pickup Comments – this is where any comments about USB cables and/or switches should be included

3.7.2 Delivery/return and certification

For IRS equipment other than laptops, you will generally need to make contact directly with the IRS Oakland SPEC regarding delivery/pickup of the equipment, replacement of defective units during the season and return of the units at the end of the season – see “Contacts” on Page 3.

Any IRS loaner printers that are locally stored by CA2 volunteers require an annual “certification” at the end of the season – this is accomplished by emailing the Oakland IRS SPEC contact the bar code(s) of the units. In turn, the contact will acknowledge “permission” for the unit(s) to be locally stored.

3.8 Expendable supplies (Consumables Program)

AARP National has a contract for purchase of selected consumables through GraceWorkz. These include lamps/bulbs for projectors and print cartridges and drums for printers. The list of available items can be downloaded from OneSupport Help Center. Edison Paw, [email protected], has been designated as the CA2 primary point of contact for ordering GraceWorkz consumables. Eric Lutz, [email protected] will be the secondary contract. They would appreciate it if each district will appoint a single individual to handle ordering for that district.

Consumables can be ordered starting the first week of September.

If you need toner which is not available from that source, it should be purchased locally. Very often a website, such as tonerpirate.com will offer the lowest price. Expenses for the purchase of items not available from GraceWorkz are reimbursable, see paragraph 1.3.

4 COMPUTER OPERATING SYSTEMS

Refer to “Operating System and Browser Policy” for details on allowable operating systems.

4.1 Operating Systems

TaxSlayer Pro Online is compatible with the following operating systems:

4.1.1 Windows PC Based Systems

Windows Vista Windows 7 Windows 8/8.1 Windows 10

Bob, 10/12/16,

If Eric will not be secondary this year name of a replacement.



4.1.2 Macintosh Based Systems

Leopard Snow Leopard Etc.

4.1.3 Linux Based Systems

Ubuntu Android Etc.

4.2 Web Browsers

TaxSlayer Pro Online supports all major web browsers including

Internet Explorer versions 10.0 or higher Google Chrome 39 or higher Mozilla Firefox versions 33 or higher Apple Safari, Opera, and more…

4.3 Restrictions on Operating Systems

Microsoft has ended support for Windows 95, 98, ME and XP. AARP Tax-Aide has stated that these operating systems are not to be used for tax preparation, either on AARP owned computer, personal computers or site owned computers. AARP owned computers with these operating systems are to be upgraded to either Window 7 or Windows 10. If personal computers or site owned computers cannot be upgraded, they are not to be used.

4.4 Upgrades

Any AARP owned computers running Windows 8 should be upgraded to Windows 8.1. If the owner is agreeable, have them upgrade personal and site-provided computers. This is a free upgrade from Microsoft.

Free upgrades to Windows 10 expired on July 29, 2016.

AARP TaxAide Tech provides downloadable operating system upgrades for Windows 7 Pro and Windows 10 Pro. These files are available at http://www.taxaideaarp.org/main/home.htm. Depending on the product key currently installed, updating may use the donated product key or may require entry of the installed product key.

To determine product key available for AARP computers:

Go to http://036dbf2.netsolhost.com/TIADnload/CombinedQuery Search for the computer by either Serial Number or Asset Tag

The product key status for the computer will be in the text returned for the computer.

http://036dbf2.netsolhost.com/TIADnload/CombinedQuery

http://www.taxaideaarp.org/main/home.htm

Updating Windows 8 Pro requires use of the installed Windows 8 Professional key. Updating Windows 7 Home, Windows 8 Core or Windows 10 Home requires that you have the appropriate Pro license key. Windows 10 license keys can be purchased from Tech Soup.

4.5 Password Timeout

The version of Windows 7 Pro and Windows 10 Pro currently available from TaxAide Tech are set to require a new password after 365 days. It is also set to remember 10 passwords. If desired, both of these can be changed as follows:

1. Click “Start”2. In the search box, type “Local Security Policy” <ENTER>.3. Right click “Local Security Policy” and click “Run as administrator”.4. In the left pane, select “Account Policies”5. In the left pane, select “Password Policy”6. Change the values for “Enforce password history” and “Maximum password age” as desired.7. Close the “Local Security Policy” dialog

AARP policy requires that passwords be changed every year. Setting “Maximum password age” to a value greater than 365 allows you to do that while removing the nag should the value expire. Setting “Enforce password history” to 0 allows reuse of passwords if desired.

5 ENCRYPTION ON DESKTOP/LAPTOP COMPUTERS

Source Forge ended the development of TrueCrypt in May, 2014 when Microsoft terminated support of Windows XP. TrueCrypt can no longer be used to provide encrypted storage for taxpayer documents.

Although TrueCrypt can no longer be used to provide encrypted storage for taxpayer data, the TrueCrypt installation utility can be used to create a shared traveler drive since it automatically shares the “P” drive for networking. This can also be done by manually sharing the root of a traveler drive to share an encrypted folder located on the “c:” drive to share scanned taxpayer documents.

Although not officially approved by AARP, VeraCrypt is a shareware encryption program created by IDRIX and available through CodePlex, https://veracrypt.codeplex.com/ or Source Forge, http://sourceforge.net/. 6 TAXSLAYER PRO ONLINE SOFTWARE

TaxSlayer Pro Online is produced by TaxSlayer LLC and is used under a license between TaxSlayer LLC and the IRS. One copy is ordered for each approved/active EFIN. The IRS expects to see a certain level of e-file productivity (currently the target is production of 50 e-returns per year per EFIN).

Each physical site must have a unique EFIN, see Section 2 for details on obtaining an EFIN. The only current exceptions are the following, in which case sites can share an EFIN:

The site serves as a main site but offers services to taxpayers in underserved communities on an ad-hoc basis (Previously referred to as an Exception 1 site)

The site serves as a main site but offers services at a special event (e.g., EITC Day, Super Saturday, etc.) (Previously referred to as an Exception 2 site)

http://sourceforge.net/

https://veracrypt.codeplex.com/

If a site produced fewer than 50 returns during the prior season, a waiver submitted by the State Coordinator will be needed to obtain software for the next season. In this case, the statement must indicate why the site fell below the number (i.e. rural location, few clients) and/or why the site expects to produce more than 50 returns during the coming season.

If a site does not produce an appropriate volume of e-filed returns during a season, the IRS may cancel the EFIN – therefore counselors, EROs and local coordinators should be reminded that using TaxSlayer Pro Online to prepare returns that are filed on paper should be the exception, as those do not count toward the productivity requirement.

6.1 Ordering Software for TaxSlayer Pro Online

Normally the TCS would submit a consolidated order for CA2 in early October. District TCs should submit their orders to the TCS by mid-September. This year he wants to delay ordering software since it will not be needed for training until November. Only order software for sites that you are sure will be open. If necessary a second order can be submitted as late as January 31st.

Prior to submission, each TC will be asked for the following information for each EFIN/site. SPEC has not determined the exact format of the order form yet.

SIDN In the format S7305xxxx, see paragraph 2.2 for instructions on how to obtain.

EFIN Site EFIN, see Section 2 for instructions on how to obtain. Leave blank for ad-hoc and special event sites

Transmitting EFIN Site EFIN (EFIN of transmitting site for Ad-hoc and Special Event site)

MasterParent EFIN See paragraph 6.3 Software type TSO (TaxSlayer Pro Online ONLY. AARP Tax-Aide will not

use TaxSlayer Desktop for tax year 2016.) Site Name Name of site Site Address Address Street address of site Contact Name of the person to whom the software will be shipped Shipping Address Street address of contact person. PO Box cannot be used City City of residence of contact person State State of residence of contact person ZIP ZIP code of contact person Email Email address of contact person

6.2 Ad-hoc and Special Event Sites

Each Ad-hoc and special event site must have a unique SIDN. On the order, main sites will show an SIDN, an EFIN and a Transmitting EFIN. Ad-hoc/special event sites will show their unique SIDN and the Transmitting EFIN of the associated main site. They do not have an assigned EFIN. That position remains blank.

6.3 Master/Parent and Child Sites

Bob, 10/06/16,

There was an announcement in October that the use of a separate SIDN for Ad-hoc and Special Event sites might not be required. If that becomes official, there will be no need to include them in the software order and this entry might go away.

To simplify tax season setup, a district should use master/parent and child sites. Designate one site in the district as the master/parent and all other sites as children. Doing this allows a single site to share security templates, custom questions, taxpayer profiles, print sets and return tags with other EFINs in the district.

Select one district EFIN as the master and enter this EFIN as the master/parent EFIN for the remaining EFINs in the district.

Note: TaxSlayer Pro Online does not support chained EFINs. You can specify a parent – child relationship but not a grandparent – parent – child relationship.

6.4 National/Split State Parent/Child EFIN

The NTC has decided that the profiles and print sets that will be delivered in the TSO software will not require further National level customization.

CA2will not provide sharable templates and profiles. This document serves as the base for master sites in CA2. District Coordinators, Technical Coordinators and Local Coordinators will be responsible for site setup within their district. Remember, you can create a district master site and share many items with the child sites. See paragraphs 6.3 and 7.6.2.

6.5 Software Swaps

New for tax year 2016, software can be swapped to a site other than the site for which it was ordered.

For example, software that was ordered for Site A can be swapped to Site B if it is discovered that Site A will not be open this season and software for Site B has not been ordered. The swap must be recorded by SPEC before Feb 10, 2017.

6.6 TaxSlayer Pro Online Shipment

The individual designated in the software order will receive logon information sometime in mid to late November. If ordered after October, it should arrive two to three weeks after the order is submitted.

6.7 Desktop Software Shipment

TaxSlayer Pro Desktop will not be available to AARP Tax-Aide sites.

7 TAXSLAYER PRO ONLINE

7.1 System Requirements for TaxSlayer Pro Online

Refer to IRS Pub 4396-A for full details concerning system requirements.

Computers being used for TaxSlayer Pro Online must have a firewall installed, configured and running, as well as anti-virus software. In addition, specific security settings are required when any real taxpayer returns are prepared for printing using TaxSlayer Pro Online. These settings are described in paragraph 7.1.2.1.

Bob, 10/12/16,

Current IRS references are for TaxWise. Will update this section when they are updated.

Bob, 10/06/16,

This paragraph will be updated when I have definite information on TaxSlayer shipping procedure

7.1.1 Site Internet Access

You need reliable broadband Internet access to use TaxSlayer Pro Online. This can be either a wired connection to the site’s internet access point, a connection to the site’s wireless connection or a Hotspot connection. See paragraph 9.1.2 for restrictions on the use of a site’s wireless connection.

If your site has a wired internet connection, it is recommended that you use a router, wired or wireless to establish a secure Local Access Network for your equipment.

The site may be able to provide you with wired access to the internet from the room where you do tax returns. Just ask! You may be surprised and find that they can hook you up; it’s not that difficult. You can use a router to connect multiple computers and a printer for tax returns.

If your facility does not have Internet access available, AARP has a limited number of mobile phone based wireless access points (Hot Spots) available. Contact your TCS for more information.

For details about networking computers (wireless or wired) and configuration of routers go to section 9.

7.1.2 Browser Settings

7.1.2.1 Required Browser Settings

TaxSlayer Pro Online will work with Internet Explorer versions 10.0 or higher, Google Chrome version 39 or higher, Apple Safari and Opera. TaxSlayer LLC does not recommend the use of Mozilla Firefox because of security concerns. Google Chrome is the recommended browser for TaxSlayer.

The following settings are required in Internet Explorer. Other browsers should have similar settings.

Delete browser history on exit Enabled Security Level:- Medium JavaScript:- enabled Download Files: - enabled Popup blocker: disable SSL 3.0 disable TLS 1.0 enable TLS 1.1 enable TLS 1.2 enable AutoComplete for forms disable AutoComplete for user names and passwords disable

The Chrome browser default setting will prompt you to save the file when printing a return. To enable printing without having to save it on your computer

1. Open the Chrome browser2. Click on the “Customize and control Google Chrome” icon3. Select “More tools” > “Extensions”4. Click the “Enable” check box for “PDF Viewer”

Chrome will now display the return in its PDF viewer allowing you to print it without first saving it to your computer.

7.1.2.2 Set Browser Favorites

The URL for TaxSlayer Pro Online should be set as a favorite in Internet Explorer or as a bookmark in Chrome. Alternately, desktop icons can be created to link to the website. The following descriptions are for Windows computers. Procedures for Apple computers will be similar.

Add to favorites in IE

1. Open Internet Explorer2. Type https://twonline.taxwise.com in the address line3. Select “Favorites” on the menu4. Select “Add to Favorites”5. Click “Add”6. Select “Favorites” on the menu7. Select “Add to Favorites bar”8. If desired, you can change the name for the favorite before clicking “Add” to something like

“TaxSlayer Current Year” so that the entry better reflects that this is the version for the current year.

Create a bookmark in Chrome

1. Open Google Chrome2. Type https://twonline.taxwise.com in the address bar of the web browser3. Click the icon at the end of the address bar4. In the “Bookmark” dialog

a) Enter a name for the bookmark. “TaxSlayer Pro Online” is recommendedb) Select “Bookmarks bar” for the destination folder

5. Click “Done”

Add desktop icon

1. Select the desired browser, Internet Explorer or Chrome, as the default browser.2. Right click on the Windows desktop3. Select “New / Shortcut”4. In the “Create Shortcut” dialog type https://twonline.taxwise.com/User/Login.aspx?ReturnUrl=%2f5. Click “Next”6. Change the name for the shortcut to “TaxSlayer Pro Online” or something similar and click “Finish”7. Test the new icon by right clicking and clicking “OK” to insure that it opens the correct version of

TaxSlayer Pro Online.

The TaxSlayer Pro Online entry point will have links to the current year and to three previous years. There is no need to create separate favorites or icons for these.

7.1.3 Connection Speed

TaxSlayer Pro Online requires a high speed internet connection. Unlike TaxWise, TaxSlayer only updates on command, reducing the absolute speed requirement. They do not specify a minimum speed however,

Bob, 10/12/16,

This section was written for TaxWise. As soon as TaxSlayer production is available, it will be rewritten.

https://twonline.taxwise.com/User/Login.aspx?ReturnUrl=%2F

https://twonline.taxwise.com/

https://twonline.taxwise.com/

common sense would indicate that it should be in the megabits per second range for acceptable performance when multiple computers are using a single connection.

7.2 Using TaxSlayer Pro Online for Training

A version of TaxSlayer Pro Online is available at https://vita.taxslayerpro.com/IRSTraining/en/Account/Access. This software replaces the 2015 IRS Practice Lab implemented with TaxWise. Currently this software is a modified version of the 2015 TaxSlayer Pro Online. The 2016 software will be added sometime in mid to late November. This will be the only version of the software available for training. The Practice Lab will also be used for certification testing. Unlike TaxWise, there will be no separate “training” version of the production software. Instructions for accessing this software can be found in “Using the Practice Lab’ available on the OneSupport Help Center.

There are multiple options for the use of this software.

1. Each user can create a Practice Lab account for their use. These accounts will require that the user provide a unique email address and user name.

2. Instructors can create training accounts for students.

The email account can be a temporary account created on one of the free email sites or even an email address the does not actually exist.

User names in Practice Lab can be in any form that generates a unique name. Some recommendations are to include a site identifier in the name, a sequence number that can be incremented and possibly the word train to indicate that the name is for use on Practice Lab.

Finally, passwords can be unique to each user or all uses on a site can share a common password.

Practice Lab accounts cannot be accessed by anyone other than the user. This means that instructors cannot access a student’s account unless they know the user name and password of that student. If option 2 above is use to create accounts, the instructor will have a master list of all created user names and passwords and can access any account as needed.

Additional information on creating accounts in Practice Lab can be found in “Practice Lab Accounts for Training” available on OneSupport Help Center.

Finally, detailed information about using the Practice lab can be found in “Preparing A Return in Practice Lab” which can be downloaded from OneSupport.

7.3 TaxSlayer Pro Online Security

AARP policy also requires that all tax software accounts must be password-protected also. See paragraph 7.5 for details about passwords for use with TaxSlayer Pro Online.

All taxpayer data in a return is stored on the TaxSlayer LLC servers, not on the host computer. There is a problem with the Chrome browser when printing a return. By default, the browser will ask for a location to save the file instead of opening it. This can be corrected by enabling Chrome’s PDF viewer:

Open the Google Chrome browser

https://vita.taxslayerpro.com/IRSTraining/en/Account/Access

Open “Customize and control Google Chrome”Select “Settings”Select “Extensions”Enable “PDF Viewer”

This problem has not been observed in any other browser.

Since TaxSlayer Pro Online does not store data on the host computer, there is no requirement for encryption software for taxpayer files.

Documents containing taxpayer data that are scanned for attachment to the e-file must be stored in an encrypted folder. See paragraph 3.1.4.6.

7.4 TaxSlayer Pro Online User Names

User names for use in Practice Lab are discussed in paragraph 7.2. This paragraph discusses user names for TaxSlayer Pro Online production.

When using TaxSlayer Pro Online, each user must have a unique user name and password. The user name must be unique across the entire TaxSlayer Pro Online platform. It is assigned to the site in which it was created and cannot be used at other sites. In addition, it cannot be the same user name that was used in Practice Lab. Counselors working at multiple sites must have multiple user names, one for each site.

Once created in TaxSlayer Pro Online, user names cannot be removed. They can be moved from Active to Inactive, but they cannot be removed. Use care when selecting user names. Some recommendations for user names are:

For production:

First name combined with first initial of last name combined with a unique site identifier. First initial of first name combined with last name combined with a unique site identifier. First name and last name separated by a period combined with a unique site identifier.

An example of a user name that would be unique is ACounselor50207 where 50207 is the last five digits of the site ID.

7.5 TaxSlayer Pro Online Passwords

Passwords used in TaxSlayer Pro Online must meet the following requirements:

1. Must be unique per user at a site2. Must contain at least 8 alphanumeric characters3. May not contain special characters4. Cannot contain login ID5. Cannot be a previous password6. Passwords are case sensitive7. Must be changed every 90 days8. A user can use the same password at multiple sites.

Bob, 10/06/16,

TaxSlayer has mentioned that special characters will be allowed. Will update if this happens

7.5.1 Initial Passwords

Initial passwords are assigned by the ADMIN user as part of the site setup. Each counselor will be required change their password the first time they log on to TaxSlayer Pro Online. Passwords expire and must be changed every 90 days. TaxSlayer Pro Online will prompt users to change passwords when they expire.

7.5.2 Password Security

In no case should the logons and associated passwords be affixed to the computer or included in the carrying case – provide them to each counselor and the local coordinator, who should carry them separately from the unit (a suggested method is to store them in their name tag case out of view from the clients).

7.6 Configuring TaxSlayer Pro Online for a Site

Since TaxSlayer Pro Online actually resides on servers at TaxSlayer LLC, it does not require physical installation on the local computer. What is required is configuration of the browser and the TaxSlayer Pro Online software for your site and users.

TaxSlayer Pro Online requires that you configure settings each year. You can set up your site and edit, or delete information for the ERO and preparers. Several items in configuration carry to tax returns so that you only have to enter this information once. This includes items such as the site information.

At a minimum, the steps in paragraphs 7.6.1, 7.6.2, 7.6.3 and 7.8 must be completed for each site. If the sites were set up as Master/Parent and Child, see paragraph 6.1, the steps in paragraphs 7.6.4.2, 7.6.5.3, 7.6.6 and 7.6.7 can be completed in the Master/Parent site and then shared to the Subscriber sites before they are set up. Otherwise, those steps will also have to be performed for each site.

7.6.1 First Time Log On as Admin User

TaxSlayer LLC provides a site specific user name, password and security code to the individual specified in the software order as part of the distribution of the software.

For the initial log on to TaxSlayer Pro Online:

1. Open the browser2. Navigate to TaxSlayer Pro Online3. Enter the User Name you received from TaxSlayer Pro Online4. Enter the password you received from TaxSlayer Pro Online5. Enter the security code you received from TaxSlayer Pro Online6. Click the Login button.7. You will be prompted to enter a new password, see paragraph 7.5

Once the password has been created, TaxSlayer Pro Online will display the Login Page again.

1. Enter your user name2. Enter the new password.3. Enter the security code4. Click Login

7.6.2 Setting up Your Site

Note: In the following sections, the term Administrator is used to mean anyone with the privileges defined for an “Administrator” in the predefined security templates, see paragraph 7.6.4.1.

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Office setup4. TaxSlayer Pro Online populated several fields on the Office Setup page based on information in

the software order, review and update as follows:a. Office Name, change if necessaryb. Selected Bank, ignore, this is for commercial use onlyc. Sales Tax Percentage, ignore, this is for commercial use onlyd. SIDN, do not change unless original order was incorrecte. Login Security Code, change before adding preparersf. Date to show on printed return, leave set to Current Dateg. Signature On Form 8879, set to ERO Name Only so that ERO Name will print in Paid

Preparer section of 1040h. Optionally check Print Firm Information on Cover Pagei. Make sure that Disable Third Party Designee Prefill is checked. Preparer can still add info

when return is prepared if needed.j. Make sure that Offer 8888 is checked. Otherwise the option to split refunds will not be

available.k. Make sure that Display Summary using 1040 View is checkedl. Make sure that Always Print Schedule A is checked

5. Scroll to the Office addresses and Office Phones section6. Verify prefilled Office Address and Office Phone information. Update if necessary. It should not

be necessary to add a second address or phone number.7. When you have finished reviewing and adding office information, click Continue

Note: If an Ad-hoc site uses a main site’s EFIN to submit returns, it will be necessary to edit the Office Name, SIDN, Office Address and Office Phone before the software is used at the Ad-hoc site and again before it is reused at the main site.

7.6.3 Setting up EROs

After you set up your site’s information, you need to set up EROs. To do so, use the following steps:

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select ERO Setup4. Click Edit to modify an existing Ero Name. Click Add if there is no existing Ero displayed.5. Change Ero Name to “AARP Foundation Tax Aide”6. Verify the prepopulated EFIN or add if necessary7. When editing the ERO name, do not enter info in the EIN box or select the Self-Employed check

box. These are for commercial use only.8. Insure that Default is checked and Status set to Active9. When finished, click Return

Bob, 10/08/16,

Requirements for Ad-hoc sites are under discussion. There is a possibility that the requirement for a unique SIDN for the site will be dropped. In that case, work at the Ad-hoc site can be done without modifying the main site setup. This section will be updated when a final decision has been made.

7.6.4 Setting up Security Templates

TaxSlayer Pro Online, uses security templates to set the permissions for preparers. TaxSlayer Pro Online provides six predefined templates. You can use these predefined templates or you can create your own templates as needed.

In TaxSlayer Pro Online you can only assign a single security template to a user. This can cause problems since the Administrator cannot create a new return, the Super User cannot delete returns, manage users or reset user passwords and the Return Preparer cannot submit an e-file. This means that if a site wants to use the predefined templates, some users will have to have multiple user IDs and passwords to accommodate multiple templates.

See paragraph 7.6.4.2 for information on creating customized security templates to solve these problems.

7.6.4.1 Predefined Security Templates

The predefined templates provide the following actions to preparers:

Administrator SuperUser

ReturnPreparer

Interviewer Reviewer e-fileManager

Selects Mark as Ready to e-file check box

X X X

Submit e-file X X XView acknowledgments

X X

Move returns between users

X X

Delete returns XOpen existing returns X X X X XPrint returns X X XReturn Query X X X X XManage users XReset user’s passwords XCreate new return X X X X

The following are the recommended assignments for districts/sites planning to use predefined templates

Role Assign ToAdministrator Individual responsible for setting up TWO for the site. Because a user with Admin-

istrator permissions cannot create a new return and a user with Super User permis-sions cannot delete returns, manage users or reset user’s passwords, it is recom-mended that a customized template be created adding the ability to create a new re-turn to the administrator. That template should be assigned to at least two individu-als at each site. If that is not done, then individuals having the administrator role will have to have a second user ID to handle their return preparer role.

Super User ERO if not assigned Site Manager roleThis is the only default role other than Administrator that allows the user to move returns between counselors. There must always be one person present at a site with the Administrator or Super User role.

Return Preparer All qualified counselors who will prepare tax returns.Interviewer This role is NOT recommended for AARP sites.Reviewer This role should only be assigned to counselors who will perform dedicated Quality

Review functions since it gives them access to all returns. Whether or not a user can view more than the returns they have prepared personally is determined when the user is set up. See paragraph 7.8.1. Dedicated reviews must be able to see all tax re-turns.

e-file Manager Normally this role should NOT be assigned at AARP sites. The ERO should be as-signed the Administrator or Super User role to provide more flexibility. The Dis-trict Coordinator can authorize assignment of a modified Return Preparer role in-corporating this permission to return preparers if desired. In that case, the preparer can submit the e-file immediately after the return is completed.

7.6.4.2 Customized Security Templates

As stated in paragraph 7.6.4, TaxSlayer Pro Online only permits assignment of a single security template to a user. In some cases, this could meet the requirements of AARP Tax-Aide sites; however, there are cases where a single predefined security template does not provide all permissions desired for the user

Although it is possible to create multiple user IDs for an individual as described in paragraph 7.6.4, this is not recommended.

A better solution is to create customized security templates. To create the templates:

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Security Templates4. On the Security Templates page, click Add to add a new template, click Edit to edit an existing

security template.5. On the Add Security Template page, enter a name for the new template, i.e. Site Manager6. By default, TaxSlayer Pro Online automatically selects every item on the Add Security

Template Page. Clear the check box for each item that the new template should not have.7. Alternately, clear the Check/Uncheck All check box and select only those permissions that the

new template should have.8. When done, click Continue9. Repeat steps 4 through 8 to add additional customized security templates.10. When done with all customized templates, click Back to return to the Welcome page.

Tip: To see the actions allowed by the predefined security template, first add a user to your site. When assigning a template to this user, click Show Definitions and TaxSlayer Pro Online will display a new window with the actions for which the security template has permissions checked.

7.6.4.3 Recommended Customized Templates

CA2 recommends the following customized templates

Site Manager New Preparer Experienced Preparer

In addition, some sites might use the following Predefined templates

Super User

The recommended settings for these templates are

CUSTOM SECURITY TEMPLATES PREDEFINED

Site

ManagerNew

PreparerExperienced

PreparerSuperUser

Create Tax Returns X X X XView/Edit Existing Returns X X X XAccess Current Year Client List X X X XAccess Previous Years Client List X X XOverride Return Minimum Preparer Fee Mark Return Complete X X X XMark Return for Review X X X XReview Returns and Mark Review Decision X X XSend Returns to IRS X X XChange Return Preparer X XView Client Status X X X XDeactivate Return X Print Returns X X X XPrint Returns TAA Form Password Protect Return Scanned Documents X X XDo not Force Return Review X XView Full SSN X X X XConfiguration X Edit Office Setup X Access Office X X X XAdd/Edit Fees Edit Minimum Preparer Fee Add/Edit Preparers X Edit ERO Setup X Change User's Security Template X View Reports X XPrint Checks Add or Edit Tags X Add or Edit Print Sets X Change Questions and Available Answers X Change Tax Profiles X Change Consent Forms View Refund Status

Notes: Mark Returns Complete:This function belongs to individuals who will act as QR. Depending on the QR procedure used by a site, clients go to a reviewer or review comes to client. If the site is set up so that the client goes to the reviewer, then the reviewer should have Site Manager privileges and preparers do not need this privilege. If the reviewer comes to the client and they are required to log on with their own ID then only Site Managers and Experienced Preparers need this privilege. If the reviewer does the review using the preparer’s ID, then everyone needs this privilege.

Send Return to IRSCA2 does not recommend this privilege for reviewers however if a District does allow experienced preparers to submit e-files, it should be blocked initially for new preparers.

The recommended Site Manager settings are a combination of the default Administrator and Super User Security templates. It gives a user the ability to create and prepare new returns while at the same time, having all of the essential Administrator functions.

The New Preparer template allows a site to restrict the capabilities of new counselors until they have sufficient experience. It removes the capability to mark a return as complete (act as a reviewer) and to send a return to the IRS (act as an ERO).

The Experienced Preparer template allows an experienced counselor to function as a reviewer and also as an ERO. If district policy is to restrict the ERO function to a designated individual, remove this capability from the Returning Preparer template.

The following are the recommended assignments for predefined templates

Role Assign ToSite Manager Each site will automatically have an Admin user with Administrator privileges.

This user will be responsible for initial setup of the site and its users. The individual with the Admin log on capability will not necessarily be at the site on a daily basis.The Site Manager template should be assigned to a user or users who will be present on a daily basis or who can access the site on line and who can correct problems with site and user setup. This security template should be assigned to at least two individuals at each site.

Super User ERO if not assigned Site ManagerAssistant site supervisorThis is the only role other than Administrator and Site Manager that allows the indi-vidual to move returns between counselors. There must always be one person phys-ically present at the site with either the Site Manager or Super User role.

Experienced Pre-parer

In addition to the basic ability to prepare returns, it permits the individual to mark returns complete (act as a reviewer) and to e-file a return (act as an ERO). It should only be assigned to experienced counselors who are not assigned the Site Manager or Super User security template.

New Preparer This security template should be used for the less experienced counselors who are not qualified to do reviews or to submit e-files. It allows the user to prepare the re-turn for e-file and to mark it as ready for review but not to actually review or sub-mit. As a counselor gains experience, they can be upgraded to Returning Preparer.

7.6.5 Configure Printing

7.6.5.1 Predefined Print Sets

TaxSlayer Pro Online contains several print sets that will be available to the preparer during the print return process. These print sets were designed to follow the IRS guidelines. The following predefined print sets are available for use. They cannot be modified.

1. One Copy – Federal and State – Will generate a useful set for the client, but contains extra pages not really needed (for example, 2 copies of 8879)

2. Two Copies – Federal and State – Would only need this if client is filing a paper return3. Three Copies – Federal and State – Waste of paper4. One Copy – Federal Only – Might need this for an amended return5. One Copy – 1040 Only – Should not need this6. One Copy – State Only – Might need this for an amended return7. One Copy – Form 8879 Only – Only if second copy is need close to the end of the season8. MASTER PRINT9. MASTER PRINT (2 8879) – Same as MASTER PRINT with second copy of 887910. Print Invoice – Tax-Aide will never need this

7.6.5.2 Master Print Set

To view the contents of the MASTER PRINT set:

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Print Sets4. Click View.

7.6.5.3 Create a Custom Print Set

Either “One Copy – Federal and State” or “MASTER PRINT” will provide a satisfactory copy of the return for the taxpayer. “MASTER PRINT” is preferred since it prints fewer pages than “One Copy – Federal and State”. “MASTER PRINT” does print two copies of Form 8879. To further reduce the number of pages, districts can create custom print sets. There is no limit to the number of print sets that can be created permitting the creation of very specific sets.

One problem with TaxSlayer Pro Online printing is that the print order is that specified by the IRS. You cannot change it. To allow printing so that signature pages are printed before the body of the return, create multiple print sets as was done in TaxWise Desktop. Recommended print sets are:

Signature pages Taxpayer federal and state copy Federal and state to be mailed

To create a custom print set:

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Print Sets4. On the Print Sets page, click Add to display the Print Set Setup page5. Enter a name for your print set in the Print Set Name box

6. The default set has Number of Copies set to zero for all forms. To add a form to the print set, change Number of Copies to a number greater than zero.

7. When you have completed the print set, click Save8. To add an additional print set, click Add on the Print Sets page and repeat steps 5, 6 and 7.9. When you are done adding print sets, click Back to return to the Configuration Menu page

7.6.5.4 Recommended Print Sets

1. Signature pages

2. Taxpayer federal and state copy

3. Federal and stat to be mailed

7.6.6 Setting up Return Tag

Return tags in TaxSlayer Pro Online are the equivalent of TaxWise’s return stages. Unlike TaxWise, TaxSlayer Pro Online does not provide default return tags. Their use is recommended, so you will need to create them while configuring the site. To add return tags:

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Tags4. On the Office Tags page, type the tag name in the Add new tab box5. Click Add6. Repeat steps 4 and 5 to add all desired tags7. When done, click Back to return to the Configuration Menu page

The following return tags are recommended for use in CA2. TaxSlayer Pro Online displays return tags in alphabetical order. For that reason, the recommended tags include a single character to force the display to the desired tag order.

A OK TO EFILE B ADDITIONAL INFO NEEDED C SIGNATURE NEEDED D OUT OF SCOPE E NO NEED TO FILE F PAPER RETURN G AMENDED RETURN (used after return was previously filed) H FED EFILE STATE PAPER I CLIENT LEFT TOOK PAPERS J HOLD PENDING TAXWISE UPDATE

Bob, 09/16/16,

Need to double check this

Bob, 10/08/16,

This section will be completed when production software is available.

The following tags are optional to be used by ERO if desired

K - ------------------------------- (divider) L REJECTED CLIENT TO RETURN M REJECTED FILE PAPER RETURN N REJECTED SIGN NEW 8879 O REJECTED UNABLE TO CONTACT

7.6.7 Custom Questions

TaxSlayer Pro Online does not have the Prep Use form that TaxWise used for custom questions. Instead, it is published with the same three questions that were defaulted on the Prep Use form as part of the default site set up. These questions cannot be modified.

Currently TaxSlayer Pro Online does not allow open ended questions. Any question entered must have a predefined pick list of answers. That means that Custom Questions cannot be used for entry of Preparer and Quality Review initials unless you enter the initials of every preparer who might work at the site. TaxSlayer Pro Online only allows 25 answers to a question so this might not be possible for large sites. There is a possibility that this will change by the time TaxSlayer Pro Online production is released in November.

If the restriction on open ended responses is removed or if you might need to enter additional questions is for a diversity site:

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Question Template4. Click Add on the Edit Questions page5. On the Add Questions page

a. Type the question in the Question box. Up to 75 characters.b. To make the question mandatory, select the is Required check box. A return cannot be

marked as ready for e—file until all required questions have been answeredc. Click Add in the Available Answers sectiond. Type the first answer choice, up to 25 characterse. Click Add and type the next answer choice for up to 25 answers

6. When you finish adding question and answer choices, click Save7. To add additional questions, repeat steps 4 through 6

7.7 Multi-Office Administration

TaxSlayer Pro Online permits the sharing of Security Templates, Custom Questions, Taxpayer Profiles, Print Sets and Return Tags. Sharing is enabled by specifying Master/Parent and Subscriber sites when the software is ordered, see paragraph 6.3. In TaxSlayer documentation, this is often referred to as Multi-Office Administration. For AARP Foundation Tax-Aide, this is restricted to the sharing of these items and does not include any procedure requiring a relational EFIN.

When creating Security Templates, Custom Questions, etc. you can assign the item to subscriber sites as the last step in their creation.

Bob, 10/08/16,

Will update this section with an exact procedure when production is available.

Bob, 10/08/16,

There has been some discussion about adding the diversity questions for all sites. If this happens, this section will be updated.

7.8 Adding Preparers

The initial release of TaxSlayer Pro Online for a site will have only one user, the ADMIN user. It is important that all setup steps be complete before adding new users. Once TaxSlayer Pro Online has been configured for the site and customized security templates, questions, profiles, print sets and return tags have been created and shared, you need to add additional preparers to the site.

7.8.1 Creating Users

To add preparers for a site, use the following steps:

1. Log on as Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Preparer Setup4. On the Preparer(s) Menu page, click Add to add a new preparer for the site.5. On the Preparer(s) Setup Menu page:

a. Do not enter anything for the preparer’s Social Security number. This is for a commercial site only.

b. Enter the preparer’s actual first and last name. The middle initial and suffix are optional.c. Scroll down to view the remainder of the personal information.d. For the PTIN OR SIDN box, click Pull from office. TaxSlayer Pro Online will use the

SIDN entered during office setup. If this is incorrect, go to Setting up Your Site, paragraph 7.6.2, and correct it there.

e. TaxSlayer Pro Online defaults the PIN to 98765 and enters it in all returns prepared by this user. Do not change this.

f. For the check boxesi. Do not select the Office Contact or Self-Employed check boxes. These are for a

commercial site.ii. Checking the Can view own returns only box will restrict the user’s ability so that they

can access only returns that they prepared. Leaving it unchecked will allow the user to access all returns regardless of who prepared them. The box should be unchecked for all preparers who will also perform quality review. It should be checked for all others.

iii. Do not check the Required to use Guide box unless you want to force the user to use the “Guide Me” function for all returns. See Note below.

iv. Do not check the Prepares NY returns. That function applies to state returns prepared for New York and does not apply to California.

g. Scroll to the Edit Login Account sectionh. Enter the preparer’s email address and a unique user name. You can use a single email

address for all users, the user’s actual email address, or the email address created for the user for Practice Lab. Recovery from a forgotten user name is handled by email. Since all user names were assigned by the Administrator, in actual fact, recovery from a forgotten user name should consist of asking the administrator. Uuse of a single email address known to the site administrator and any super users is recommended. See paragraph Error: Reference source not found for a discussion of User Names.

i. Type an initial password for the user. See paragraph 7.5 for the rules for a password. TaxSlayer Pro Online will require the user to change the password on initial logon.

j. Select a security question from the drop down list. You have the option of assigning different questions for each user or using the same question for all users at the site. Users can not change their security question.

k. Enter the answer to the security question. Since the security question and answer were selected by the administrator, the question and its answer must be given to the user.

l. Insure that the Active box is checked for the preparer. If the Active box is not checked, the preparer will not be able to log on to TaxSlayer Pro Online.

m. Select a security template for the user. See paragraphs 7.6.4, 7.6.4.1and 7.6.4.2 for a discussion of security templates, both predefined and customized.

n. When you have finished entering information for the preparer, click Continue6. Repeat steps 4 and 5 as needed to add additional users7. When you finish adding preparers, click Return

Note: Districts will have to make their own decision about restricting counselors to use of the Guide Me feature. New counselors should probably be restricted until they have gained a reasonable level of experience. Experienced counselors should not be restricted. In fact they can probably be trained to use the “Quick File” feature. Whatever decision is made, it can be changed at a later time.

7.9 Prior Year TaxSlayer Pro Online

With the conversion from TaxWise to TaxSlayer Pro Online, in 2016, there will be no access to tax returns prior to the TY 2016 filing season, either with TaxWise or TaxSlayer Pro Online. In addition, there will be no carryforward for Tax Year 2016. It will be possible to prepare new tax returns for tax years 2013, 2014 and 2105 using TaxSlayer Pro Online. It will also be possible to prepare amended returns for those years however it will be necessary to enter the complete return from scratch.

TaxSlayer Pro Online has a different procedure for prior year amended returns than was used in TaxWise. For 2013, 2014 and 2015, the corrected (amended) values are entered and then the incorrect (initial) values are entered on Form 1040X. It is not known at this time if the same procedure will be used to amend prior year state returns.

7.10 Alternative Preparation Solution

TaxSlayer Pro Desktop will not be used by AARP Tax-Aide for Tax Year 2016. As a result, there will be no Alternative Preparation Solution in case of loss of internet connection.

TaxSlayer LLC has indicated intent to provide sufficient redundancy at their site and at remote sites to prevent loss of service due to equipment failure. Of course, physical disruption of the internet could always cause a problem. Currently there will be no resource other than rescheduling if the connection fails at their end.

If internet access fails at the site, most sites have personnel available to work on the problem and possibly restore the connection. Also, it might be possible to use a personal smart phone to reestablish contact for a few computers.

7.11 Setting Up Printers for TaxSlayer Pro Online

See section 10 for information on setting up printers to print with TaxWise Online.

8 ON SITE REFERENCE MATERIALS

8.1 Required Reference Materials

The following materials must be available at the site for use by counselors. These can be either paper, if available, or electronic copies. Electronic copies can be directly installed on the computer or available via the internet.

IRS Pub 17 IRS Pub 4012 IRS Pub 4299 Volunteer Tax Alerts Quality Site Requirement Alerts FTB Form 540 Booklet FTB Form 540 Instructions FTB Pub 1001 – Supplemental Guidelines to California Adjustments FTB Pub 1005 – Pension and Annuity Guidelines

The following materials should be available at the site for use by counselors. They can be either paper, if available, or electronic copies.

IRS Pub 519 – Tax Guide for Aliens IRS Pub 526 – Charitable Contributions IRS Pub 915 – Social Security and Equivalent Railroad Retirement Benefits IRS Pub 4396-A - Volunteer e-file Administration Guide IRS Pub 4491 – VITA/TCE Training Guide IRS Pub 5157 – ACA Training Supplement Form 1040 Instructions Duck Book Client Service Provider Digest Resource Tool for Tax Counselors (tri-fold) AARP Scope Manual AARP Policy Manual Client Facilitator Manual TaxWise Desktop updates

8.2 Ordering Reference Materials

The District leadership orders reference materials from the IRS and the FTB.

A limited number of printed items can be ordered from the IRS. For TY 2016 only the following will be available in print:

IRS Pub 4012 – VITA/TCE Volunteer Resource Guide IRS Form 6744 – VITA/TCE Volunteer Assistor’s Test/Retest

All other IRS publications must be downloaded from the IRS web site in PDF format.

To date, we have not received any indication that FTB will restrict the items that can be ordered in print.

District leadership can order printed copies of the “Client Service Provider Digest” and the “Resource Tool for Tax Counselors”. With the exception of CyberTax e-mails, other AARP materials must be

downloaded from the OneSupport Help Center in PDF format. When received, CyberTax emails should be converted to a PDF file.

8.3 Storing Materials on Computer Desktop

TaxSlayer Pro Online has a single link available on its home page for the IRS web site, www.irs.gov. It is not known at this time (sept, 2016) whether or not it will be possible to add additional links. Therefore, it is recommended that all required and recommended publications be installed on the site’s computers. Further it is recommended that they be installed on the Desktop of the computer. There are several methods that can be used for this.

1. Install each document individually on the desktop of every computer2. Create folders on each computer to group documents by source3. Create shared folders on one computer to group documents by source.4. Use a cloud based utility such as Drop Box or Google Drive to share files from a master computer.

All four methods can be used with TaxSlayer Pro Online. All of these methods share a common disadvantage in that TaxSlayer Pro Online must be tokenized in order to open a document.

Method 1 has the advantage that all documents are visible and can be accessed quickly. It disadvantage is that it clutters the desktop.

Method 2 cleans up the desktop by grouping documents in folders by source, IRS, FTB, AARP, etc. It does require an additional step of selecting the appropriate folder before the document can be opened.

Both methods 1 and 2 can be used at a site that does NOT have the computers connected to a local network.

Method 3 does require that the computers be connected to a local network. Its main advantage is the ease of updating documents as new versions become available since the new document only has to be added to one folder.

Method 4 requires that the computers have an internet connection. The advantage of this method is that documents only need be updated on a single master computer. The cloud utility will automatically update them on all other computers.

To use this method with Drop Box:

1. Create a site/district e-mail account on one of the free e-mail servers, Hotmail, gmail, Yahoo, etc.2. On the master computer, create a Drop Box account using that e-mail account.3. In the Drop Box folder, create folders as needed for documents.4. On each site/district computer:

(a) Go to www.dropbox.com and log in to the account.(b) Download and install Drop Box on the computer.(c) On the computer desktop, create a shortcut to each folder or file in the Drop Box folder.

5. As documents become available, download from the IRS, FTB, AARP or CA2 web site and copy them into the appropriate Drop Box folders on the master computer.

http://www.dropbox.com/

http://www.irs.gov/

6. When new versions of the shared documents become available, download them from the appropriate web site and copy them to the correct Drop Box folder on the master computer, replacing the original document

When a user logs on to any of the site computers, the local Drop Box will automatically synchronize its self to the master computer making the latest versions of all files available.

9 NETWORKING - DATA AND PRINTER SHARING

A computer with direct access to a wired high speed internet connection and an attached printer can be used for preparation of returns using TaxSlayer Pro Online with no further preparation. Computers that require some form of data sharing such as an indirect internet connection for TaxSlayer Pro Online or the use of a shared printer will require some degree of networking.

TaxSlayer Pro Online may be used with either wired or wireless networks. Printers may be accessed via wired or wireless connections.

9.1 Networks for TaxSlayer Pro Online

TaxSlayer Pro Online requires access to a high speed internet connection at the site. Based on internet availability at the site, there are three possibilities:

Using the site’s wired connection. Using the site’s wireless connection. Using a hotspot to establish an internet connection.

See paragraph 7.1.1 for current AARP Foundation Tax-Aide policy concerning the direct connection of tax preparation computers to a site’s wireless internet access. The following descriptions will all assume the use of an AARP Foundation Tax-Aide owned Internet Access Computer or router in the system.

9.1.1 Using the Site’s Wired Connection

This diagram illustrates the connections that allow the use of a site’s wired internet connection.

9.1.2 Using the Site’s Wireless Connection

A recent change to AARP Tax-Aide policy prohibits the use of computers directly connected to a sites wireless service for AARP Foundation Tax Aide work. The new policy is quoted here

“Wireless internet communications for computers using tax software is permitted under specific conditions and requirements. No computer being used for AARP Foundation Tax-Aide work whether tax preparation or administrative work is allowed to be connected directly to a public Wi-Fi network while that work is being done. This includes AARP Foundation Tax-Aide provided (and imaged) computers, IRS Depot laptops, or site/personal computers being used for program purposes. All connection to a public Wi-Fi network must be through a router or other security device or application.”

It is located in sections 8.1.5 and 8.1.6 of the Policy and Procedures Manual.

Translated, it says that if you will be using a public (SSID and password known to the public) wireless connection, your connection must be via an Internet Access Computer, a wireless bridge / router combination or a combination router / access point.

The National Technology Committee has not quite forbidden direct connection to a site’s private wireless network (SSID and password not publically known), but they are discouraging it. New policy does restrict the use of a shared printer in this situation, see paragraph 10. It is

Using a Site’s Wired Internet Service with a Router

Host RouterWired Connection

(Site Jack)SITE EQUIPMENT

TAX-AIDE EQUIPMENT

TAV* Wired/Wireless Router

Wired Connection

Wired Connections

Wired TaxSlayer tax preparation computers Wireless TaxSlayer tax

preparation computersWireless printer(s)

Wireless Connections

Wired USB printer(s) Wired network printer(s)

*TAV = Tax-Aide Volunteer

Wired USB printer(s)

recommended that even though access to the site’s wireless network is restricted, it be treated as a public network for Tax-Aide purposes.

This diagram illustrates the connections that allow the use of a site’s public wireless internet connection.

See “Tax-Aide Internet access Computer (IAC) Setup Guide” for information on setting up a shared access computer. It has been found that it is not always possible to establish wireless connections to an Internet Access Computer. This depends on the local RF environment. If that is the case, it may be necessary to use a wired stitch in place of a wireless router.

In all cases, the TAV – Internet Connection Equipment can create a wired, a wireless or a combination Local Area Network (LAN) used for the Tax-Aide computers and printers.

9.1.3 Using a Hotspot for Internet Access

AARP provides the Version Jetpack 4G LTE Mobile Hotspot WiFi 5510L for use at sites where internet access is not available. If the site has access to the Version cellular network, this device can provide internet access for up to 10 users on a 4G network and up to 5 users on a 3G network. Detailed instructions for setup and configuration of the device are in “Wireless Hotspot Configuration Guide”.

Using a Site’s Public Wireless Internet Service

*TAV = Tax-Aide Volunteer EquipmentInternet Access ComputerWireless bridge / routerCombination router / access point

Host RouterWireless ConnectionSITE EQUIPMENT

TAX-AIDE EQUIPMENT Wireless Connection

Wired Connections

Wired TaxSlayer tax preparation computers

Wireless TaxSlayer tax preparation computers

Wireless printer(s)Wired USB printers

Wired network printer(s)

TAV Internet Connection*

Wired USB printer(s)

Wireless Connections

The number of users can be increased to 20 using the Internet Connection Sharing procedures described in “Tax-Aide Internet access Computer (IAC) Setup Guide” .

9.1.4 Personal, Site Owned and Loaner Computers

Sites may use personal, site owned or loaner computers in any of the configurations described above. If any of these computers use a wireless connection to access the local network or the internet, then they must meet the requirements specified in paragraph 3.1.4.2.

9.2 Router and Wireless Adapter Technical Requirements

9.2.1 Wireless Routers

The router must meet the 802.11g specifications – so, a router listed as 802.11n, 802.11g, 802.11b/g, or 802.11b/g/n will meet that specification. The router must also be capable of providing WPA-2 encryption and provide an internal firewall.

9.2.2 Wired Routers

Virtually any router manufactured in the last 5 years will work in a wired network.

9.2.3 Wireless Adapters (Bridges):

The wireless adapters should meet the 802.11g specification and be capable of WPA-2 encryption.

9.2.4 Internet Access Computers

The Internet Access Computers used must be of the following types:

IRS Computer Loan Program laptops AARP Tax-Aide purchased and imaged laptops Site-owned or personally-owned or donated computers with NTC-registered clean malware and

security scans.

9.2.5 Combination Router / Access Point

The currently recommended combination router / access point is the Netis WF 2411 Wireless N150 Router / Access Point.

10 PRINTER SETUP AND SHARING

The National Technology Committee no longer recommends unrestricted use of shared printers. Sharing is defined as the situation where a printer is connected to a printer server computer and the computer shares the printer across the local network. Current NTC policy on sharing is

Sharing on a wired local network behind an AARP Tax-Aide router / Internet Access Computer is allowed.

Sharing on a wireless local network behind an AARP Tax-Aide router / Internet Access Computer is allowed but discouraged.

Sharing when the tax preparation computers are directly connected to a site’s wireless network is prohibited.

The current preference by the NTC is to have the printer either be network capable itself such as the HP-1022N or be connected to the network via a print server such as the IO Gear GPSU 21 or similar.

Printer sharing for all networks is discussed in AARP document “Printer Installations for TaxWise Guide”.

During computer setup, a shortcut to the “Control Panel | Devices and Printers” (Windows 7 or 10) dialog should be placed on the desktop. This will simplify testing of the printer interface during site setup.

As part of the final configuration of TaxSlayer Pro Online on each computer, check to insure that the default printer for the browser is correct. If a different printer was connected to the computer used to setup TaxWise, it might still be showing as the default.

Finally, set the print quality on each computer to draft or its equivalent to save toner. Test to insure that this setting provides sufficient quality for materials being given to clients.

11 END-OF-SEASON INFORMATION

Refer to the TaxSlayer Pro Online User Guide.

11.1 Filing Deadlines

EROs have until midnight on April 15th (or a later date if the 15th falls on a Saturday, Sunday or holiday) to file returns. Any rejects must be corrected within five days (i.e. generally by April 20 th). The IRS will announce the filing deadline each year.

The filing deadline for TY 2016 will be April 18, 2017.

11.2 Backup of Returns

All tax files and documents for TaxSlayer Pro Online stored on the company servers. There is no need for a local backup of these files.

11.3 Destruction of Materials

Make certain to the best of your ability that EROs have removed any taxpayer related information from personal computers and have shredded all documents (i.e. DCRs, CA ACKs, DRO logs, etc.) in their possession.

11.4 Computers

IRS laptops must to be returned to the IRS New York depot by June 15th (sooner is better!). The DISKWIPE program must be executed before the unit is returned even if all TaxSlayer Pro Online data

Bob, 10/12/16,

Not sure exactly what documents TaxSlayer generates for ERO and what would be kept on ERO computer. Will update when production is available..

Bob, 10/09/16,

Document is being updated / replaced. Update reference when available

was on a removable drive, see AARP document “IRS Laptop Disk Wipe Procedure”. Use the original packing materials for the shipment, request shipping labels as needed from the depot.

If you cannot locate an IRS laptop at the end-of-season, there is cause for alarm. Refer to sections 3.1.4.4 and 3.5.

Keep the details of each shipment to the depot; serial numbers & asset tags together with the UPS tracking number for at least six months after the equipment was shipped. It is highly recommended that you check the UPS.COM site to confirm that the depot received the shipment.

If an AARP computer will be classified as Not Working (NW) on the end of season inventory, it must be repaired/replaced by the time GraceWorkz stops accepting repair orders, normally the end of April or it will not be accepted for repair or replacement next season.

11.5 Flash Drives

All AARP owned flash drives and removable hard drives should be collected by the district’s TC or DC for storage and use next year.

11.6 Printers

IRS loaner printers, switches and cables need to be returned to the Oakland IRS SPEC office; unless arrangements have been made to locally store them, in which case an email listing the equipment by IRS barcode must be sent, followed by a completed IRS form 13705 listing each unit being retained. CA2 currently has no IRS loaner printers.

CA2 printers should be stored, with the toner cartridge removed, in a location with controlled temperature.

12 ERO PROCESSES

12.1 ERO Functions

The ERO role is of utmost importance to the success of the Tax-Aide Electronic Filing program.

As an ERO, your function is to insure that every return started at the site is adjudicated into one of three categories: e-filed and accepted, paper filed or not filed (with an explanation of why the return was not filed. Your work will be primarily focused on e-filing returns (Federal and state, where applicable) and making sure the returns are accepted.

Activities will include:

Transmitting the returns to TaxSlayer Pro Online via the internet or dialup modem Maintaining files of returns during the filing season Resolving any rejected e-filed returns

You should become familiar with following items pertaining to TaxSlayer Pro Online in IRS Pub 4012, IRS Pub 4396-A, IRS Pub 1345 and the TaxSlayer Pro Online User Guide.

e-Services and EFIN Application Signature Methods Submitting E-files Viewing Acknowledgements Fixing and Resending Rejected Returns Generating Reports Post Season procedures

12.2 Document Retention

Starting with Tax Year 2013, AARP policy prohibits retention of any taxpayer documentation by Tax-Aide counselors, EROs or sites. It is permissible to retain forms 8453 and certain taxpayer documents that must be mailed to the IRS. See AARP publication “Document Retention & ERO Paper Flow”.

If a site has the capability to scan documents, it is preferable that the documents be attached to the e-file as a “.pdf” file. This eliminates the need to retain taxpayer documents and mail them.

When mailing forms 8453, one copy of the form with all attached documents must be mailed to Austin within three business days after receiving the IRS acknowledgement. By direction of Oakland SPEC, the second copy is to be retained and mailed in a single shipment at the end of the tax season. You should ask your LC or DC to order small supply of pre-paid IRS mailing labels from IRS for mailing the 8453s and attachments to Austin and to your local SPEC office.

12.3 Preseason Preparation

An essential step for the ERO is to verify that their computer can communicate with TaxSlayer LLC with an acceptable connection speed. If a computer other than one used for return preparation is used for e-file submission, see paragraph 7.1.3 for information on testing the speed of your connection. If your computer / internet connection do not provide a satisfactory connection, it should not be used for tax return submission.

12.4 Modernized E-file

All forms used by TaxSlayer Pro Online are fully compatible with Modernized E-File (MeF). This will be mostly transparent to our operation.

12.5 Paperwork

Depending on specific district/site requirements, you might be working with a fair amount of paper during the tax season:

An ERO Log from each counselor listing all returns prepared during the day, including those submitted on paper and any which are only partially complete.

Form 8453, if the return requires that certain attachments be sent to the IRS. E-File submission Reports created every time you transmit a batch of returns. ACK reports indicating which returns have been accepted by the IRS and State. Reject reports accompanying the ACK for returns which were not accepted by the IRS and/or

FTB.

Bob, 10/09/16,

This policy is under discussion at this time. The IRS is considering elimination of the requirement to mail copies of these items to Austin. Will update this section when a decision is made.

Electronic copies of submission and ACK reports can be kept in an encrypted folder on your computer and must be securely removed at the end of the year. Printing of these reports is discouraged since they contain the taxpayer’s name and full social security number. If a report is printed, it must be securely destroyed when no longer needed.

12.6 Processing Returns

There are several options for submitting e-files. The two most common are:

1. E-files submitted by counselor as soon as peer review is done. To do this, the counselor must have a customized security template assigned that allows e-file submission.

2. Submission of e-files by the ERO at the end of the shift. The ERO must have Administrator, Site Manager or Super User permissions or a different customized security template.

While the first procedure is acceptable for small sites, it is not recommended for larger sites filing several hundred returns. Whichever method is used, it is the responsibility of the Local Coordinator / District Coordinator to insure that the site has a procedure in place to insure timely submission of all returns. It remains the responsibility of the ERO to insure that all submitted returns are accepted by both the IRS and the FTB.

The first time (or two) that you transmit returns; try to have an experienced ERO working with you or on call. He or she should be able to help you through any rough spots. You should find it a very straightforward process once you have done it a couple of times.

12.6.1Return Submission Order

The IRS, and therefore TaxSlayer Pro Online, allows preparers to send state returns either linked or unlinked. If the state return is linked to the federal return, the IRS does not send it to the state until the federal return has been accepted. By default, TaxSlayer Pro Online sends state returns to the IRS as linked returns. If the state return is unlinked, the IRS forwards the return to the state immediately without waiting to determine if the federal return will be accepted or rejected.

In the past, California was a standalone, unlinked, state for TaxWise. TaxSlayer Pro Online has indicated that this year California will be linked. If California’s status is changed to unlinked, TaxSlayer Pro Online has a provision to submit the state return only, but at this time it does not appear to be possible to submit only a federal return if a state return exists. In this situation, it would be necessary to delete the state return, submit the federal return and recreate the state return.

12.6.2Return Submission by Counselor.

12.6.2.1 Counselor Actions

To be able to submit e-files using TaxSlayer Pro Online, the counselor must have an assigned security template that permits e-filing. Once the quality review is complete and the counselor has verified the following, the e-file can be submitted.

1. The return is marked complete2. The reviewer has marked the return as Approved.3. Return tag set to “OK TO E-FILE”

Bob, 09/16/16,

Double check for SSNs on reports

The e-file is submitted as follows:

1. Log on to TaxSlayer Pro Online as a preparer with permission to submit e-files2. On the Welcome page, select Transmissions3. Select the check box for the return to be transmitted.4. If you are retransmitting a rejected return, click Add Returns and select the return to be

transmitted5. When all returns to transmit have been selected, click Transmit selected returns to IRS.6. Click Back

See paragraph 12.6.4 for a discussion of checking for acknowledgements for the return.

If the return is not accepted by the end of shift or if it is rejected, notify the ERO.

12.6.2.2 ERO Actions

The ERO retains ultimate responsibility for submission of returns whether they are submitted by the counselor or by the ERO.

If the counselor was able to submit both the federal and the California return and if both were accepted, the ERO should update their records to track successful submission of the return. In this case, no further action is required on the part of the ERO

If the federal return was submitted, but not accepted by the end of shift, continue to monitor the return until it is either accepted or rejected by the IRS. When the federal return is accepted, use the steps outlined for submission of the state return in paragraph 12.6.2.1 to submit it.

See paragraph 12.6.5 for recommended procedures to fix rejected returns.

12.6.3Return Submission by ERO

This section describes a recommended procedure for batch submission of e-files by the ERO. It is the preferred method for e-file submission since it centralizes the work and maintains detailed records of which returns were submitted and when.

12.6.3.1 Check for Required Documents

At the end of each shift, the site supervisor should provide you with:

Each counselor’s ERO Log listing all returns prepared during the shift, including those partially completed and those to be paper filed. o Verify that the correct boxes are checked to indicate that federal and/or state returns have

been completed and are/are not ready to be transmitted. This is particularly important when only the federal or state return applies, as you don’t want to transmit the other return.

o A comment should be present if the taxpayer(s) has to sign and return the 8879 to us before the return can be completed

Form 8453, with attachment(s.) Two copies are required when: o Attaching copy of Power of Attorney or Form 2848 o Attaching Form 8332 – Custodial parent releasing or revoking the release of dependency

exemption.

o Attaching copies of broker’s statements showing stock transactions included in code M entries on Form 8949.

12.6.3.2 E-file Submission

E-file submission by the ERO uses the same procedures as that used by a preparer, see paragraph 12.6.2.1. The major difference is that the ERO will select multiple returns to submit. Only the ERO (or an alternate counselor with the Admin, Super User or Efile Manager Permissions) has the ability to submit e-files

1. Log on to TaxSlayer Pro Online as a preparer with permission to submit e-files2. On the Welcome page, select Transmissions3. Select the check boxes for the returns to be transmitted.4. If you are retransmitting a rejected return, click Add Returns and select the rejected returns to be

transmitted5. When all returns to transmit have been selected, click Transmit selected returns to IRS.6. Click Back

12.6.4Acknowledgements

12.6.4.1 Processing Center Rejects

When you submit an e-file, the TaxSlayer Pro Online processing center does a final check before submitting the return to the IRS. This is equivalent to the second level of diagnostic check that was performed in TaxWise when you created the e-file.

To check for processing center rejects:

1. Log on to TaxSlayer Pro Online as a preparer with permission to submit e-files2. On the Welcome page, select Reports3. Click Select on either the Validation Errors line4. Review each return that was rejected by the TaxSlayer Pro Online Processing Center5. The reason for the reject will be displayed in the Help column6. Correct the errors and resubmit the return.

In TaxWise, this step was performed by the preparer and the quality review. In TaxSlayer Pro Online, it is performed by the ERO unless the return was submitted by the preparer.

Do not forget to perform this check when submitting e-files.

12.6.4.2 IRS/State Acknowledgements

You can expect to receive an acknowledgement for federal returns within one to two hours. Acknowledgements for state returns can take 24 to 48 hours.

1. Log on to TaxSlayer Pro Online as a preparer with permission to submit e-files2. On the Welcome page, select Reports3. Click Select on either the IRS Acknowledgements or State Acknowledgements line4. .Review each acknowledged return

a. If the IRS/state accepted the return, TaxSlayer Pro Online displays Accepted and the date in the Status column.

b. If the IRS/state rejected the return, TaxSlayer Pro Online displays Rejected and the date in the Status column.

5. Print your acknowledgement report by clicking Print PDF.6. Open the PDF file in your browser7. Save the Acknowledgement report. TaxSlayer Pro Online prints only the last four digits of the

Social Security number and the taxpayer’s last name. The report does NOT need to be saved in a secure folder.

8. When you finish reviewing acknowledgements, click Back

12.6.5Fixing Rejects

To determine the reason for a rejection:

Click on the entry In the US e-file field. It doesn’t matter if it says “Accepted” or “Rejected” Click on “More Info”. In the “Return Status” dialog

For a reject of a federal return, click “Select” for the “US 1040” package. For a reject of a state return, click “Select” for the “CA 1040” package.

Click “Reject History” Click the “Reject Code” for an explanation of the rejection.

The most common rejects involve errors in either the taxpayer(s) or their dependents Social Security Number (SSN) and the Employer Identification Number (EIN) that appears on the Forms W2 and Forms 1099. The IRS performs a name match on these numbers that can cause a return to be rejected. Typo-graphical and other errors can often be easily resolved. The Taxpayer may need to be contacted to deter-mine the correct EIN or SSN numbers. Neither the IRS nor TaxWise can resolve these rejects.

Sometimes a rejected return may contain errors that, when corrected, require substantive changes. If this occurs, a new Form 8879 signature authorization must be signed by the taxpayer(s). Substantive changes are defined as changes of more than $50 to “Total Income” or “AGI” or more than $14 to “Total Tax”, “Federal Income Tax Withheld”, “Refund” or “Amount You Owe”.

Bob, 08/17/16,

This will have to be corrected when production is available

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