Welcome to the CA02 TC Meeting/Training November 2016 2016 CA02 State TC Meeting

Introduction Name, Place, & District How long in the TC role One or two items on your mind

Objective 1 TCS Training (Held in Dallas on 08/11/2016) Share information from TCS Training (Held in Dallas on 08/11/2016) TCS Webinars (Conducted monthly) Other communications from National

Objective - 2 Need participation from you How to make today’s session a success Need participation from you Experts in the room – please speak up It the topic was covered previously, speak up we can skip the topic Please hold the questions till end of presentation

Where Can I Find the Information Login to AARP Tax-Aide Volunteer site, then navigate to OneSupport Help Center (OSHC): https://login.aarp.org/online- community/saml/login.action? Some Areas to explore in OSHC TCS Documents TCS Bulletins & Tasks Documents Technology Communication SMT Roundup & TCS Webinars Tax Software Search for the Specific Topic CA02 Tech Reference Document – “TC Reference Manual” in http://www.aarpca2.org/forums/documents (Bob Francis for putting this invaluable document together!)

Where Can I Find TSO Information TSO Practice Lab: https://vita.taxslayerpro.com/IRSTraining TSO Training Manual: http://www.aarpca2.org/taxslayer-training-manual Webinar and recorded training for “Login into TSO” and “Configuring TSO Online” login to TSO practice Lab, “Section 1: Getting started with TaxSlayer Pro Online” “Section 2: Configuring TaxSlayer Pro Online” After you start the Adobe Flash Player, enter your user information. You will see “attachments” tab on the left frame/window. You can download the PDF or PowerPoint slides of the topic

TaxSlayer Administration Different structure compared to TaxWise NTC template, State level Templates are not relevant concepts and cannot be used with TaxSlayer NTTC Training templates cannot be done TS Multi-site administration aimed at District level for setting up multiple sites with Profiles (list of forms used) Return Tags Print Sets Training on Practice Lab - Brainsharks 2016 Regional Training

TaxSlayer Software Ordering IRS had released the software ordering guidelines Process is basically the same with minor changes, similar due dates as in the past Email will be sent out in a couple of days for Software ordering 2016 Regional Training

Inventory Process Update All Split-States to be using the On-line process this year. No spreadsheets will be accepted from now on ~30,000 assets in the Tax-Aide volunteer split-state inventory ~20,000 laptops – 16,000 working 2016 Regional Training

AARP Tax Aide Inventory System Make sure you have access to AARP Tax Aide Inventory System. From your volunteer login page, under “Tax-Aide Links” on the left pane, select “Inventory System” Check that you can log in successfully Check your inventories in OIS with the storage inventory make changes as necessary: additions, corrections, or deletions Use the “Verified” check box as an affirmative confirmation on the physical presence of individual units. You will have to update the inventory at the end of the tax season

IRS Documentation Change E-file Administrator guide, Pub 3189 will no longer be published Signature methods merged into Volunteer Resource Guide, Pub 4012 Software Setup info goes to TaxSlayer User Guide General Information to Site Coordinator handbook (P1084) and Partner Resource Guide (P4396-A) P1345 Handbook for e-file providers also exists. 2016 Regional Training

GraceWorks GraceWorkz: non-IRS owned printers and computers repair Send email request to AARPSERVICE@GRACEWORKZ.COM Include the following information: Custodian Name: Address:   Phone Number:  Computer / Printer Model:  Computer / Printer Serial Number: Asset Tag:  State: CA2  TCS: Edison Paw   Computer / Printer Problem Description:

GraceWorks Expendable Supplies (Consumables Program) contact: Edison Paw: esplcp1209@gmail.com Eric Lutz: elutz7@gmail.com

Use of Tax-Aide Computers New Policy Computers provided by or donated to the Tax-Aide program are owned by Tax-Aide Requests to use Tax-Aide computers for “good” purposes eg Training of (elderly, homeless) non- computer users Use by 3rd party non-profits Personal use All Computers used for non Tax-Aide purposes must be reimaged before being used within the Tax-Aide program 2016 Regional Training

IRS and Tax-Aide Computers Computers received from IRS make sure that you can login DO NOT USE OR INSTALL Tax Slayer Desktop software! Tax-Aide Computers for Personal Use Can be used before and after the tax season only Computers MUST be re-imaged before the tax season with the Tax-Aide image before it can be used for tax preparation During the tax season, AARP Foundation computer must only be used as a tax computer. No personal software can be downloaded or added Software used to help with tax preparation may be installed

Windows 10 Update It is time to start thinking about moving from Win 7 to Windows 10 This season’s preparation will be consumed with the TWO to TSO conversion Nevertheless, it is time to start thinking….. Currently 1706 (11%) out of 15,409 systems are Windows 10 (Systems with TIA installed, Inventory Status=OK Windows 10 will work on any systems however we recommend only Dell Vostro 3500 and more recent. The most recent Tax-Aide Windows 10 image can be used to upgrade any of those Tax-Aide Systems to Windows 10 2016 Regional Training

Windows Imaging Updated Windows 7 and Windows 10 images recently. New versions use the IRS TY2016 password for log on Windows 7 will be updated again in Nov/Dec Windows 10 will be updated sooner to add the capability of updating any Tax-Aide computer. – Current image can only update Tax-Aide program provided systems and some donated systems. No requirement to go to Windows 10 2016 Regional Training

Windows 7 or Windows 10 images AARP owned computers, personal computers, or site owned computers must 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. Personal computers used for preparing taxes MUST be re-imaged to Tax-Aide image and installed with Virus checkers.

Public Wi-Fi Network Policy Change Public Wifi can only be used to obtain access to the Internet using a Wisp router, Network Extender or PC. Wireless internet communications for computers using tax software is permitted under specific conditions and requirements (i.e. Computer used as IAC) All printers connected to the network used in printing client tax documents MUST be behind the router (private wired/wireless LAN)

Public Wifi Alternatives Wisp Router A wireless router that can attach to a wifi network, or a wired connection to obtain internet access. Recommended model and instructions on One Support Net Extender A precursor to the Wisp Router. Implements the same function PC system Create a Windows Hosted network (Win 7) or Mobile Hotspot (Win 10) and share the internet connection Instructions on OneSupport No Additional Verizon HotSpots are required or needed 2016 Regional Training

Library/Building Public Wifi Prohibited Internet Personal Systems Tax-Aide Printer Library/Building Public Wifi Tax-Aide Laptops Public Library Systems 2016 Regional Training

Allowed/Encouraged Internet Personal Systems Library/Building Public Wifi Wisp Router, Extender, PC Public Library Systems Tax-Aide Laptops 2016 Regional Training

Printer Server or Wireless Network Printers National Recommendation (Not Required): All USB printers should be connected to a Print Server (and not share a printer from a computer) Print Server price (Monoprice is approximately $25) Wireless Network Printer (HP 1109W) is approximately $79 Any future USB printer replacements, make sure to consider Wireless Network Printers