VITA Volunteers Coordinators

A word of caution when working with VITA depot computers

2010-01-27T00:41:00.000-08:00

The standard VITA depot imaged laptops require a lot of Windows and Microsoft Updates before they are ready for use - otherwise, there is the danger of being exposed to new malware and computer exploits. It takes the better part of a hour to update the required patches.

On January 12, 2009, there was a message on one computer that the date and time was off. On looking at the time, it appeared to be January 19, 2009. The natural tendency of someone who is familiar with the workings of a machine is to set the time correctly and check that the timeserver is tell properly, and to correct the time zone.

Anyhow, that is what I did. After restarting the machine, it was not possible to log in. The error message was different from the usual error messages displayed when an incorrect password is provided.

On going through the documentation on how to get started, somewhere at the end, there was a warning not to adjust the time because it would cause problems with the disk encryption. (Now you tell me !)

A talk with the depot technician revealed that we should NEVER adjust the time. Having the computer think it was a week later than the correct time would certainly cause problems with TaxWise when the date was printed on returns. There was no simple fix that could be made at the customer site even by an experienced IT technician. They could only fix it at the Depot with extensive troubleshooting steps to determine what might have caused this to happen.

I was also told that the time zone would take care of itself. I hope that statement is correct. Since the default setting is Central time, and VITA/TCE sites are usually not open within 3 hours of midnight, the dates would still be correct for returns prepared in the Continental United States.

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Santa Clara County VITA Site Coordinators Close-out meeting May 7, 2009

2009-06-08T16:18:00.000-07:00

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May 7, 2009 Site Coordinators Meeting

2009-05-17T21:24:00.000-07:00

United Way Conference Room May 7, 2009

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Quality Site Requirements Alert 2009-01

2009-02-26T01:51:00.000-08:00

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What is reasonable for coordinators to expect from new volunteers?

2009-02-17T22:54:00.000-08:00

The VITA program requires volunteers preparing taxes to obtain annual certification through an open book test administered by the IRS. Given the expectation of the limited range of returns that VITA volunteers prepare, it does seem too much to ask those who are already qualified to prepare returns professionally to have to go through the whole training process.

What is a reasonable performance to expect, why, and are we seeing that?

Since volunteers are trained in Tax Law, TaxWise software, interviewing taxpayers and completing tax returns, what are reasonable expectations for a new volunteer with Basic Certification?

I consider the following to be reasonable:
1) The ability to fill in a W-2 form without errors, especially W-2s with special requirements for individual States (in my case, California)
2) The ability to recognize that 1099-Misc income generally goes neither on line 7 nor line 21
3) The ability to recognize that returns with pre-tax retirement contributions on W-2s is beyond the scope of their training unless they understand the Retirement Savers’ Credit
4) The ability to recognize why we enter bank account information twice rather than cutting and pasting the numbers thereby guaranteeing they are the same
5) The ability to independently and correctly complete a 1040 with filing status single with only W-2s and interest or 1040-EZ equivalent.
6) The ability to recognize that creating an e-file successfully means that a certain level of correctness and completeness of the return has been achieved but that the return may not be perfect and that it assigns a DCN to the return in preparation for transmission, but does not transmit the return
7) The wisdom to not ask questions or request information when the answer will not make a difference to the tax return. (A prime example for California State returns is to spend time trying to draw out landlord information when the tax obligation is 0, and taxpayer does not qualify for renter credit)
8) The ability to explain why it is necessary to identify and associate a taxpayer with picture and tax IDs presented by the taxpayer rather than on handwritten lists of numbers, or paper copies of prior returns

What do others think? Any additional basic abilities you think are necessary and reasonable to expect? Please add your comments to this posting.

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Posting Individual Return status on the Web

2009-02-11T16:58:00.000-08:00

After returns are e-filed at VITA sites, there are processes in place to contact the taxpayer to get it resolved, with no process in place to inform the taxpayer if the return is accepted. Some sites mail out 9325 acknowledgements to advise their clients that their returns have been accepted. However, look at it from the point of view of the taxpayer. How can they be sure that the return has been filed and accepted, and would it be possible that their return has been lost and/or ignored?

At the same time, what are the alternatives? We could place priority on getting out the 9325s, or inform the taxpayer by email when the return is accepted. At one site, a simple solution provides the status of the Federal and State returns accepted or rejected, with a return code that is made available to the taxpayer when the return is prepared. That way, the taxpayer can look up the information without having to login, enter multi-charactered passwords correctly, or worry about cookies or popups. The link to the return is on the home page of http://www.vita-volunteers.org

IRC 7216

2009-01-24T16:56:00.000-08:00

At a meeting of VITA site coordinators of Santa Clara County held on January 22, 2009 at the offices of United Way of Silicon Valley, we were informed about the disclosure and use consents that need to be discussed with taxpayers whose returns we prepared.

The procedure was well described and laid out, but trying to implement it appeared to be pretty time consuming and subsequent guidance scheduled to be published may make it unnecessary.

Information provided to the IRS is meant to be kept confidential and not be made personally identifiable. This is understandable - since nobody likes their information to be made public. However, it would appear that numbers on AGI, refund amounts, tax credits, etc in aggregate that do not identify people personally should not be a big deal. After all, total revenues coming in to the IRS are compiled and published every year.

Secondly, if the information is to be used for the taxpayer for his or her benefit, the permission to do so needs to be sought at the time of the need with specific permission, and not require a record be kept of the decision at the time of preparing the return.

Third, I personally am wary of signing another piece of paper, and I suspect many others too. So explaining to them what they are signing (namely that they are authorizing us to use the information for statistical purposes, but granting permission in writing to use all of the information, and then telling them that they need to sign that so that we can continue providing service to them in the future - as was suggested during the meeting ) is different frwom what we are telling them that we will only report it is aggregate is bound to cause suspicion.

Fourth, being reasonably proficient with the language, the other site coordinators and I have a hard time accepting that this course of action is reasonable. When we have such doubts about its value, it becomes difficult if not impossible to train volunteers in what this is about, and have them try to convey to taxpayers with a language problem just takes away a lot of time from actually helping them with their returns.

For sites that are open during only the tax season, and are present only for preparing taxes and not providing other services, it would appear that the best course of action would be to not bring it up until the public as a whole is educated on the ramifications of what is going on.

What do other coordinators think? Please express your thoughts here by making comments to this posting.

Desktop TaxWise Training Webinar - Day 3 - Backup/Restore

2008-11-14T13:11:00.000-08:00

The Backup/Restore capability is undergoing further changes. On the basic menu, you can start a new backup, or add to an existing backup. The first will ask to delete any backup files in the directory, and then create new backup files. The second will look for any existing backup in the directory, and will not proceed until there is one. This may be useful when one external drive is used to back up all entries to the transmitting workstation. In the past, backups from each workstation could be saved in different directories on the portable drive, and then restored individually.

When all is said and done, I have one other additional item on my wishlist - I would like the ability to create a new directory to put in backups; right now backup can only be to an existing directory.

The ability to back up to a floppy appears to be going away. However, it appears that some sites provide a backup of the client's return to the client for them to bring back the following year. When the ability to back up to a floppy goes away, it will be necessary to save the return onto a directory on a local drive, and then copy and paste to the floppy.

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Desktop TaxWise Training Webinar - Day 2 - Tax Form Defaults

2008-11-13T13:15:00.000-08:00

In the past, users could change their Tax Form defaults. It appears that for 2008, only the Admin account could change Tax Form defaults. It is not clear how this would be done. If only the Admin account could change it, it would put the tax form template in the Admin user's account. We hear that changes made by the Admin account would be automatically available to all other users, except those which have their own Tax Form defaults.

It would appear that a copy of a Tax Form default in the directory for a user is used if one exists, otherwise the copy in the Admin account directory is used. It also suggests that to revert back to the current Tax Form defaults may require the file in the user directory to be deleted.

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Desktop TaxWise Training Webinar - Day 2 - Taxwise Explorer

2008-11-13T13:10:00.000-08:00

The TaxWise explorer lets you move and/or copy files from one user TaxWise account to another, and to other directories. We can think of it as a Windows Explorer with some enhancements and restrictions relevant to TaxWise.

In fact Windows Explorer offers a quick means of managing files. For example, which TaxWise Explorer will not let you copy returns from one user to another, you can do so with Windows Explorer. However, the TaxWise database may get corrupted if you move returns around using the Windows Explorer.

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How to add comments, questions, and new topics

2008-11-13T12:53:00.000-08:00

This blogsite is a forum for discussion of topics and ideas. You can add comments to any of the postings anonymously, with a pen name or a google account by clicking on the link below the posting showing the number of comments already there.

To start a new topic you need to be a blog author, which requires you to have a google account, and accept an invitation to become an author.

If you want to start a new topic, but are not yet an author, you may do so by adding a comment or question by clicking on the "comment" link at the end of this particular posting. The blog owner will receive notification of your comment, and will start the new topic for you.

Desktop TaxWise Training Webinar - Day 2 - users and accounts

2008-11-13T12:12:00.000-08:00

Today we learnt about users and user groups.

The term user refers to a login name or account in TaxWise, and not to individuals. This is similar to how email accounts work - different people can use the same email account, but they all have the same password and login. For next year, it appears that the IRS requires that each user (login name) have a password.

In the past, user and login names had different functions, for example:
1) All returns were prepared in the one account Guest. If this is going to be done again, all it requires is that the account have a password. The problem here is that each time someone logs in and tries to check the returns, there may be a huge number of returns they have to go through.
2) All returns were prepared in the one account Guest, and after appropriate diagnostics had been run, they were transferred to a Pending user account. When the returns were accepted, the returns were moved to a Completed user account.
3) There was a different user name for each day so that by it was possible to track a return by the day it was started.
4) At one site, there were only two preparers, so the guest account was adequate for both, and the site coordinator did not see a need for multiple accounts.

The point here is that there are different solutions for the same problem, and here are several aspects to consider.
1) A different login for each user lets each preparer keep track of the number of returns prepared, and the site coordinator will slowly get a feel for each preparer's performance and consequently, which returns require more attention. It will be easier to identify the preparer and talk to them in the event of problems. The login name does not need to reflect the name of the user.
2) A single login for all users or multiple users is like having a single email account or a single telephone number for all users (like in a customer support center). It could work, but sometimes will get into the way of getting things done.

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Desktop TaxWise Training Webinar - Day 1

2008-11-12T12:55:00.001-08:00

The refresher online TaxWise Administrator class for the desktop version of TaxWise provided some information that though not new, may be helpful in running the sites.

1) The add Tabs function lets you add additional tabs to the main screen; currently there are the TaxWise Home, TaxWise Web, IRS and customer service. You may be able to add additional tabs that relate to other information, either on the web or on your own computer. For example, if you have a copy of the pub 17 in your computer, you can put the pathname to it there. Note that the full name of the file, including the extension, should be there. Of course, if you are looking at a file, the relevant add-in or application must be present in your computer. If you link to html files there should be no problem.

2) Context Sensitive Help; have you found the little window of help instructions at the bottom of the screen to be useful? If so, you are not alone. However, since it takes up space, especially on low resolution or small screens, it covers most of the form you are entering. This can be toggled on and off so that it is available only when you need it.

3) Have you had the occasion when you lost the form tree on the left hand side? Well, there is a toggle button that turns it off and on. It is useful to turn off when you need the space to look at a full form, and to turn on when you are navigating.

4) If the text is too large or too small, the font size can be changed to suit your preference.

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Desktop TaxWise Webinar comments - Caveats

2008-11-12T10:00:00.000-08:00

The following is based on webinar discussions on the 3 day webinar training session on Desktop TaxWise Webinar training. They represent the understanding and view of the author based on available information, and may not reflect the position of TaxWise or UTS.

It is provided as a continuation of some of the discussions during the session as a way of sharing best practices, and provided for information only. Please recheck and confirm any information used for making decisions.

Vita Volunteers Blog: Link and Learn Taxes for 2009 (2008 Tax Year) Now Available

2008-11-07T14:10:00.000-08:00

Vita Volunteers Blog: Link and Learn Taxes for 2009 (2008 Tax Year) Now Available Coordinators are welcom to provide this link to volunteers.

Quality Site Requirements

2008-10-15T22:29:00.000-07:00

The premise of Quality Site Reuqiemens is that performing certain actions will provide increased quality of tax returns. A discussion is provided on the vita-volunteers.org website web page on Quality Site Requirements

Taxwise Administrator Training being offered

2008-10-08T17:32:00.000-07:00

Finally, Taxwise Administrator Training Webinars for Online and Desktop versions of Taxwise end-users are being offered through the IRS VITA program. The SPEC Area office is responsible for selecting participants and partners for this pilot program; your local IRS office should be able to answer where to get help.

Currently offered sessions for the TaxWise Desktop training include 3 2-hr sessions on consecutive days once each month in October 2008, November 2008, December 2008, and January 2009.

Currently offerred sessions of the TaxWise Online Training include 2 2-hr sessions on consecutive days 3 times in the last half of December 2008, and 2 times in January 2009.

Increased Security on IRS Laptops for VITA Use

2008-09-21T23:27:00.000-07:00

As IRS laptops are being shipped out of the depot, it may be useful to keep in mind the security measures and precautions taken to ensure that data from our returns is kept confidential. To this end, there a login required at the BIOS level to allow access to the disk encryption, and another login is required to allow access to Windows. It is recommended that the TaxWise installation itself have password protection.

Over the past few years, the initial passwords have been made longer, stronger and requiring more brute force computation to break each year. However, this has resulted in passwords which require combinations of Shift key to change case within the password, and also the use of passwords which are not easily guessable. From passwords requiring simple phrases in upper case letters and numbers, to those requiring phrases with combination of upper and lower case letters and numbers, to those based on the first letters of phrases with mixed case, numbers and special characters, these passwords have become harder and harder to remember and type correctly.

At one site, each year it required a while to get the correct login - and too many incorrect logins could result in the PC locking up. To avoid this, volunteers were writing the passwords and the the logins on reference materials or on scraps of paper, and promptly forgot where they were put them, and the next week the same problem occurred.

I don't know if other coordinators have the problem, but it seems silly to have to remind volunteers one at a time what the password is, especially when it is impossible to state it verbally.

So if it is a problem, what can we do? Some ideas that come to mind are the following:

a) Have a training class on learning to remember logins and passwords and practice entering them correctly.
b) Provide instructions on how to change the default login and passwords.
c) Require logins and passwords to be changed every week, and use Windows to log changes of passwords, and transmit the logs to the IRS to check for compliance.

Any other thoughts, and or opinions?