1. Volunteer Income Tax Assistance Program
Site Coordinator Training
Welcome and thanks
2018 TAX SEASON (TY 2017)
United Way of Tucson and Southern Arizona

2. Site Coordinator Training Agenda
Welcome and Introductions
Processes and Procedures - Refresher
Processes and Procedures - What’s New?
Quality Site Requirements
Best Practices
TaxSlayer Considerations
TaxSlayer Enhancements for 2018
Transmitting Returns & Addressing Rejects

3. Welcome and Introductions
Please share the following information:
Your name
Your VITA site
An aspiration for your site this season

4. Processes & Procedures - Refresher
Tax Deadline: April 17
All VITA sites closed after April 14; VITA Madness held on April 17
Filing Timeframe: 48 hrs.
Links to tools and resources on desktop and United Way website:
unitedwaytucson.org/vitalinks
Communication
IRS Tax Alerts – from Rachel
Weekly from Rachel

5. Processes & Procedures - Refresher
Volunteer Certification
Hard copies of 13615s kept on site at your discretion (no longer required)
Access to electronic copies is required
IRS Monitoring
Monitoring is overdue, and will not be conducted by SPEC
All posters and publications must be most recent version

6. Processes & Procedures – Refresher
Out of Scope (OOS) Guidelines strictly enforced
Violations jeopardize entire VITA program, including IRS funding
Quality Reviewer is required to report violation to Site Coordinator
Site Coordinator is required to report violation to UWTSA staff (Rachel)
Violation will result in one-time warning issued to Tax Preparer and/or Quality Reviewer
Repeated violations will result in termination, in order to protect the program
UWTSA staff is charged with monitoring all sites for OOS violation

7. Processes & Procedures – What’s New?
All sites opening after new preparer training concludes
TaxSlayer Enhancements
Multi Factor Authentication (MFA)
Change in Scope
Married Filing Separately now out of scope
Partnership with Common Cents Lab
Simple decision aid to be used at all sites – some exceptions apply
Ignore the typo on the handout!

8. No expenses totaling more than $25K No net loss No depreciation
Schedule C Reminders
No expenses totaling more than $25K
No net loss
No depreciation
No employees
No home office
No inventory
Cell phone eligible as business expense only if dedicated exclusively to business (i.e. client has second phone)
No vehicle expenses other than mileage
Meals not eligible

9. Quality Site Requirements
QSR #1: Certification
QSR #2: Intake/Interview & Quality Review Process
QSR #3: Confirming Photo Identification & Taxpayer ID Numbers QSR #4: Reference Materials
QSR #5: Volunteer Agreement
QSR #6: Timely Filing of Tax Returns
QSR #7: Civil Rights
QSR #8: Correct Site Identification Number (SIDN)
QSR #9: Correct Electronic Filing Identification Number (EFIN)
QSR #10: Security
How do YOU ensure this QSR at your site?

10. Best Practices Mentors for new volunteers TaxSlayer outages
Switch to Valet VITA and/or MyFreeTaxes.com
Site closing only under special circumstances and upon notifying UWTSA staff
Volunteer shortages
Call VITA Hotline ASAP – (520)
Switch to Valet VITA if needed
Consider cross-training and rotating preparers in greeter/interview specialist position
Client’s responsibility
Client is responsible for truth and accuracy of tax return
Mentioned twice: 1. Tax preparation; 2. Quality Review
Hard copies of returns
Given to taxpayers upon signing consent forms (to prevent “shoppers”)

11. VITA Site Binder (provided in site box)
Best Practices cont’d
Grievance Policy
Clients: Provided in site boxes
Volunteers: Site Coordinator, Rachel
VITA Site Binder (provided in site box)
IRS Tax Alerts – Have volunteers sign off
United Way will provide binder if requested
Valet-only returns
Prior year
Any return that would be so time-consuming as to interfere with site flow and create long wait times (Site Coordinator’s discretion)
Use Tax Preparers as Interview Specialists when appropriate

12. Others? What do you do at your site?
Best Practices cont.
Orientation
Please forward dates to Rachel and Rae once set
If possible, allow United Way staff extra time to review Valet VITA process
Setting Expectations
Set-up & tear-down
Resource Binders
Tax “Huddles”
Others? What do you do at your site?

13. TaxSlayer Enhancements
Multi Factor Authentication
Requires volunteer’s cell number and/or address
Triggers:
Passage of 7 days
“Forgot password”
Password entered incorrectly 4 times
More robust left panel menu
Able to view individual forms/schedules during preparation
Due Diligence Checklist removed
Universal Carry Forward – new consent form
Reject view on Welcome Page

15. TaxSlayer Considerations
Logging in
Security code no longer needed when signing in, except…
Required once for password reset for returning volunteers
Filing Wizard & other helpful hints
“Notes” feature
Tons of training materials and resources in Practice Lab
TaxSlayer Support
or (800)
VITA Blog: vitablog.taxslayerpro.com – updates, instructions, and tips

16. TaxSlayer Considerations – cont.
Site Coordinator permissions
Cannot add or edit users
Avoid “Guide Me” data entry option
No AGI ticker
Cannot view all forms/schedules except in Print Preview
E-file Section
Due Diligence Checklist
Return Type
Direct Deposit Information

17. TaxSlayer Considerations – cont.
Direct entry can often be used in lieu of dropdown
HOWEVER, cannot use leading zero when entering dates
Direct deposit info not shown on hard copy
May change based on return type
E-filing returns & checking transmission status – handout

18. Transmitting Returns & Addressing Rejects
Easiest way to transmit is following Quality Review

19. QUESTIONS & COMMENTS

20. Thank you for your commitment to VITA & our community!