1. TAX-AIDE Consumables 2015 SMT/TCS Training - Dallas1

2. TAX-AIDE 2015 Consumable Ordering  Consumables are purchased via a national contract with an AARP approved vendor (GraceWorkz, LLC).  “Listed Consumables”, specifically, most print cartridges and projector bulbs must be obtained directly from the AARP National vendor with no out-of-pocket expense. The list is available on OneSupport.  There will be no reimbursement for listed items purchased elsewhere, so please submit a ticket through OneSupport if you are not sure.  Combining orders is a very important part of the ordering process as it can save the program several thousand dollars in shipping costs. 2015 SMT/TCS Training - Dallas2

3. TAX-AIDE 2015 Consumable - New Policy  Effective for the upcoming tax season (TS2015) all printers purchased or donated to the Tax-Aide program must be compatible with and use toner cartridges available from GraceWorkz at the time they enter the program.  Printers currently listed on the inventory as "OK", but do not take GraceWorkz toner cartridges, are still eligible to receive reimbursement.  Only Primary and Secondary can order per split-state 2015 SMT/TCS Training - Dallas3

4. TAX-AIDE Computer & Printer Repair and Replacement Process

5. TAX-AIDE New Process ● The National office will no longer be taking request for Computer & Printer Repair and Replacement ● All request for Repair and Replacement must go through GraceWorkz 2015 SMT/TCS Training - Dallas5

6. TAX-AIDE What units are eligible for repair and replacement process? ● Only Computers and Printers marked as “OK” (working) on the last submitted inventory will be eligible for GraceWorkz repair or replacement ● IRS-owned, personally-owned, and site-sponsor-owned equipment are not covered by the GraceWorkz contract 2015 SMT/TCS Training - Dallas6

7. TAX-AIDE Submitting a Service Request ● There are 2 ways to contact GraceWorkz for service. 1. The preferred method is sending an email request to service@graceworkz.com. This will create an electronic work ticket which streamlines the follow up process and the service can be tracked 2. You may also call at 866-448-0420 or 608-467-4086 (*option 1 for tech service) 2015 SMT/TCS Training - Dallas7

8. TAX-AIDE Sending an e-mail Request ● When requesting service via e-mail, please include the following in your subject line: “State/Split-State”, type of equipment (“Computer” or “Printer”), “Brand”, “Model”, “Serial Number”, “Asset Tag” Example 1: MS1, Computer, HP, 6735s, 123vx3, 2000123456 Example 2: MS1, Printer, Brother, HL-5370, 654tx2, 2000123456 ** ** TC’s should make a direct request; make sure to copy TCS 2015 SMT/TCS Training - Dallas8

9. TAX-AIDE E-mail Request ● Please make sure the following information in the request form is send in with the e-mail. Failure to supply this information will delay service as the email may be sent back to be completed. 2015 SMT/TCS Training - Dallas9

10. TAX-AIDE Request Form Computer Only CUSTODIAN NAME: Address: Phone Number: Computer Model: Computer Serial Number: Asset Tag: State: TCS: Computer Problem: RETURN Remember to mark replaced computer as RP on next Inventory (EIR only) Use the same packaging to RETURN the replaced computer to Graceworkz – Return Shipping label in packaging Send all inquiries and questions to service@graceworkz.com 2015 SMT/TCS Training - Dallas10

11. TAX-AIDE Request Form Printer Only CUSTODIAN NAME: Address: Phone Number: Printer Model: Printer Serial Number: Asset Tag: State: TCS: Printer Problem: RETURN Remember to mark replaced computer as RP on next Inventory (EIR only) Use the same packaging to RETURN the replaced computer to Graceworkz – Return Shipping label in packaging Send all inquiries and questions to service@graceworkz.com 2015 SMT/TCS Training - Dallas11

12. TAX-AIDE Limited Local Repair and Replacement ● There should not be any local repair of AARP Foundation Tax-Aide owned equipment except for the following: AC Power Adapters – local purchase authorized External Batteries – local purchase authorized **These are the only repairs that can be expensed. 2015 SMT/TCS Training - Dallas12

13. TAX-AIDE No cosmetic Repair and Replacement ● As a general rule, cosmetic issues will not be repaired or replaced (example: broken screen, spills) 2015 SMT/TCS Training - Dallas13

14. TAX-AIDE What about Stolen Computers? ● Stolen - Provide National Office with Police Report to be eligible for Replacement If no police report, computer(s) are not eligible for replacement  Police report not needed for one computer Use the status ST and remove from the inventory after 1 year (EIR only) 2015 SMT/TCS Training - Dallas14

15. TAX-AIDE What if Computer is recovered If computers are found; National should be informed so computer (s) can be redistributed to other States If put back on State inventory, next reported computer will not be replaced when broken ● Lost or Negligence Not eligible for replacement 2015 SMT/TCS Training - Dallas15

16. TAX-AIDE Computer Repair and Replacement Process (NEW) ● New for TS2015 All replaced computers MUST be returned to GraceWorkz after replacement (except those under warranty) **Not returning a replace computer may make the State ineligible for a replacement the next season 2015 SMT/TCS Training - Dallas16

17. TAX-AIDE After Replacement (NEW) ● Mark Replaced Computers as RP on inventory and remove after 1 Year (EIR only) ● No need to mark Computers as RP in the Online Inventory System (OIS); GraceWorkz will mark and remove 2015 SMT/TCS Training - Dallas17

18. TAX-AIDE Hot Spot Process ● The Hot Spot purchases will again this year be managed by the Regional Coordinator (RC) 2015 SMT/TCS Training - Dallas18

19. TAX-AIDE Computer Hardware Refresh ● Replace all HP nx6110 models marked OK on the May 2015 Inventory submitted to the National Office ● These will not be eligible for the “Repair and Replacement” program through GraceWorkz ● Additional information listing the eligible computers expected end-Oct 2015 SMT/TCS Training - Dallas19