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AARP TAX-AIDE – CA2
REFERENCE MANUALFOR
TECHNOLOGY COORDINATOR (TC)ELECTRONIC RETURN ORIGINATOR (ERO)
(TY 2017 Draft)
September 11, 2017
Prepared by Robert Francis, DC/TC Alameda South, CA2
Page i
Change Log
Page Paragraph Change
Page ii
Contacts
Your District Coordinator E-mail:Voice:Fax:
CA2 TCSEdison Paw
[email protected] 510-489-6483
IRS SPEC – CA-2 SPEC Relationship ManagerPatrick Brown
[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 (e-mail to):[email protected] 866-743-5748
IRS Andover – EFINS/8633sMon-Friday 6:30am-6:00pm Central Time
Voice 866-255-0654
TaxSlayer Pro Online supportSupport SeasonMon-Friday 8:00am -12:00am ESTSat-Sunday 8:00an – 8:00pm ESTOff SeasonMon-Friday 8:00am - 5:00pm EST
Voice 1-800-421-6346E-mail: [email protected]: https://vita.taxslayerpro.com/Blog: https://vitablog.taxslayerpro.com/
VITA hotline/tax law supportJanuary 17- April 18Mon-Friday 7:00am – 7:00pm (local time)
Voice 800-829-8482
FTB Volunteer hotlineMon-Friday 8:00am – 4:30pm PST
Voice 800-522-5665
GraceWorkz AARP Printer and computer repair (e-mail to)[email protected] AARP document “Equipment Repair, Replacement and Storage” for contents of e-mail.
copy e-mail [email protected]
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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 Creating/Reactivating a Site.........................................................................................................122.2 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 Required Inventory Fields...............................................................................................143.1.2.2 Inventory Status Codes....................................................................................................143.1.2.3 Personal/Site Owned Equipment.....................................................................................143.1.2.4 OIS Error Reporting and Enhancement Request.............................................................15
3.1.3 Computer Naming...................................................................................................................153.1.4 Security...................................................................................................................................16
3.1.4.1 Security for AARP and IRS Owned Computers..............................................................163.1.4.2 Security for Personal and Site Owned Computers...........................................................173.1.4.3 Security for Other Equipment..........................................................................................173.1.4.4 Loss or theft.....................................................................................................................183.1.4.5 Password Protection.........................................................................................................183.1.4.6 Taxpayer Document Security..........................................................................................18
3.2 Equipment Donations to CA2......................................................................................................183.3 Tier 2 Field Service Support........................................................................................................183.4 AARP Computer and Printer Repair............................................................................................193.5 IRS Laptops..................................................................................................................................19
3.5.1 Ordering..................................................................................................................................193.5.2 Shipment.................................................................................................................................203.5.3 Logon to IRS Laptops.............................................................................................................213.5.4 Activating and Updating IRS Laptops....................................................................................21
3.5.4.1 Activation.........................................................................................................................213.5.4.2 Updating...........................................................................................................................22
3.5.5 TaxSlayer Pro Desktop on IRS Computers............................................................................223.5.6 Problem reporting/replacement...............................................................................................233.5.7 Equipment return....................................................................................................................23
3.6 CA2 printers/switches/routers/cables/wireless cards...................................................................233.7 IRS printers/switches/cables........................................................................................................23
3.7.1 Ordering..................................................................................................................................243.7.2 Delivery/return and certification.............................................................................................24
3.8 Expendable supplies (Consumables Program).............................................................................244 COMPUTER OPERATING SYSTEMS.........................................................................................24
4.1 Restrictions on Operating Systems..............................................................................................254.2 Upgrades, Reimaging and Tune-up..............................................................................................25
4.2.1 Upgrade Windows 8.0 to 8.1..................................................................................................254.2.2 Update by Reimaging.............................................................................................................254.2.3 Tune-up of Host and Personal Computers..............................................................................26
4.3 Password Timeout........................................................................................................................26
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5 SOFTWARE FOR TAX-AIDE COMPUTERS.............................................................................266 ENCRYPTION ON DESKTOP/LAPTOP COMPUTERS...........................................................277 TAXSLAYER PRO ONLINE SOFTWARE..................................................................................27
7.1 Ordering Software for TaxSlayer Pro Online..............................................................................277.2 Ad-hoc and Special Event Sites...................................................................................................287.3 Master/Parent and Child Sites......................................................................................................297.4 National/Split State Parent/Child EFIN.......................................................................................297.5 Software Swaps............................................................................................................................297.6 TaxSlayer Pro Online Shipment...................................................................................................297.7 Desktop Software Shipment.........................................................................................................30
8 TAXSLAYER PRO ONLINE..........................................................................................................308.1 System Requirements for TaxSlayer Pro Online.........................................................................30
8.1.1 Site Internet Access.................................................................................................................308.1.2 Browser Settings.....................................................................................................................31
8.1.2.1 Required Browser Settings..............................................................................................318.1.2.2 Set Browser Favorites......................................................................................................32
8.1.3 Connection Speed...................................................................................................................338.2 Using TaxSlayer Pro Online for Training....................................................................................338.3 TaxSlayer Pro Online Security.....................................................................................................338.4 TaxSlayer Pro Online User Names..............................................................................................348.5 TaxSlayer Pro Online Passwords.................................................................................................34
8.5.1 Initial Passwords.....................................................................................................................368.5.2 Password Security...................................................................................................................36
8.6 TaxSlayer Pro Online E-mail Address.........................................................................................368.7 TaxSlayer Pro Online Security Question.....................................................................................368.8 Multi-Site Group Administration.................................................................................................37
8.8.1 Setting up Security Templates................................................................................................378.8.1.1 TaxSlayer Security Template Options.............................................................................388.8.1.2 Predefined Security Templates........................................................................................398.8.1.3 Customized Security Templates......................................................................................398.8.1.4 Recommended Customized Templates............................................................................40
8.8.2 Custom Questions...................................................................................................................438.8.3 Setting up Taxpayer Profiles...................................................................................................458.8.4 Setting up Return Tag.............................................................................................................478.8.5 Configure Printing..................................................................................................................48
8.8.5.1 Predefined Print Sets........................................................................................................488.8.5.2 Master Print Set...............................................................................................................488.8.5.3 Create a Custom Print Set................................................................................................488.8.5.4 Recommended Print Sets.................................................................................................50
8.9 Activate the Site and Create a Site Administrator User Account................................................528.10 Configuring TaxSlayer Pro Online for a Site...............................................................................53
8.10.1 Create Site Administrator User.............................................................................................538.10.2 Setting up Your Site..............................................................................................................548.10.3 Setting up EROs....................................................................................................................558.10.4 Configuring Miscellaneous Items.........................................................................................55
8.10.4.1 Individual Site vs Multi-Site Configuration..................................................................558.10.4.2 Configure Custom Credits.............................................................................................56
8.11 Adding Preparers..........................................................................................................................568.11.1 Creating Users.......................................................................................................................56
8.12 Prior Year TaxSlayer Pro Online.................................................................................................578.13 Alternative Preparation Solution..................................................................................................58
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8.14 Setting Up Printers for TaxSlayer Pro Online..............................................................................589 ON SITE REFERENCE MATERIALS..........................................................................................58
9.1 Required Reference Materials......................................................................................................589.2 Ordering Reference Materials......................................................................................................599.3 Storing Materials on Computer Desktop......................................................................................59
10 NETWORKING - DATA AND PRINTER SHARING.................................................................6010.1 Networks for TaxSlayer Pro Online.............................................................................................61
10.1.1 Using the Site’s Wired Connection.......................................................................................6210.1.2 Using the Site’s Wireless Connection...................................................................................6310.1.3 Using a Hotspot for Internet Access.....................................................................................6310.1.4 Personal, Site Owned and Loaner Computers.......................................................................64
10.2 Router and Wireless Adapter Technical Requirements...............................................................6510.2.1 Wireless Routers...................................................................................................................6510.2.2 Wired Routers.......................................................................................................................6510.2.3 Wireless Adapters (Bridges):................................................................................................6510.2.4 Internet Access Computers...................................................................................................6510.2.5 WISP Router.........................................................................................................................65
11 PRINTER SETUP AND SHARING................................................................................................6511.1 Printer Drivers..............................................................................................................................6511.2 Printer Sharing.............................................................................................................................6511.3 Printer Setup.................................................................................................................................66
12 END-OF-SEASON INFORMATION.............................................................................................6612.1 Filing Deadlines...........................................................................................................................6612.2 Backup of Returns........................................................................................................................6612.3 Destruction of Materials...............................................................................................................6612.4 Computers....................................................................................................................................6712.5 Flash Drives.................................................................................................................................6712.6 Printers.........................................................................................................................................67
13 ERO PROCESSES............................................................................................................................6713.1 ERO Functions.............................................................................................................................6713.2 Document Retention.....................................................................................................................6813.3 Preseason Preparation..................................................................................................................6813.4 Modernized E-file........................................................................................................................6813.5 Paperwork....................................................................................................................................6813.6 Processing Returns.......................................................................................................................69
13.6.1 Return Submission Order......................................................................................................6913.6.2 Return Submission by Counselor..........................................................................................69
13.6.2.1 Counselor Actions..........................................................................................................6913.6.2.2 ERO Actions..................................................................................................................70
13.6.3 Return Submission by ERO..................................................................................................7013.6.3.1 Check for Required Documents.....................................................................................7013.6.3.2 E-file Submission...........................................................................................................71
13.6.4 Acknowledgements...............................................................................................................7113.6.4.1 Processing Center Rejects..............................................................................................7113.6.4.2 IRS/State Acknowledgements.......................................................................................72
13.6.5 Fixing Rejects........................................................................................................................72
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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 a PDF copy 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. This position is being filled currently by the State Coordinator, Susan Milsap.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 as modified by AARP Tax-Aide
Tax Law and TaxSlayer Pro Online software
From AARP OneSupport Help Center
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
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TaxSlayer Pro VITA/TCE Training Four part manual covering log in and
configuration; preparing a return; electronically filing a
return installing TaxSlayer
Pro desktop
PDF version can be downloaded from . 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.
IRS Pub 1345 Handbook for Authorized IRS e-file Providers
Equivalent to Pub 3189. Intended for use by professional tax preparation.
Pub 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
TC Training Presentation PDF version of Power Point presentation describing basic TC responsibilities.
OneSupport Help Center > Technology > Training
Schedule of E-file Events 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
http://www.aarpca2.org/
AVAILABLE ON THE ONE SUPPORT HELP CENTER
Submit Itemized Reimbursement Tip Sheet in Section 10 of Volunteer Portal Guide
Operational Procedures & Volunteer Portal > Volunteer Portal Guide
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Alternative Tax Software (Turbo Tax, etc.) Prohibited
PDF file Tax Software > Nonspecific Software
Operating System and Browser Requirements
PDF file Tax Software > Nonspecific Software
Equipment Repair, Replacement and Storage
PDF file Technology > Equipment
Graceworkz Repair and Replace Process for Computers Only
PDF file Technology > Equipment
Graceworkz Repair and Replace Process for Printers Only
PDF file Technology > Equipment
H-5 Print Drivers Guide PDF file Technology > EquipmentAnnual Equipment Inventory and Key Dates Information
PDF file Technology > Equipment
GraceWorkz Consumable Ordering PDF file Technology > EquipmentHow to Change and Update a Duplicate Asset Tag
PDF file Technology > Equipment
Printing and Print Cartridges Guide PDF file Technology > EquipmentPurchasing Equipment With Donated Funds Guide
PDF file Technology > Equipment
Technology Purchasing Guide PDF file Technology > EquipmentTechSoup Guide PDF file Technology > EquipmentHost and Personal Computer Tune-Up Guide for Windows 10
PDF file Technology > Images and Tune-up
IRS Laptop Tune-Up Guide PDF file Technology > Images and Tune-upHost 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 Wireless Network. Printer, and Laptop Setup Overview
PDF file Technology > Networking
Tax-Aide Counselor Laptop Network Configuration
PDF file Technology > Networking
Tax-Aide Daily Wireless Network Setup Sequence
PDF file Technology > Networking
Tax-Aide Internet Access Computer (IAC) Setup Guide (Wireless Hosted Networks)
PDF file Technology > Networking
Tax-Aide Network Configuration and Setup Documents
PDF file Technology > Networking
Tax-Aide Private Network Router Configuration Guide
PDF file Technology > Networking
H-5 Version Wireless Hotspot Configuration Guide
PDF file Technology > Networking
Software for Tax-Aide Guide PDF file Technology > Non-Tax SoftwareAlternative Tax Software (TurboTax, Etc.) Prohibited
PDF file Technology > Non-Tax Software
AntiVirus Program for Ta-Aide Computers
PDF file Technology > Security
Secured Folders PDF file Technology > SecurityTax Return Attachments Guide PDF file Technology > SecuritySecure Folders PDF file Technology > SecurityH-9 Computer Security Scans PDF file Technology > SecurityTC Training Presentation PDF file Technology > Training
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GENERALCyberTax e-mail 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 e-mail 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/
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 equipment.Consumables order opens.
Late Oct/Early Nov
Submit TaxSlayer Pro Online requirements to the TCS. See paragraph 7.1.
Oct 1 Provide printer, switch, cable, networking cards, etc requirements to the TCS.Repair and Replace opens.
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 17 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
The CA2 TCS and the District Technical Coordinator 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 the tip sheet “Submit an Itemized Reimbursement” in Section 9 of the Volunteer Portal Guide..
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There is no longer a requirement to submit a paper request. 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. Pre-approvals are submitted in accordance with the tip sheet “Submit a Pre-Approval for Additional Expenses” for items costing over $25. If a request for a pre-approval was submitted, follow the procedure in tip sheet “Create a New Reimbursement from an Approved Pre-Approval” in Section 9 instead of the procedures shown above.
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-Napa, is the moderator.
The site address is http://www.aarpca2.org/
Forums on the web site can be viewed by anyone, except for forums restricted to those with accounts (done for the forums “Equipment Exchange” and “TC Help Desk”).. 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”. Click “Contact us” Select category “Request Account” Complete the rest of the form and then click “Send Message”.
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This will create a request for a new account. Your account will be approved shortly, and you will receive an e-mail 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.
The EFIN is assigned to a site when the site is created or reactivated.
2.1 Creating/Reactivating a Site
The procedure for creating a new site is in tip sheet “Open a Site” in Section 7 of the Volunteer Portal Guide. The procedure for reactivating a site is in tip sheet “Re-Open a Closed Site” in Section 7.
For CA2, the program is always TA-R10-CA2-DXX where XX is 01 through 14. D03 is not used in CA2.
If this is a new site, the ADS will assign a Site ID number using the procedure in tip sheet “Creating a New SIDN for Your Site” in Section 13 of the Volunteer Portal Guide.
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2.2 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 old standalone Inventory Data Collection (IDC) tool. Since CA2 now participates in the on line electronic inventory system, the IDC tool is no longer used.
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.
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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 verified/updated as needed by district personnel at the end of the tax year.
The OIS is described in AARP document “Equipment Inventory Reporting Guide” available at OneSupport Help Center > Technology > Equipment.
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 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
3.1.2.2 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)
3.1.2.3 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.
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3.1.2.4 OIS Error Reporting and Enhancement Request
As you start to use the system you may encounter two types of errors:
Data errors – incorrect data, missing data, duplicate serial numbers, duplicate asset tag, problems or conflicts with EIR data (i.e. - OIS & EIR do not match)
System errors – problems with the system such as an inability to enter data, inability to sort, failure to export data to an excel spreadsheet.
Where possible, you should simply correct data errors as you encounter them. If you encounter data errors that cannot be corrected, create an OneSupport ticket using the Form: Technology Hardware and SubTopic: Online Inventory System. The subject should be: “Online Inventory System Data Error”. The text should describe the nature and extent of the data error and suggest how to correct the error. If you encounter multiple data errors, send a separate ticket for each data error; do not combine multiple errors in a single ticket.
System errors are problems with the system itself like the inability to enter data, inability to sort, failure to export data to an Excel spreadsheet, etc.
Send OIS system error reporting via e-mail to GraceWorkz at [email protected] – In the e-mail subject line state that this is an OIS System Error Request.
OrCall GraceWorkz toll free at 866-448-0420 option 1 for Technical Service.
In the e-mail explain fully the problem or issues.
Please do not contact for GraceWorkz for “How to Questions”. TC’s should contact their TCS for these types of questions. If the TCS cannot answer the question a ticket should be sent through OneSupport HelpCenter using the Form: Technology Hardware and Hardware, SubTopic: Online Inventory System. The subject should be: “Online Inventory System Question”. If a TC sends the ticket insure that your State TCS is copied via COPY (Cc) on the ticket.
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.
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
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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
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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) or Windows Defender is required to be installed on all AARP owned computers. They are pre-installed on all computers issued by Tax-Aide. MSE is incorporated in the Windows 7 operating images downloaded from Tax-Aide Tech. For Windows 8.1 and Windows 10, Microsoft Security Essentials was replaced by Windows Defender. It is incorporated in the Windows 10 operating images downloaded from Tax-Aide Tech See the AARP Tax-Aide document “Anti-Virus Program for Tax-Aide Computers” details concerning installation, maintenance and scanning intervals for MSE and Windows Defender.
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 scanning of all personal, site owned and loaner computers for viruses and malware. \Once scanned, the computers must be registered at http://www.taxaideaarp.org/main/secure_scan/homeorig.htm before they can be used for tax preparation using a wired or wireless network.
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’s 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/. Downloading from the Flexer site requires registering with your e-file address and name. If PSI 3.0 cannot be downloaded a manual check of the programs is required.
Detailed instructions for this procedure can be found in “Computer Security Scanning Guide”. Scanning is not required for AARP owned or IRS loaner computers or for computers that are imaged with an AARP provided image..
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.
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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. If you plan to create your own passwords, see Paragraph 8.1.3 of the AARP Foundation Tax-Aide Policy and Procedure Manual for password guidelines.
The password requirement also applies to personal and site owned computers.
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. CA2 no longer requires attachment of scanned documents to the return or mailing of taxpayer documents to the IRS.
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.
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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. 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 for computers are outlined in “GraceWorkz Repair and Replace Process for Computers Only”. Repair procedures for printers are outlined in “GraceWorkz Repair and Replace Process for Printers Only”. 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 eligi-ble for GraceWorkz repair 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 E-mail
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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 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).
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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 enter 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
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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 on IRS Computers
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.
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3.5.6 Problem reporting/replacement
When there is a problem with a loaned unit, report this by e-mail (NOT telephone) to [email protected], including the following in the e-mail:
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, e-mail 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 e-mail 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
See sections 10 and 11 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.
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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 e-mailing 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. Steve Ow-Ling, [email protected] t , has been designated as the CA2 primary point of contact for ordering GraceWorkz consumables. Edison Paw, [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
For Tax Year 2017 Windows, Macintosh, and Linux operating systems which support one of the follow-ing browsers may be used to prepare tax returns:
Internet Explorer (version 10, or higher) Microsoft Edge
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Google Chrome (version 39, or higher) Apple Safari Opera Mozilla FireFox (not recommended by TaxSlayer)
Chrome operating system notebooks (such as Chromebooks) may NOT be used for tax return preparation. Chrome operating system notebooks print via the ‘cloud’, which is not secure.
Use of any browser that employs an unsecure link (such as the ‘cloud’) for printing is prohibited.
Additionally, active, up-to-date antivirus software is required for every computer used to prepare tax re-turns or to support the preparation of tax returns, see paragraphs 3.1.4.1 and 3.1.4.2.
4.1 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.
4.2 Upgrades, Reimaging and Tune-up
4.2.1 Upgrade Windows 8.0 to 8.1
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.
4.2.2 Update by Reimaging
To provide security for tax return preparation, computer images must be kept up to date. To simplify the annual update of AARP Foundation Tax-Aide computers, the National Technology Committee provides installable images for Windows 7 Pro and Windows 10 Pro. These files are available at http://www.taxaideaarp.org/main/home.htm .
These images can only be installed on Tax-Aide computers running the Pro versions of either Windows 7 or Windows 10. Depending on the product key currently installed, updating may use the donated product key or may require entry of the installed product key. The images currently available are
GENERIC_02AUG17_W7.ISO for Windows 7 GENERIC_15AUG17_WX.iso for Windows 10
To determine product key available for AARP computers:
Go to http://036dbf2.netsolhost.com/TIADnload/CombinedQuery
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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.
If you do not have the Pro license key for a computer running either Core or Home, submit a OneSupport help request and see if the computer can be added to the list of computers eligible to use the donated keys.
4.2.3 Tune-up of Host and Personal Computers
The AARP Foundation Tax-Aide National Technology Committed provides guides to help with annual tune-up of host and personal computers running Windows 7 or Windows 10:
Host and Personal Computer Windows 7 Tune-Up Guide Host and Personal Computer Windows 10 Tune-Up Guide
The National Technology Committee does not recommend use of these guides for AARP Foundation Tax-Aide provided or donated computers. For these computers, annual reimaging is recommended. If any of these computers were used for personal use during the off season, then reimaging is required, see paragraph 3.1.4.3.
4.3 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 SOFTWARE FOR TAX-AIDE COMPUTERS
TaxSlayer is the only software allowed for preparation of tax returns. Use of any other tax preparation software for preparation and e-filing of tax returns is prohibited; see “Alternative Tax Software (TurboTax, Etc.) Prohibited”. Software for computer security was discussed in paragraphs 3.1.4.3 and 3.1.4.2. The Tax-Aide inventory agent software is installed on all AARP Tax-Aide owned or donated equipment, see paragraph 3.1.1.
In Tax-Aide administrative activities, use of word processor and spreadsheet programs has become virtually essential. In addition, tools for creating and opening compressed files, preparing and producing
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training materials, etc. can be useful. See “Software for Tax-Aide Guide” for descriptions of many software items that can be usefully loaded onto and used on Tax-Aide computers.
6 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/. 7 TAXSLAYER PRO ONLINE SOFTWARE
TaxSlayer Pro Online, produced by TaxSlayer LLC, 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)
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.
7.1 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. 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. Orders this late should be for emergencies only and are strongly discouraged.
Prior to submission, each TC will be asked for the following information for each EFIN/site.
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Location District name SIDN In the format S7305xxxx, see paragraph 2.1 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 “Same” MasterParent EFIN See paragraph 7.3 Software type TSO (TaxSlayer Pro Online ONLY. AARP Tax-Aide will not
use TaxSlayer Desktop.) Site Name Name of site Site Address Street address of site Site City City Site Statee State Site ZIP ZIP Code First Name First name of the person to whom the software will be shipped Last Name Last name of the person to whom the software will be shipped Shipping Address Street address of the person to whom the software will be
shipped City City of the person to whom the software will be shipped State State of the person to whom the software will be shipped. ZIP AIP code of the person to whom the software will be shipped.
PO Box cannot be used E-mail E-mail address of contact person Telephone Telephone number of contact person Customer Type AARP/TCE
7.2 Ad-hoc and Special Event Sites
TaxSlayer establishes sites by EFIN, not by SIDN. Therefore, Ad-hoc and Special Event Sites that transmit under a master site’s EFIN are considered part of the master site by TaxSlayer and use the master site’s EFIN, SIDN, name and address information when transmitting efiles and printing returns.
There is a work around for this that involves creation of additional user accounts and modification of the site configuration both before and after its use at an Ad-hoc or Special Event site.
When setting up for a master site, the user’s account was set to pull the SIDN from the site information. For an Ad-Hoc or Special Event site, a user must be created for use only at that site and the SIDN of the Ad-hoc site entered in the user record see paragraph 8.11.1.
Before starting work at the Ad-hoc or Special Event site, change the master site configu-ration so that the ERO address and phone number match the address of the Ad-hoc or Special Event site see paragraph 8.10.3.
Before again using the software for returns prepared at the main site, the master site con-figuration must be corrected so that the ERO address and phone number are correct for the main site.
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When using this workaround, counselors log on with their normal username and password at the master site and with the special user name and password at the Ad-hoc site.
If this workaround is not used, all work at the Ad-hoc site is done using the master site SIDN, DO NOT ORDER SOFTWARE FOR THE AD-HOC SITE.
7.3 Master/Parent and Child Sites
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.
7.4 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 7.3 and 8.10.2.
7.5 Software Swaps
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, 2018.
7.6 TaxSlayer Pro Online Shipment
In late November, early December, ‘vita.taxslayerpro.com’ will send three e-mails to the e-mail address of the site’s point of contact’ identified in the Tax-Aide order sent to the IRS. By default, these e-mails are sent to the e-mail address given in the software order. If that is not the individual who will actually do the site setup and configuration, forward both e-mails to the appropriate individual. If that is done, personal information pre-populated in the user account will have to be updated.
User Activation Code Site Activation Notification Multi Site Group Login
A copy of the User Activation Code and the Site Activation Notification e-mails are sent to each site. The Multi Site Group Login e-mail is only sent to the Master Site.
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The first e-mail activates a user account on the TaxSlayer Pro Online VITA web site for the Site Administrator, see paragraph 8.9.
The second e-mail activates the Site identified in the e-mail via a link to a “Preparer Personal Information” page containing the site’s SIDN. Part of this process is creating a site’s PIN – the Tax-Aide PIN for every site is “98765”. This person will be the site’s Administrator (Admin) who has total control of the site including preparing tax returns (and will not have a Security Template assigned to their user name) see paragraph 8.10.
The third e-mail contains log in information for the group setup site, user name, password, access code and security question and answer. See paragraph 8.8 for details.
The individual specified as the contact person on the software order will receive a printed copy of the TaxSlayer Pro VITA/TCE TaxSlayer Pro Online User Guide.
7.7 Desktop Software Shipment
TaxSlayer Pro Desktop will not be available to AARP Tax-Aide sites.
8 TAXSLAYER PRO ONLINE
8.1 System Requirements for TaxSlayer Pro Online
Refer to IRS Pub 4396-A Chapter 7-1 for full details concerning system requirements. Despite the note concerning Windows 10 and the Edge browser, AARP Tax-Aide has found the TaxSlayer has no problems with either. In fact, for tax year 2017, the National Technology Committee is recommending the use of Windows 10 for all computers.
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 8.1.2.1.
8.1.1 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 10.1.2 for restrictions on direct connections to 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.
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For details about networking computers (wireless or wired) and configuration of routers go to section 10.
8.1.2 Browser Settings
8.1.2.1 Required Browser Settings
TaxSlayer Pro Online will work with Internet Explorer versions 10.0 or higher, Microsoft Edge, 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 may prompt you to save the file when printing a return. Taxpayer data should never be saved to AARP computer. To enable printing without having to save it on your computer
1. Open the Chrome browser
2. Click on the “Customize and control Google Chrome” icon 3. Select “Settings”4. In the Chrome” column, elect “Extensions”5. Check for an extension from either Adobe or a third party that provides a PDF viewer.6. If found, click the “Enable” check box for the extension7. If not found, click “Get more extensions” at the bottom of the page.8. Enter “PDF viewer” in the search box9. For better performance of the browser, restrict the display to “Extensions”.10. You can select any viewer. In my search, I found “Adobe Acrobat. You can get details about the
viewer by clicking it.11. For the selected viewer, click “Add to Chrome”
Chrome will now display the return in its PDF viewer allowing you to print it without first saving it to your computer.
Some viewers will use installed versions of Adobe Reader. You should not enable the use of Adobe DC since this viewer uses cloud storage that does not meet AARP security requirements.
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8.1.2.2 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://vita.taxslayerpro.com/ProAvalon/Login/ 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://vita.taxslayerpro.com/ProAvalon/Login/ 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://vita.taxslayerpro.com/ProAvalon/Login/5. 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.
8.1.3 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; experience has shown that speeds below 2.0 MIPS do not yield good performance. At these speeds switching between pages is slow and TaxSlayer tends to lose its connection when generating PDFs.
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8.2 Using TaxSlayer Pro Online for Training
A version of TaxSlayer Pro Online for training is available at https://vita.taxslayerpro.com/IRSTraining/en/Account/Access. Currently this software is a modified version of the 2016 TaxSlayer Pro Online. The 2017 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. OneSupport Help Center has a demonstration video “NTTC Video: Taxslayer Practice Lab Demonstration” and a document “TaxSlayer Manual Preparing A Return in Practice Lab” which contain useful information about the use of Practice Lab.
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 e-mail address and user name.
2. Instructors can create training accounts for students.
AARP document “Practice Lab Accounts for Training” on the OneSupport Help Center contains recommendations for creation of user e-mail addresses, names and passwords.
CA2 recommends that instructors create student accounts with the following:
Dummy (non-existent) e-mail address User name in the format CCCCCCDD where CCCCCC is a letter string derived from the
District/Site name and DD is a digit number that allows for creation of 100 unique user name.
Common password for all users Program type “AARP Tax-Aide” Common security question and answer for all users
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.
8.3 TaxSlayer Pro Online Security
AARP policy requires that all tax software accounts must be password-protected. See paragraph 8.5 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. Some users have reported 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 is not present in newer versions if Chrome. If found, in the browser, go to “chrome://settings” and insure that a PDF viewer is enabled as an extension.
This problem has not been observed in any other browser.
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Since TaxSlayer Pro Online does not store data on the host computer, there is no requirement for encryption software for taxpayer files.
8.4 TaxSlayer Pro Online User Names
User names for use in Practice Lab are discussed in paragraph 8.2. 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.
A user name must contain four to twenty-five characters. It can contain only letters and digits. Special characters are not allowed.
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 or that could be made unique is TinaFSCC01 where TinaF comes from the counselor’s name, SCC identifies the site and the number 01 can be incremented as needed to insure a unique user name.
8.5 TaxSlayer Pro Online Passwords
Passwords used in TaxSlayer Pro Online must meet the following requirements:
1. Must be unique across the entire TaxSlayer Pro platform2. Must contain 8 to 30 alphanumeric characters3. Must contain at least 1 uppercase alphabet, 1 lowercase alphabet, 1 number and 1 special charac-
ter (@ $ ! % * ? &)4. Cannot contain login ID5. Cannot be a previous password6. Passwords are case sensitive7. Must be changed every 90 days
Note: Although user names must be unique across the TaxSlayer system, passwords can be reused at multiple sites if the counselor works at more than one site.
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8.5.1 Initial Passwords
Initial passwords are assigned by the Site Administrator as part of the site setup. Each counselor must 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.
8.5.2 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).
8.6 TaxSlayer Pro Online E-mail Address
Although the Practice Lab did not require a valid e-mail address, TaxSlayer Pro Online production does. TaxSlayer Pro Online uses the specified e-mail address for two purposes; multi-factor authentication when logging on for the first time and for forgotten username recovery.
The first time a user logs on from a computer (not used before by that counselor), TaxSlayer will require that the counselor enter a verification code. TaxSlayer will also require verification code if the user has not logged in within a specified (TBD) time. The counselor specifies whether he code is to be sent by e-mail or test message. The text message option is only present if the Site Administrator entered a cell phone number when creating the user’s account.
If a counselor forgets their username, TaxSlayer can use the e-mail address specified to send a username reminder to the counselor.
Not all counselors will have a cell phone with text capability. If they do and are willing, the Site Administrator can enter the number in the user profile when the account is created.
The e-mail address specified must be valid and must be unique to the individual. The e-mail address must be accessible for locations other than the user’s home and should not be one that is periodically downloaded and cleared by software running on another computer. If a counselor will be using the same email address at multiple sites, additional configuration is needed.
1. The Site Administrator creates the user for all sites as specified in paragraph 8.11.1. 2. The user logs on to each site and then logs off3. An individual with privileges to edit users does the following
(a) Log on to site(b) Select Configuration(c) Select Preparer Setup(d) Edit the counselor(e) Scroll down to Email Address and check the box above Allow multiple accounts to use this Email Ad-
dress(f) Click Continue to return to Preparer(s) Menu(g) Repeat steps (d) through (f) as required for additional counselors at this site.(h) Click Return to return to the Configuration Menu(i) Click Return to return to the Main Menu(j) Log off(k) Repeat steps (a) through (j) for additional sites as needed
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Note: TaxSlayer restricts the use of a cell phone number to a single site. If a counselor works at multiple sites they can use a cell phone number at their primary site, but must use a unique email address at all other sites.
8.7 TaxSlayer Pro Online Security Question
TaxSlayer Pro Online uses a security question and response to allow a user to recover a forgotten password. The security question and response for each user are set up by the Site Administrator when the user account was created. TaxSlayer Pro Online has a list of xxx security questions available.
What is your pet’s name? What is your favorite sports team? What is your father’s middle name? What was your high school mascot? Who is your favorite actor or actress? What was your first car? In what city were you born? What is your mother’s maiden name?
The Site Administrator selects a question and enters the answer for each user. The administrator can vary the question or can use the same question for each counselor. The administrator MUST inform the user of what question was assigned and the answer to the question.
If you are creating a site and do not need or have privileges for Multi-Site Group Administration, proceed to paragraph 8.9
8.8 Multi-Site Group 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 7.3. 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.
The Multi-Site Administrator credentials are sent as a standalone e-mail in addition to the “User Activation Code” and “Site Activation Notification” e-mails referenced in paragraph 7.6. This e-mail specifies the:
User name in the format ######MULTI Default password Security code Security Question Security Answer
The default password must be changed the first time you log on to the configuration site. The other items cannot be changed.
To create sharable items, log on to TaxSlayer Pro Online using the provided credentials. Once logged on, you will be in the Group Menu which has a single choice, “Group Configuration”. The “Helpful Information” section displays a short list of choices. One choice, “Select Office” displays a list of sites associated with you MSA capabilities.
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From the “Group Menu” select “Group Configuration”. From the “Configuration Menu” you will be able to create assignable versions of:
Security Templates Question Templates Taxpayer Profiles Tags Print Set Templates Custom Credits
8.8.1 Setting up Security Templates
TaxSlayer Pro Online uses security templates to set the permissions for preparers. In TaxSlayer Pro Online, each user can only be assigned a single security template. 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 complete multiple tasks. A solution to this problem is to create custom security templates.
8.8.1.1 TaxSlayer Security Template Options
TaxSlayer Pro Online provides the following Security Template Options:
Security Template Option Gives user ability to…Access Current Year Client List Access to current year client list (must be used in conjunction with
View/Edit Existing Returns)Access Office Not ApplicableAccess Previous Years Client Lists Access three prior yearsAdd and Configure Security Templates Create new security templates or edit an existing templateAdd or Edit Custom Credits Add Custom Credits and/or edit created Custom CreditsAdd or Edit Office IP Whitelist Limit login access if the user is not logging in from a designated IP
AddressAdd or Edit Print Sets Add Print Sets and/or Edit Created Print SetsAdd or Edit Tags Create and edit return tags, which are used to label returns (ex: Miss-
ing Info). No default tags provided currentlyAdd/Edit Fees Ability to set fees to determine cost savings to taxpayers (primarily
used by Military sites)Add/Edit Preparers Add new preparers or edit existing preparersAllow Ability to Clear Signatures Not applicable. AARP does not use the Client Signature function.Assign Preparer’s Security Template Add Security Templates and/or Edit created Security TemplatesCannot Change Return Status Back to In Progress
When selected, preparer cannot change Complete back to In Progress.
Change Consent Forms Add Consent to Use/Consent to Disclose and/or edit Created Consent to Use/Consent to Disclose Forms
Change Questions and Available Answers Add Custom Questions and Answers and/or edit created Custom Ques-tions and Answers
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Warning:
It appears that sites were assigned by name, not EIFN. If there is another site anywhere in the program whose name is a duplicate of yours, it might appear in your list of offices. Be very careful when assigning templates to not accidentally send one of your templates to a site that does not belong to you.
Change Return Preparer Change from current preparer to another preparerChange Tax Profiles Add Taxpayer Profiles and/or edit created Taxpayer ProfilesConfiguration Ability to see and access Configuration menu from main office menuCreate Tax Returns Create a new ReturnDeactivate Return Delete return(s) with status of In Progress or Review FailedDelete Return Notes Allows removal of Notes attached to a returnDelete Scanned Documents Allows removal of scanned documents attached to a returnDo Not Display Accepted Return to Re-stricted User
Once return has been accepted, it will no longer be visible to desig-nated user.
Do not Force Return Review Does not require return review option if preparer has Mark Return for Review enabled
Edit Calculated Preparer Fee Not ApplicableEdit ERO Setup Add/Edit an ERO, including name, EIN, EFIN, address, and phone
number.Edit Minimum Preparer Fee Not ApplicableEdit Office Setup Edit basic office information, including office name, address, and
phone number.Mark Return Complete Signify the return complete and ready for transmissionMark Return for Review Mark a return Ready for Review which will add it to the Review Re-
turns queueOverride Return Minimum Preparer Fee Not ApplicablePassword Protect Return Add a password to a return. Required for opening return, printing re-
turn, and viewing client statusPrint Returns Print returnsReview Returns and Mark Review Deci-sion
Review returns marked "Ready for Review" and either approve or Fail the return
Send Return to IRS Transmit returns to the TaxSlayer Processing CenterView Client Status Ability to view taxpayer's return status and return historyView Full SSN View client's entire social security numberView Refund Status Not Applicable (will be disabled)View Reports View Reports, including AcknowledgementsView/Edit Existing Returns View or edit previously created tax returns (must be used in conjunc-
tion with Access current Year Client List)
8.8.1.2 Predefined Security Templates
TaxSlayer Pro Online provides seven predefined templates.
Administrator SuperUser Preparer Current Year Preparer All Years Setup Manager Interviewer Reviewer
The National Technology Committee does not recommend the use of these templates. Instead, they recommend creation of custom templates for sites, see paragraph 8.8.1.3.
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 that security template has permissions checked.
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8.8.1.3 Customized Security Templates
As stated in paragraph 8.8.1, 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 many 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 8.8.1, this is not recommended.
A better solution is to create customized security templates. To create the templates for multiple sites using multi-site administrator:
1. Log on as Multi-site administrator2. On the Group Menu page, select Group 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. If child sites have been created proceed to step 10. Otherwise, skip to step 11 and return to assign the templates
once the sites have been created. 10. When done with all customized templates, click “Assign” to assign the template to sites
a. From the Offices list, select the sites the template to which the template is to be assigned.b. Click Continue to complete the assignment c. Click Back to return to the Add Security Template page.d. Alternately select Cancel to abort the assignment and return to the Add Security Template page.
11. Repeat steps 4 through 9 to add additional customized security templates.12. When all templates have been created and assigned, click Back to return to the Group Menu page.
To create the templates for an individual site:
1. Log on as the Site 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.
8.8.1.4 Recommended Customized Templates
CA2 recommends the following customized templates
Site Manager New Preparer
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Experienced Preparer
In addition, some sites might use the following Predefined templates
Super User
The recommended settings for these templates are
CUSTOM SECURITY TEMPLATES PREDEFINEDSite
ManagerNew
PreparerExperienced
PreparerSuperUser
Access Current Year Client List X X X XAccess Office XAccess Previous Years Client Lists X X XAdd and Configure Security Template XAdd or Edit Custom Credits XAdd or Edit Office IP WhitelistAdd or Edit Print Sets XAdd or Edit Tags XAdd/Edit FeesAdd/Edit Preparers XAllow Ability to Clear SignatureAssign Preparer’s Security Template X XCannot Change Return Status Back to In Progress1 X X X
Change Questions and Available Answers XChange Consent FormsChange Return Preparer X XChange Tax Profiles XConfiguration XCreate Tax Returns X X X XDeactivate Return1 XDelete Return Notes X X XDelete Scanned Documents XDo Not Display Accepted Return to Re-stricted User X X
Do not Force Return Review XEdit Calculated Preparer Fee XEdit ERO Setup XEdit Minimum Preparer FeeEdit Office Setup XMark Return Complete X X XMark Return for Review X X X XOverride Return Minimum Preparer FeePassword Protect ReturnPrint Returns X X X XReview Returns and Mark Review Deci-sion2 X X X
Send Return to IRS3 X X XPage 40
View Client Status X X X XView Full SSN X X X XView Refund StatusView Reports X X XView/Edit Existing Returns X X X X
Note 1: “Cannot Change Return Status Back to In Progress” works with “Deactivate Return”. Only returns with status of “In Progress” or “Review Failed” can be deactivated. Ability should be restricted to those with Admin level privileges.
Note 2: “Review Returns and Mark Review Decision” belongs to individuals who will act as QR. Its use depends on the QR procedure used by a site: If the site is set up so that the client goes to the reviewer, then the reviewer should have Site Man-
ager Privileges and preparers do not need this privilege. If the reviewer comes to the client and they log on with their own ID then only Site Managers and
Experienced Preparers need this privilege. This is based on the assumption that new preparers do not do QR.
If the reviewer does the review using the preparer’s ID, then everyone needs this privilege.
Note 3: CA2 recommends that the “Send Return to IRS” privilege be assigned only to the site’s ERO and other Admin level personnel. It is not for reviewers or counselors however if a District does allow experienced preparers to submit e-files, it should be blocked initially for new preparers. The individual designated as ERO for the site should have either the “Site Manager” or “Superuser” security template assigned.
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 review the return and mark the results (act as a reviewer) and to send a return to the IRS (act as an ERO). If a site does not wish to restrict counselors, they can just omit this template and assign the Experienced Preparer template to all counselors.
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 Experienced Preparer template.
By default, the Site Administrator has no assigned template. In theory, this gives them all privileges. Unfortunately, TaxSlayer implemented the new ability to change a return marked “Complete” back to “In Process” as a negative implementation, see paragraph 8.8.1.1. If the Site Administrator needs this capability, it will be necessary to add a custom template will all options check with the exception of this one.
The following are the recommended assignments for predefined templates
Role Assign ToSite Administrator Each site will automatically have a Site Administrator user with full privileges.
This is the individual who created the site, normally, the individual listed in the software order. This user does not have an assigned security template and therefore has full privileges. This user will be responsible for initial setup of the site and its users. The individual with the Site Administrator privileges will not necessarily be at the site on a daily basis. When TaxSlayer added the ability to change a return marked “Complete” back to “In Process” their implementation blocked this for the Site Administrator. If needed, add a “Site Administrator” template.
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Site Manager 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 that individual was not assigned the Site Manager template.Assistant site supervisorThis is the only role other than Administrator and Site Manager that allows the in-dividual to move returns between counselors. There must always be one person physically present at the site with either the Site Manager or Super User role.
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 Experienced Pre-parer.
Experienced Pre-parer
In addition to the basic ability to prepare returns, it may permit 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.
8.8.2 Custom Questions
TaxSlayer Pro Online does not have the Prep Use form that TaxWise used for custom questions. Instead, it is published with the four IRS mandated questions that will be shown to the counselor as part of the e-file process when preparing the return. 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 currently allows an unlimited number of answers to a question. Although it will be tedious, it will be possible to enter lists of the initials of all possible preparers and reviewers during site setup. Questions about preparer and reviewer should be marked as required. Since the preparer is required to enter the identification of the reviewer before the return is marked “Ready for Review”, the list of responses for reviewer should include a NULL entry. It will be corrected by the reviewer as part of the QR process.
AARP Tax-Aide will include a set of supplemental interview questions with the AARP envelopes delivered for the site. This list must be given to the taxpayer. Answering the questions is optional. The following questions and answer lists must be added to TaxSlayer. When entering the questions, check the “Is Required” box. All four questions must be answered before the return can be e-filed, even if the answer is “Did not answer”.
Question AnswersReturn prepared by (optional) List of counselors, either just initials or first
name, last initialTA1 – Quality Review List of reviewers, either just initials or first
name, last initial. Must include a NULL answer.
TA2 - Which best describes your race/ethnicity (Taxpayer #1)
American Indian/Alaskan NativeAsianBlack/African-AmericanDid not answerNative Hawaiian/Pacific IslanderOtherWhite
TA3 - Are you of Hispanic, Spanish, or Latin origin (Taxpayer #1)
Did not answerNoYes
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TA4 -Which best describes your race/ethnicity (Taxpayer #2)
American Indian/Alaskan NativeAsianBlack/African-AmericanDid not answerNative Hawaiian/Pacific IslanderOtherWhite
TA5 - Are you of Hispanic, Spanish, or Latin origin (Taxpayer #2)
Did not answerNoYes
If these questions / answers change by the start of the season, update them based on the actual questions on the supplemental interview sheet.
To create the custom questions for multiple sites using multi-site administrator:
1. Log on as Multi-site administrator2. On the Group Menu page, select Group Configuration3. On the Configuration Menu page, select Custom Questions4. On the Question Template page, click Create Default Question Template to add a new template, click Edit to
edit an existing security template.5. Click Add on the Edit Questions page6. To edit a question, click Edit for the individual question7. On the Add Questions page
a. Type the question in the Question box. Up to 100 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 100 characterse. Click Add and type the next answer choice
8. When you finish adding question and answer choices, click Save9. To add additional questions, repeat steps 4 through 810. When done adding questions, click Back to return to the Edit Questions page11. Click Back to return to the Question Template page12. If child sites have been created proceed to step 13. Otherwise, skip to step 15 and return to assign the templates
once the sites have been created.13. Click Assign to go to the Assign Questions page14. From the Offices list, select the site the questions are to be assigned to.15. Click Continue to complete the assignment16. On the Question Template page click Back to return to the Configuration Menu
To create the templates for an individual site:
1. Log on as the Setup 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 100 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 100 characterse. Click Add and type the next answer choice
6. When you finish adding question and answer choices, click Save
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7. To add additional questions, repeat steps 4 through 68. When done adding questions, click Back
8.8.3 Setting up Taxpayer Profiles
The Taxpayer Profile is a return preparation shortcut for Federal returns only; there are no Taxpayer Profiles for State returns. They function in a manner similar to the Quick File list that can be prepared by the user.
TaxSlayer provides the following pre-definedTaxpayer Profiles:
Basic (No Profile) – no pre-defined forms Master Profile – IRS defined profile
Custom profiles can be created. The default profiles and any custom profiles are displayed on the Available Taxpayer Profiles when a new return is created. The prepared can either select a profile or allow TaxSlayer to assign the default “Basic” profile.
A selected profile presents the identified forms to the preparer after completing the taxpayer’s personal information. Profiles may be created for specific tax years; the Taxpayer Profiles will remain associated with those tax years in future years.
The Taxpayer Profile must be selected before the return is begun and cannot be changed after the return is begun.
To create taxpayer profiles for multiple sites using multi-site administrator:
1. Log on as Multi-site administrator2. On the Group Menu page, select Group Configuration3. On the Configuration Menu page, select Taxpayer Profiles4. On the Taxpayer Profiles page, click Add to add a new taxpayer profile, click Edit to edit an existing taxpayer
profile.5. Enter a name for the profile6. Enter a description for the profile. The description will be shown for each new return, therefore, it is suggested
that the forms chosen for the profile be identified. See the predefined Master Profile for an example.7. Select a tax year for the profile. The profile will be offered to the counselor when a return is started using that
year’s software.8. Add input forms to the profile
a. Enter a search term in the Tax Form (Lookup) box. This can be a form number, a form name or a descriptive term. For example, entering the number 1 displays a list of forms whose number starts with 1. Entering the letter W, displays a list of forms whose name contains a W.
b. Click on the appropriate form name to add it to the Selected Tax Forms list.c. Repeat steps a and b until all desired forms have been added to the list. d. When all forms have been added to the list, use the up/down arrows by the form name to order them as
desired. Remember, forms will be presented to the counselor in the order selected and cannot be modified by the counselor.
e. When you finish adding and ordering forms, click Save to return to the Taxpayer Profiles page.9. To add additional Taxpayer Profiles, repeat steps 4 through 810. If child sites have been created proceed to step 11. Otherwise, skip to step 15 and return to assign the templates
once the sites have been created.11. When done adding profiles, click Assign for a profile that is to be assigned to subordinate sites.12. From the Offices list, select the site the questions are to be assigned to.13. Click Continue to complete the assignment14. Repeat steps 11 through 13 to assign additional profiles to subordinate sites.15. Click Back to return to the Configuration Menu
To create the taxpayer profiles for an individual site:
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1. Log on as the Setup Administrator2. On the Welcome page, select Configuration3. On the Configuration Menu page, select Taxpayer Profiles4. On the Taxpayer Profiles page, click Add to add a new taxpayer profile, click Edit to edit an existing taxpayer
profile.5. Enter a name for the profile6. Enter a description for the profile. The description will be shown for each new return, therefore, it is suggested
that the forms chosen for the profile be identified. See the predefined Master Profile for an example.7. Select a tax year for the profile. The profile will be offered to the counselor when a return is started using that
year’s software.8. Add input forms to the profile
a. Enter a search term in the Tax Form (Lookup) box. This can be a form number, a form name or a descriptive term. For example, entering the number 1 displays a list of forms whose number starts with 1. Entering the letter W, displays a list of forms whose name contains a W.
b. Click on the appropriate form name to add it to the Selected Tax Forms list.c. Repeat steps a and b until all desired forms have been added to the list. d. When all forms have been added to the list, use the up/down arrows by the form name to order them as
desired. Remember, forms will be presented to the counselor in the order selected and cannot be modified by the counselor.
e. When you finish adding and ordering forms, click Save to return to the Taxpayer Profiles page.9. To add additional Taxpayer Profiles, repeat steps 4 through 810. Click Back to return to the Configuration Menu
8.8.4 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.
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 TAXSLAYER UPDATE
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
To create return tags for multiple sites using multi-site administrator:
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1. Log on as Multi-site Administrator2. On the Group Menu page, select Group Configuration3. On the Configuration Menu page, select Tags4. On the Tag Templates page, click Add to add a new template. Click Edit to edit an existing template5. Enter a name for the template6. Enter a string for the return tag7. Click Add8. Repeat steps 6 and 7 to add all desired tags9. When done adding tags to the template, click Save Changes10. Click Back to return to the Tag Templates page11. Repeat steps 4 through 10 to add additional templates12. If child sites have been created proceed to step 13. Otherwise, skip to step 16 and return to assign the templates
once the sites have been created.13. When done creating templates, click Assign for a template that is to be assigned to subordinate sites.14. From the Offices list, select the site the templates is to be assigned to15. Click Continue to complete the assignment.16. When done, click Back to return to the Configuration Menu page
To create return tags for a single site
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
8.8.5 Configure Printing
8.8.5.1 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. Signature Documents – Documents needing signature for IRS9. MASTER PRINT10. MASTER PRINT (2 8879) – Same as MASTER PRINT with second copy of 887911. Print Invoice – Tax-Aide will never need this12. QUALITY REVIEW – Available in Client list
8.8.5.2 Master Print Set
8.8.5.3 Create a Custom Print Set
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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 (2 8879)” provides the same forms as MASTER PRINT with a second copy of Form 8879.
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.
A problem with all pre-defined print sets is that they print the version of Form 1040, 1040-EZ, 1040-A or 1040, appropriate to the return. The user has not control over which form will be printed. A second problem is that they tend to print unneeded pages. A third problem is that TaxSlayer Pro Online prints the return in the print order is that specified by the IRS. You cannot change it.
At a minimum, each site/district should create a custom print set that prints only Form 1040 and does not print unneeded pages, work sheets, tec.
If desired, custom sets can be created to allow tailored printing of these sets.
Taxpayer federal and state copy Federal and state to be mailed
To create custom print sets for multiple sites using multi-site administrator:
1. Log on as Multi-site Administrator2. On the Group Menu page, select Group Configuration3. On the Configuration Menu page, select Print Set Templates4. On the Print Set Templates page, click Add to display the Print Set Setup page. Alternately, click Edit to edit
an existing template.5. Enter a name for your print set in the Print Set Name box6. 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 Set Templates page and repeat steps 5, 6 and 7.9. If child sites have been created proceed to step 10. Otherwise, skip to step 13 and return to assign the templates
once the sites have been created.10. To share a template, click Assign by the Template.11. In the Offices list, select the offices that the template is to be assigned to and click Continue.12. Repeat steps 9 and 10 to share additional templates.13. When you are done adding print sets, click Back to return to the Configuration Menu page
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 box6. 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 all templates have been created, select a master template and click Set As Default.
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10. When you are done adding print sets, click Back to return to the Configuration Menu page
8.8.5.4 Recommended Print Sets
The National Technology Committee will not provide a recommended print set this year. They recommend the use of the “MASTER” print set for the first part of the tax season and the ‘MASTER (2 8879) for the last week when two copies of the 8879 might be needed.
The following is recommended for all CA2 sites as their default print set.
1. Federal returns
Form Description CopiesSchedule EIC Earned Income Credit 11040 Estimates Estimated Tax for Individuals 1Foreign Employer Compensation
1
1040 US Individual Income Tax Return 11040 V Payment Voucher 11040 X Amended US Individual Income Tax Return 11116 Foreign Tax Credit 11310 Statement of Person Claiming Refund Due a Deceased
Taxpayer1
2106 Employee Business Expenses 12120 Multiple Support Declaration 12210 Underpayment of Estimated Tax by Individuals, Estates and
Trusts1
2441 Child and Dependent Care Expenses 12555 Foreign Earned Income 12848 Power of Attorney and Declaration of Representative 13903 Moving Expenses 14137 Social Security and Medicare Taxes Not Reported To
Employer1
4852 Substitute for Form W-2 or Form 1099-R 14868 Application for Automatic Extension of Time To File U.S. In-
dividual Income Tax Return1
5329 Additional Tax on Qualified Plans (including IRAs) and Other Tax-Favored Accounts
1
5405 First-Time Homebuyer Credit and Repayment of Credit 16251 Alternative Minimum Tax 18283 Noncash Charitable Contributions 18332 Release/Revocation of Release of Claim to Exemption for
Child byCustodial Parent1
8379 Injured Spouse Allocation 18453 U.S. Individual Income Tax Transmittal for an IRS e-file
Return1
8606 Nondeductible IRAs 18812 Additional Child Tax Credit 18853 Archer MSAs and Long-Term Care Insurance Contracts 18862 Information to Claim Earned Income Credit After
Disallowance1
8863 Education Credits (American Opportunity and Lifetime 1
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Learning Credits)8879 IRS e-file Signature Authorization 18880 Credit for Qualified Retirement Savings Contributions 18888 Allocation of Refund (Including Savings Bond Purchases) 18889 Health Savings Accounts (HSAs) 18949 Sales and other Dispositions of Capital Assets 18962 Premium Tax Credit (PTC) 18965 Health Coverage Exemptions 19565 Installment Agreement Request 1982 Reduction of Tax Attributes Due To Discharge of Indebted-
ness (andSection 1082 Base Adjustment)1
Schedule A Itemized Deductions 1Schedule B Interest and Ordinary Dividends 1Schedule C Profit or Loss from Business (Sole Proprietorship) 1Schedule D Capital Gains and Losses 1Schedule D Capital Loss Carryover 1Schedule E Supplemental Income and Loss 1Schedule H Household Employment Taxes 1Schedule R Credit for the Elderly or the Disabled 1Schedule SE Self-employment Tax 1Form W-7 Application for IRS Individual Taxpayer Identification
Number1
Form W-7SP Application for IRS Individual Taxpayer Identification Number (Spanish)
1
2. California returns
Form Description CopiesCA 540 California Resident Income Tax Return 1CA Schedule CA California Adjustments - Residents 1CA Estimates Estimated Tax for Individuals 1CA HOH CA Form 3532 – Head of Household Filing Status Schedule 1CA Form 3506 Child and Dependent Care Expenses Credit 1CA Form 3514 California Earned Income Tax Credit 1CA Extension to File
CA Form 3519 – Payment for Automatic Extension for Individuals
1
CA Form 3525 Substitute for Form @-2, Wage and Tax Statement 1CA Form 3567 Installment Agreement Request 1CA Form 3582 Payment Voucher for Individual e-Filed Returns 1CA Form 3805P Additional Taxes on Qualified Plans (including IRAs) and
Other Tax-Favored Accounts1
CA Form 540 X Amended Individual Income Tax Return 1CA Form 5805 Underpayment of Estimated Tax by Individuals and
Fiduciaries1
CA Form 8879 California e-file Signature Authorization for Individuals 1CA Schedule D California Capital Gains or Loss Adjustment 1CA Schedule D-1 California Capital Loss Carry Forward 1CA Schedule P Alternative Minimum Tax and Credit Limitations - Residents 1
8.9 Activate the Site and Create a Site Administrator User Account
When the Site Activation Code email referenced in paragraph 7.6 is received, the contact individual specified in the order will be able to activate the site and create their username, password, etc. This individual is the Site Administrator with full
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Administrator privileges plus the ability to create a new return. If desired, the activation e-mails can be forwarded to an individual other than the one specified in the original order. In that case, the second individual will become the Site Administrator.
However it is handled, the site can only have one Site Administrator.
The Site Administrator User account has site specific administrative information:
Site Name EFIN SIDN Primary Contact Alternate Contact Mailing Address Shipping Address Office Phone Alternate Office Phone E-mail Address
Begin site setup by following the link to the account activation page. The first thing on the page should be a note that the activation code was valid. Complete the activation by:
Create a username (see paragraph 8.4) Create a password (see paragraph 8.5) Enter an e-mail address (see paragraph 8.6) Select a security question (see paragraph 8.7) Enter an answer for the security question
Record the information entered and then click the green “LOGIN WHEN USERNAME AND PASSWORD ARE ENTERED ABOVE” link to go to the Site Administrator user account. The site has three links on the left margin:
My AccountCompany InforAccount History
On the My Account page, you have the option of changing the password and password e-mail if desired.
On the Company Info page, verify the Site Name, EFIN and SIDN. Instructions for correcting errors in the EFIN or SIDN are at the top of the page. Most of the remaining fields are pre-populated with information from the software order. Verify / update this information and add an Alternate Contact and Alternate Office phone if desired.
The Account History page is for information only.
TaxSlayer will send a Site Activation Notification email once the site is activated.
8.10 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.
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At a minimum, the steps in paragraphs 8.10.1, 8.10.2, 8.10.3 and 8.11 must be completed for each site. If the sites were set up as Master/Parent and Child, see paragraph 7.1, the steps in paragraphs 8.8.1.3, 8.8.5.3, 8.8.4 and 8.8.2 can be completed in the Master/Parent site and then shared to the Subscriber sites once they are set up. Otherwise, those steps will also have to be performed for each site. After receipt of the Site Activation Notification e-mail, following the link in the e-mail takes you to the TaxSlayer Pro Online website to complete site setup.
8.10.1Create Site Administrator User
On the Create User page, enter/verify:
1) Preparer Personal Information
First Name Middle Initial Last Name Suffix (if needed) PTIN OR SIDN (SIDN in the format S7******) Default PIN Number (98765) Do not select any of the radio buttons
2) Login Account
E-mail Address (see paragraph 8.6) Cell Phone Number (see paragraph 8.6) Username (see paragraph 8.4) Password (see paragraph 8.5) Security Question (see paragraph 8.7) Security Answer (see paragraph 8.7)
The Login Account information can be the same as the information used when creating the Site Administrator User Account in paragraph 8.9. Once all required data has been entered, click “Save”.
On the Log in page:
1. Enter the User Name 2. Enter the password 3. Enter the access code (The default access code appears immediately below the site name in the Site Activation
Notification e-mail. Change the code when you do the site configuration)4. Click the Login button.
8.10.2Setting 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 8.8.1.2.
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:
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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. If there is an error, contact TaxSlayer at [email protected]. Login Security Code, change now (use a site specific combination of letters and numbers)f. 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
10405. Scroll to Office Configuration section
a. Leave Print Digital Signature on 1040 uncheckedb. Optionally check Print Firm Information on Cover Pagec. Make sure that Disable Third Party Designee Prefill is checked. Preparer can still add info when return is
prepared if needed.d. Leave Require taxpayer signatures prior to efile uncheckede. Make sure that Offer 8888 is unchecked. The option to split refunds will not be available. Anyone with
administrator privileges can change this if a taxpayer wants to split a refund or buy bonds.f. Check Display Summary using 1040 Viewg. Check Hide Preparer Name of 1040 Printh. Optionally check Always Print Schedule Ai. Leave Use Topaz Signature Pad unchecked. That is a hardware device used to input signatures. Not used by
AARP Tax-Aide.j. Leave Force Verification of IP Address unchecked.k. Check Default State Return Type to be Sent Through Bankl. Leave Require Email Address Entry on Efile Page uncheckedm. Optionally check Default Tax Returns to Spanish for preparers with will specialize in serving Spanish
speaking taxpayers.n. Optionally check Require Return Tag(s) for Saving Returns
6. Scroll to the Office addresses and Office Phones sectiona. Verify pre-filled Office Address .b. Verify the pre-filled Office Phone information. Update if necessary. The Office Phone is probably set to the
phone contact’s phone number from the software order. Change to the site’s phone number if desired. 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: Normally an Ad-hoc site uses a main site’s EFIN, SIDN and address to submit returns. If the site supervisor desires to have the return submitted under the Ad Hoc sites SIDN and address info, it will be necessary to modify the site configuration both before and after the software is used at the site see paragraph 7.2.
8.10.3Setting 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 and Active are checked.9. Verify that the ERO Address is set to the site’s address. Correct if necessary.10. ERO Phones is probably set to the contact’s phone number from the software order. Change to the site’s phone
number if desired. This is what will print on the return.11. When finished, click Continue
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12. Click Return
The specified ERO information will not print in the Paid Prepared section of form 1040 and on form 8879.
Note: By default, TaxSlayer will use the ERO address information for the main site when printing returns prepared at an Ad-hoc site. This is because TaxSlayer organizes sites by EFIN, not SIDN. If the District or Local Coordinator want to have returns prepared at Ad-hoc sites print with that site’s address, the ERO address and phone number must be modified before the start of work at the Ad-hoc site and returned to the main site’s address at the end of work, see paragraph 7.2.
8.10.4Configuring Miscellaneous Items
8.10.4.1 Individual Site vs Multi-Site Configuration
If the original order for TaxSlayer specified a parent/child relationship between a master site and one or more child sites, TaxSlayer Pro Online offers the option of configuring the following items using Multi-Site Administrator privileges or configuring them on each individual site. Use of MSA is recommended and the setup for each item, both MSA shared and site direct is described in the referenced paragraphs.
Security Templates, see paragraph 8.8.1. Custom Question Templates, see paragraph 8.8.2 Taxpayer Profiles, see paragraph 8.8.3 Return Tags, see paragraph 8.8.4 Print Set Templates, see paragraph 8.8.5
8.10.4.2 Configure Custom Credits
Custom credit items can be added to collect statistical information related to each return. Answers to custom credit items are not pre-defined and must be numerical (maximum of 9 digits). A total of 10 credits (maximum of 45 characters to describe each credit) are permitted. Credits will be compiled into reports that are compatible with Excel. An example of a custom credit is "Persons covered by this return", to provide host sites with the ability to state how many people benefitted from Tax-Aide service at the site. The NTC and CA2 do not have any recommendations for specific use of these credits. To add a credit:
8.11 Adding Preparers
Once the Site Administrator account has been created, see paragraph 8.9, and basic site setup has been completed, see paragraph 8.10 additional users can be added to the site
Most users will be added as counselors (New Preparers or Experienced Preparers). There is a need for administrative capabilities at the site in addition to the capabilities available to a counselor. This requirement is met by assigning Site Manager or Super User capabilities. The exact mix of capabilities for a site is determined by the Site Supervisor, Local Coordinator and District Coordinator.
Remember, each user can have only one security template assigned.
8.11.1Creating Users
To add preparers for a site, use the following steps:
1. Log on as Administrator2. On the Welcome page, select Configuration
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3. On the Configuration Menu page, select Preparer Setup4. On the Preparer(s) Menu page, click Add to add a new preparer for the site. Click Edit by an existing preparer
to edit that preparer’s setup.5. On the Preparer(s) Setup Menu page:
a. Enter the preparer’s actual first and first initial of their last name. Do not enter the preparer’s full last name. IIn the past, TaxSlayer has had problems that resulted in printing the preparer’s name. The middle initial and suffix are optional.
b. TaxSlayer Pro Online defaults the PIN to 98765 and enters it in all returns prepared by this user. Do not change this.
c. Leave 2848 CAF Number blankd. Scroll down to view the remainder of the personal information.e. 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 8.10.2, and correct it there.f. For the check boxes
i. 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 Login Account sectionh. Enter a unique e-mail address for the preparer. See paragraph 8.6i. Enter a unique user name. See paragraph 8.4j. Type an initial password for the user. See paragraph 8.5 for the rules for a password. TaxSlayer Pro Online
will require the user to change the password on initial logon.k. If desired, enter a cell phone number. See paragraph 8.6. A cell phone number is necessary if the user is to
receive multi-factor authentication codes by text message.l. 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.m. 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.n. 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.o. Select a security template for the user. See paragraphs 8.8.1, 8.8.1.2and 8.8.1.3 for a discussion of security
templates, both predefined and customized.p. When you have finished entering information for the preparer, click Continue
6. Repeat steps 4 and 5 as needed to add additional users7. When you finish adding preparers, click Return
Note: If the user is being set up specifically for an Ad-Hoc or Special Event site, do NOT check the Pull from Office, instead change the SIDN value for the user to the SIDN of the Ad-hoc site.
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.
Note: TaxSlayer restricts the use of a cell phone number to a single site. If the counselor will work at multiple sites, they can use a cell phone number for their primary site, but must use a unique email address at all others. When a counselor uses the same email address at multiple sites, additional configuration is required. See paragraph 8.6.
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Note: The default security template for the Site Administrator is to not assign a template. A preparer with no security template by default has ALL privileges. TaxSlayer recently added the capability to change a return marked as “Complete” back to “In Progress”. Unfortunately they used a negative implementation in the Security Template, “Cannot Change Return Status Back to In Progress”. So by default the Site Administrator will not have this privilege. If needed, they will need a customized template.
8.12 Prior Year TaxSlayer Pro Online
TaxSlayer Pro 2017 will have carryforward for Tax Year 2016. It will not automatically have carryforward for Tax Years 2015 and 2014. It will be possible to prepare new tax returns for tax years 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 2014 and 2015, the corrected (amended) values are entered and then the incorrect (initial) values are entered on Form 1040X. Tax Year 2016 returns will be available for amendment if they were prepared at the site.
Tax preparation software is available for tax years 2014, 2015, 2016 and 2017. Multisite configuration carries back to prior tax years. Individual site configuration also carries back to prior years. The Site Administrator should verify the configurations for all prior years.
8.13 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.
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.
8.14 Setting Up Printers for TaxSlayer Pro Online
See section 11 for information on setting up printers to print with TaxWise Online.
9 ON SITE REFERENCE MATERIALS
9.1 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 made available via the internet.
IRS Pub 17 IRS Pub 4012 IRS Pub 4134 IRS Pub 4299 IRS Pub 4600 IRS Pub 5166 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
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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
9.2 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 2017 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” the “Resource Tool for Tax Counselors” and the ‘TaxAide National Tax Training Committee Workbook”. With the exception of CyberTax e-mails, other AARP materials must be downloaded from the OneSupport Help Center in PDF format. When received, CyberTax e-mails should be converted to a PDF file.
9.3 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. 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.
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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.
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.
10 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. Note, there are restrictions on sharing printers when using wireless connections.
10.1 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.
To minimize security risks, the AARP Foundation Tax-Aide program utilizes a private wireless network to connect the laptops and printers of its volunteer counselors. This private network also provides internet connectivity through its connection to a site network or other source.
When a wired network is available, this is accomplished via a wired/wireless router establishing the local network and providing the connection to the site’s wired network. When a wireless connection is available, this is accomplished via a WISP router or an Internet Access Computer. When there is no available network connection, this can be accomplished via a hotspot.
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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 computers
Wireless network printer(s)
Wireless Connections
Wired USB printer(s)(only allowed as a last resort)
Wired network printer(s)
*TAV = Tax-Aide Volunteer
Wired USB printer(s)(only allowed as a last resort)
Current Tax-Aide policy requires that no Tax-Aide computers or printers be directly connected to any site’s wireless network, except for an Internet Access Computer as described below. It is a best practice and is recommended that no Tax-Aide computers or printers be directly connected to any site’s network, either wired or wireless, except for an Internet Access Computer.
See paragraph 11.2 for restrictions on printer sharing.
The following descriptions will all assume the use of an AARP Foundation Tax-Aide owned Internet Access Computer, router, or hotspot in the system.
In the following diagrams, the “Wireless printer(s)” can be replaced by a wired printer connected to a wireless print server, see paragraph 11.
10.1.1Using the Site’s Wired Connection
This diagram illustrates the connections that allow the use of a site’s wired internet connection.
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Using a Site’s Wireless Internet Service
*TAV = Tax-Aide Volunteer EquipmentInternet Access ComputerWireless bridge / router combinationCombination 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 network printer(s)
Wired USB printers(only allowed as a last resort)
Wired network printer(s)
TAV Internet Connection*
Wired USB printer(s)(only allowed as a last resort)
Wireless Connections
10.1.2Using the Site’s Wireless Connection
This diagram illustrates the connections that allow the use of a site’s public wireless internet connection.
See AARP Tax-Aide document “Tax-Aide Internet access Computer (IAC) Setup Guide (Wireless Hosted Networks)” 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 switch connected to the computer to distribute the local network.
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.
10.1.3Using 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 “H-5 Version Wireless Hotspot Configuration Guide”.
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 (Wireless Hosted Networks)”.
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Using a Verizon Hotspot
Wireless Connections
Wired TaxSlayer tax preparation computers Wireless TaxSlayer tax
preparation computers
Wireless network printer(s)
Wired USB printers(only allowed as a last resort)
Wired network printer(s)
Verizon Hotspot
Wired USB printer(s)(only allowed as a last resort)
Wireless Connections
Wireless network adapter
Wireless network adapter
This diagram illustrates the connections that allow the use of a Verizon Hotspot internet connection.
10.1.4Personal, 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.
10.2 Router and Wireless Adapter Technical Requirements
10.2.1Wireless 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.
10.2.2Wired Routers
Virtually any router manufactured in the last 5 years will work in a wired network.
10.2.3Wireless Adapters (Bridges):
The wireless adapters should meet the 802.11g specification and be capable of WPA-2 encryption.
10.2.4Internet Access Computers
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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.
10.2.5WISP Router
The currently recommended WISP router is the Netis WF 2411 Wireless N150 Router / Access Point.
11 PRINTER SETUP AND SHARING
11.1 Printer Drivers
The Tax-Aide program utilizes computers with both 32-bit and 64-bit versions of the Windows 7, Windows 8 and Windows 10 Operating Systems along with dozens of different printer models. Each computer requires a print driver for any printer that it will interface with. There are hundreds of print drivers in use in the program. See AARP Document H-5 Printer Driver Guide for information on downloading printer drivers and manuals for printers used at a site.
11.2 Printer 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, Monoprice #5342 or similar.
Printer sharing for all networks is discussed in AARP document “H60 - Configuration Guide for USB Print Servers”.
11.3 Printer Setup
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.
12 END-OF-SEASON INFORMATION
Refer to the TaxSlayer Pro Online User Guide.
12.1 Filing Deadlines
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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 2017 will be April 17, 2018.
12.2 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.
12.3 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. printed acknowledgements, reports, etc.) in their possession.
12.4 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 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.
12.5 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.
12.6 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 e-mail 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.
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13 ERO PROCESSES
AARP Tax-Aide document “Schedule of E-File Events” provides local leadership with the normal time frame for e-file related events. The actual start dates for annual e-file activities can vary greatly.
13.1 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. 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
13.2 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”.
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.
13.3 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 8.1.3 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.
Computers other than IRS loaned or AARP owned, must be registered before they can be used for e-filint purposes. See paragraph 3.1.4.2 for details.
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13.4 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.
13.5 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.
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 any report containing the taxpayer’s name and full social security number is discouraged. If a report is printed, it must be securely destroyed when no longer needed.
13.6 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 a security template that allows e-file submission.
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.
13.6.1Return Submission Order
TaxSlayer Pro Online treats all federal and state returns as linked. When the state return is linked to the federal return, TaxSlayer Pro Online does not send it to the state until the federal return has been accepted. In the past, California was a standalone, unlinked, state for TaxWise. This is no longer true. Therefore, it is no longer required for the ERO to send federal returns separately and wait for the acknowledgement before sending the California return.
13.6.2Return Submission by Counselor.
13.6.2.1 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.
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2. The reviewer has marked the return as Approved.3. Return tag set to “OK TO E-FILE” or equivalent.
The e-file is submitted as follows:
From inside the return
1. Go to the Submission page2. Click Save And Transmit Return
From outside the return
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 13.6.4 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.
13.6.2.2 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 13.6.2.1 to submit it.
See paragraph 13.6.5 for recommended procedures to fix rejected returns.
13.6.3Return 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.
13.6.3.1 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.
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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.
13.6.3.2 E-file Submission
E-file submission by the ERO uses the same procedures as that used by a preparer to submit from outside the return, see paragraph 13.6.2.1. The major difference is that the ERO will select multiple returns to submit. Only the ERO (or an alternate counselor permission to send e-files to the IRS) 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
13.6.4Acknowledgements
13.6.4.1 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 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. Click Select on the Old Validation Errors line7. Repeat steps 4 and 5 for any errors8. Correct the errors and resubmit the return.
Do not forget to perform this check when submitting e-files.
13.6.4.2 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.
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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
13.6.5Fixing Rejects
The reason for rejection is shown in the Acknowledgements report. It can also be found in the Client Status report for the rejected return.
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. Typographical and other errors can often be easily resolved. The Taxpayer may need to be contacted to determine 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”.
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