1 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 ERO TRAINING 2009 NTTC/NTC – Dallas Friday, July 24 Updated for NY3 Training November 2009

2 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 ERO TRAINING ENVIRONMENT This training module is designed to be used in conjunction with:  TaxWise  Pub 3189

3 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 ERO QUALIFICATIONS The ELECTRONIC RETURN ORIGINATOR (ERO) is the Transmitter in Tax-Aide. EROs must:  Have a working knowledge of personal computers, software and electronic communication systems  Be certified Tax-Aide volunteers  Be (or become) proficient with IRS- supplied tax preparation software

4 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 ERO RESPONSIBILITIES  Security of taxpayer data  Transmission of e-file returns  Record keeping  Communications

5 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 SECURITY OF TAXPAYER DATA Observe all security requirements contained in the Policy Manual  Be vigilant, especially at site  Physically protect  Printed data  Electronic data  Equipment Also see IRS Pub 4299 for further recommendations

6 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 SECURITY OF TAXPAYER DATA  This means:  Taxpayer data must be encrypted  Computers must be physically secured  OS and TaxWise must be password protected  Taxpayer documents must be secured  Returns must be deleted from non- transmitting computers

7 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 PRESEASON SETUP  INSTALL TAXWISE  SET EFIN  STARTING DCN (JUST A COUNTER)  DIFFERENT ON EACH COMPUTER  DISTINCT FROM SITE TO SITE  DO NOT CHANGE DURING SEASON  REGISTER SOFTWARE

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11 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 PRESEASON SETUP  UPON INSTALLING SOFTWARE  SET SIDN & SITE NAME  SET OTHER DEFAULTS  SET UP USER GROUP AND USERS  REGISTER EFIN TRANSMIT CODES?  MID-JANUARY – DESKTOP ONLY  LOAD 2008 CLIENTS TO 2008 TW  CARRY FORWARD TO 2009

12 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 TRANSMISSION OF E-FILE RETURNS Restore returns to transmitting computer, if necessary, and re-create e-files, if necessary. Opening a return invalidates the e-file. Print and review Declaration Control Report (DCR). Verify that DCNs are not duplicated. Transmit returns and get Acknowledgments Check for errors, completed 8879s and required attachments. Update Filing Status reports (Sign-in Sheet).

13 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 ACKNOWLEDGEMENTS Get Acknowledgements Federal and applicable State ACKs TaxWise s (may include TW major updates) “Mail Tossed” or “No Mail to Toss” Print Acknowledgement Report Match to DCR and Check for rejects Update Return Status report (Sign-in Sheet).

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15 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 ACKNOWLEDGEMENTS If no Acknowledgement from CCH after 7 days: Log into support/Return Query to enter each SSN and update database to get a new acknowledgement Contact CCH and investigate Ensure problem is corrected If transmitting is done daily, wait no more than 3 days

16 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 RETURN QUERY.

17 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 HANDLING REJECTS TaxWise shows errors on Reject form. Correct error If possible, retransmit. If not possible, convert to paper. Print any state “paper only” forms and return W-2s and 1099s to TP. Provide feedback to counselor and QR (Pub 3189 ‘Filing Season’ Section)

18 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 RECORD KEEPING Insure all completed returns are transmitted and all transmitted returns are accepted or converted to paper Match site sign-in sheet to DCR or other recording log Record transmission dates, IRS acknowledgement dates, and State acknowldgement dates on the Site sign-in sheets or other log.

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20 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 RECORD KEEPING Completed 8879s w/attachments DCRs ACKs TaxWise reports, as required Send 8879s to IRS SPEC periodically, sorted by DCN Send 8453s, when applicable, to IRS (not SPEC) within 3 days after ACK'd

21 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 END-OF-SEASON CLOSEOUT Backup ALL returns regularly Create any final reports Create files for IRS SPEC and AARP – all returns Client approval is no longer required. Delete returns TPClear on AARP and loaned PCs Wipe Disk on IRS computers (Pub 3189 –’Post Filing Season’ Section)

22 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 END-OF-SEASON CLOSEOUT WARNING!! TP Clear deletes the tax returns, but it does not delete reports that you may have created and saved, for example, as.pdf Adobe Acrobat files. Did you save DCRs and/or Acks?

23 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 COMMUNICATIONS IMPORTANT!!! EROs should communicate with: Counselors Quality Reviewers Other EROs Local Coordinators Technology Coordinators

24 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 * = EFC and Paper Return Filing Counselor are not official AARP Tax-Aide positions or titles. The official position title for them is Counselor

25 NTTC/NTC ERO Training Dallas 2009 HMR modified for NY3 ERO TRAINING Questions? Comments?