AARP TAX-AIDE – CA2
REFERENCE MANUAL
FOR
TECHNOLOGY COORDINATOR (TC)
ELECTRONIC RETURN ORIGINATOR (ERO)
(TY 2017 Draft)
September 11, 2017
Prepared by Robert Francis, DC/TC Alameda South, CA2
Page iii
Change Log
Page / Paragraph / ChangeContacts
Your District Coordinator / E-mail:Voice:
Fax:
CA2 TCS
Edison Paw /
Voice 510-489-6483
IRS SPEC – CA-2 SPEC Relationship Manager
Patrick Brown /
Voice 510-907-5359
IRS Oakland SPEC – equipment
Sean Chan /
Voice 510-907-5244
Fax 855-513-5136
On e-mails, copy
Voice 510-907-5106
IRS New York Depot – laptops
Internal Revenue Service
ATTN: Brookhaven VITA Depot
1040 Waverly Drive, MS 800
Holtsville, NY 11742 / Equipment problems (e-mail to):
Voice 866-743-5748
IRS Andover – EFINS/8633s
Mon-Friday 6:30am-6:00pm Central Time / Voice 866-255-0654
TaxSlayer Pro Online support
Support Season
Mon-Friday 8:00am -12:00am EST
Sat-Sunday 8:00an – 8:00pm EST
Off Season
Mon-Friday 8:00am - 5:00pm EST / Voice 1-800-421-6346
E-mail:
Springboard: https://vita.taxslayerpro.com/
Blog: https://vitablog.taxslayerpro.com/
VITA hotline/tax law support
January 17- April 18
Mon-Friday 7:00am – 7:00pm (local time) / Voice 800-829-8482
FTB Volunteer hotline
Mon-Friday 8:00am – 4:30pm PST / Voice 800-522-5665
GraceWorkz / AARP Printer and computer repair (e-mail to)
See AARP document “Equipment Repair, Replacement and Storage” for contents of e-mail.
copy e-mail to
Page iii
Table of Contents
1 INTRODUCTION 7
1.1 References 7
1.2 Annual Calendar 10
1.3 Expenses 10
1.4 Tax-Aide for CA2 Web site 11
2 Electronic Filing identification number (EFIN) 12
2.1 Creating/Reactivating a Site 12
2.2 EFIN Application Process 13
3 Equipment 13
3.1 Inventory, Naming and Security 13
3.1.1 TIA 13
3.1.2 Inventory 14
3.1.2.1 Required Inventory Fields 14
3.1.2.2 Inventory Status Codes 14
3.1.2.3 Personal/Site Owned Equipment 14
3.1.2.4 OIS Error Reporting and Enhancement Request 15
3.1.3 Computer Naming 15
3.1.4 Security 16
3.1.4.1 Security for AARP and IRS Owned Computers 16
3.1.4.2 Security for Personal and Site Owned Computers 17
3.1.4.3 Security for Other Equipment 17
3.1.4.4 Loss or theft 18
3.1.4.5 Password Protection 18
3.1.4.6 Taxpayer Document Security 18
3.2 Equipment Donations to CA2 18
3.3 Tier 2 Field Service Support 18
3.4 AARP Computer and Printer Repair 19
3.5 IRS Laptops 19
3.5.1 Ordering 19
3.5.2 Shipment 20
3.5.3 Logon to IRS Laptops 21
3.5.4 Activating and Updating IRS Laptops 21
3.5.4.1 Activation 21
3.5.4.2 Updating 22
3.5.5 TaxSlayer Pro Desktop on IRS Computers 22
3.5.6 Problem reporting/replacement 23
3.5.7 Equipment return 23
3.6 CA2 printers/switches/routers/cables/wireless cards 23
3.7 IRS printers/switches/cables 23
3.7.1 Ordering 24
3.7.2 Delivery/return and certification 24
3.8 Expendable supplies (Consumables Program) 24
4 Computer Operating Systems 24
4.1 Restrictions on Operating Systems 25
4.2 Upgrades, Reimaging and Tune-up 25
4.2.1 Upgrade Windows 8.0 to 8.1 25
4.2.2 Update by Reimaging 25
4.2.3 Tune-up of Host and Personal Computers 26
4.3 Password Timeout 26
5 Software for Tax-Aide computers 26
6 Encryption on desktop/laptop computers 27
7 taxslayer pro online software 27
7.1 Ordering Software for TaxSlayer Pro Online 27
7.2 Ad-hoc and Special Event Sites 28
7.3 Master/Parent and Child Sites 29
7.4 National/Split State Parent/Child EFIN 29
7.5 Software Swaps 29
7.6 TaxSlayer Pro Online Shipment 29
7.7 Desktop Software Shipment 30
8 taxslayer pro online 30
8.1 System Requirements for TaxSlayer Pro Online 30
8.1.1 Site Internet Access 30
8.1.2 Browser Settings 31
8.1.2.1 Required Browser Settings 31
8.1.2.2 Set Browser Favorites 32
8.1.3 Connection Speed 33
8.2 Using TaxSlayer Pro Online for Training 33
8.3 TaxSlayer Pro Online Security 33
8.4 TaxSlayer Pro Online User Names 34
8.5 TaxSlayer Pro Online Passwords 34
8.5.1 Initial Passwords 36
8.5.2 Password Security 36
8.6 TaxSlayer Pro Online E-mail Address 36
8.7 TaxSlayer Pro Online Security Question 36
8.8 Multi-Site Group Administration 37
8.8.1 Setting up Security Templates 37
8.8.1.1 TaxSlayer Security Template Options 38
8.8.1.2 Predefined Security Templates 39
8.8.1.3 Customized Security Templates 39
8.8.1.4 Recommended Customized Templates 40
8.8.2 Custom Questions 43
8.8.3 Setting up Taxpayer Profiles 45
8.8.4 Setting up Return Tag 47
8.8.5 Configure Printing 48
8.8.5.1 Predefined Print Sets 48
8.8.5.2 Master Print Set 48
8.8.5.3 Create a Custom Print Set 48
8.8.5.4 Recommended Print Sets 50
8.9 Activate the Site and Create a Site Administrator User Account 52
8.10 Configuring TaxSlayer Pro Online for a Site 53
8.10.1 Create Site Administrator User 53
8.10.2 Setting up Your Site 54
8.10.3 Setting up EROs 55
8.10.4 Configuring Miscellaneous Items 55
8.10.4.1 Individual Site vs Multi-Site Configuration 55
8.10.4.2 Configure Custom Credits 56
8.11 Adding Preparers 56
8.11.1 Creating Users 56
8.12 Prior Year TaxSlayer Pro Online 57
8.13 Alternative Preparation Solution 58
8.14 Setting Up Printers for TaxSlayer Pro Online 58
9 on site reference materials 58
9.1 Required Reference Materials 58
9.2 Ordering Reference Materials 59
9.3 Storing Materials on Computer Desktop 59
10 Networking - data and printer sharing 60
10.1 Networks for TaxSlayer Pro Online 61
10.1.1 Using the Site’s Wired Connection 62
10.1.2 Using the Site’s Wireless Connection 63
10.1.3 Using a Hotspot for Internet Access 63
10.1.4 Personal, Site Owned and Loaner Computers 64
10.2 Router and Wireless Adapter Technical Requirements 65
10.2.1 Wireless Routers 65
10.2.2 Wired Routers 65
10.2.3 Wireless Adapters (Bridges): 65
10.2.4 Internet Access Computers 65
10.2.5 WISP Router 65
11 Printer setup and sharing 65
11.1 Printer Drivers 65
11.2 Printer Sharing 65
11.3 Printer Setup 66
12 End-of-season Information 66
12.1 Filing Deadlines 66
12.2 Backup of Returns 66
12.3 Destruction of Materials 66
12.4 Computers 67
12.5 Flash Drives 67
12.6 Printers 67
13 ERO processes 67
13.1 ERO Functions 67
13.2 Document Retention 68
13.3 Preseason Preparation 68
13.4 Modernized E-file 68
13.5 Paperwork 68
13.6 Processing Returns 69
13.6.1 Return Submission Order 69
13.6.2 Return Submission by Counselor. 69
13.6.2.1 Counselor Actions 69
13.6.2.2 ERO Actions 70
13.6.3 Return Submission by ERO 70
13.6.3.1 Check for Required Documents 70
13.6.3.2 E-file Submission 71
13.6.4 Acknowledgements 71
13.6.4.1 Processing Center Rejects 71
13.6.4.2 IRS/State Acknowledgements 72
13.6.5 Fixing Rejects 72
1 INTRODUCTION
This manual provides CA2 specific procedural information for Technology Coordinators (“TC”) and Electronic Return Originators (ERO). You should also be familiar with the various documents available in the OneSupport Help Center. The OneSupport Help Center can be accessed through the Tax-Aide Portal, https://volunteers.aarp.org/portal/core/welcome.htm?MSG=DSPLAY_LOGIN.
Additional information as well as a PDF copy of this document is available on the AARP CA2 website, www.aarpca2.org. While this manual takes precedence over the others, you need to use your judgment regarding the contents of each.
1.1 References
The table indicates other materials that are of value to counselors, TCs and EROs. When downloading documents from the OneSupport Help Center insure that you are getting the latest version and check what years the document applies to.
User – reference / Content / Source/notesCOUNSELORS
Counselor Reference Manual (aka the “Duck Book”). Updated for TaxSlayer Pro Online for 2016. / Tax law and TaxWise software / Your District or Local Coordinator
Electronic copy for 2016 is available at http://aarpca2.org/
TaxSlayer Pro Online on-line help / Tax law and TaxSlayer Pro Online / Do not use the Help feature in Practice Lab. Instead, refer questions and comments to the CAS Training Specialist. This position is being filled currently by the State Coordinator, Susan Milsap.
From within a return in TaxSlayer Pro Online use the Help icon at the top right of the page.
IRS Pub 17
IRS 1040 Instructions / Tax law / From IRS
IRS Volunteer Resource Guide, Pub 4012 as modified by AARP Tax-Aide / Tax Law and TaxSlayer Pro Online software / From AARP OneSupport Help Center
CA 540/540A Booklet / CA tax law / From FTB
CyberTax / Information from AARP National Headquarters / Distributed by e-mail to all Tax-Aide volunteers. Available in the Communication > CyberTax tab of the OneSupport Help Center. Required to be available at the site in either paper or electronic versions.
TECHNICAL COORDINATOR / ELECTRONIC RETURN ORIGINATOR
CA2 TC/ERO Reference Manual / General procedures / Available from CA2 Tax-Aide web site, your Local Coordinator or your Technology Coordinator
TaxSlayer Pro VITA/TCE Training / Four part manual covering
· log in and configuration;
· preparing a return;
· electronically filing a return
· installing TaxSlayer Pro desktop / PDF version can be downloaded from . AARP Tax-Aide will not use TaxSlayer Desktop so section 4 should be ignored. AARP National Tax Training Committee has prepared a modified version of the section on preparing a return for use by AARP Tax-Aide. A compiled copy of sections 1, 2, and 3 is available at www.AARPCA2.org.
IRS Pub 1345 Handbook for Authorized IRS e-file Providers / Equivalent to Pub 3189. Intended for use by professional tax preparation. / Pub 1345 is available at www.irs.gov.
H44-IRS Pub 3189 Replacement Guide / Shows where information formally in IRS Pub 3189 can be found. / OneSupport Help Center > Technology > Training
Technology Bulletins / Information from AARP National Headquarters / Distributed by e-mail to all Tax-Aide volunteers identified as TC’s.
OneSupport Help Center > Technology > Tech Bulletins
ERO Bulletins / Information from AARP National Headquarters / Distributed by e-mail to all Tax-Aide volunteers identified as ERO’s.
OneSupport Help Center > Technology > Tech Bulletins
Policy and Procedures Manual / Outlines the policy and procedural information necessary for individuals to perform their volunteer role as a key member of the AARP Foundation Tax-Aide Team / General Program Management > General
TC Training Presentation / PDF version of Power Point presentation describing basic TC responsibilities. / OneSupport Help Center > Technology > Training
Schedule of E-file Events / PDF File / OneSupport Help Center > Technology > Training
CA2 Technology Coordinator /ERO Reference Manual / Technical Coordinator and ERO procedures and information including TaxSlayer Pro Online installation tips and “default” settings used in CA2 / From the CA2 web site, http://www.aarpca2.org/
Tax-Aide for CA2 web site / Reference Materials and Forums / http://www.aarpca2.org/
AVAILABLE ON THE ONE SUPPORT HELP CENTER
Submit Itemized Reimbursement / Tip Sheet in Section 10 of Volunteer Portal Guide / Operational Procedures & Volunteer Portal > Volunteer Portal Guide
Alternative Tax Software (Turbo Tax, etc.) Prohibited / PDF file / Tax Software > Nonspecific Software
Operating System and Browser Requirements / PDF file / Tax Software > Nonspecific Software
Equipment Repair, Replacement and Storage / PDF file / Technology > Equipment
Graceworkz Repair and Replace Process for Computers Only / PDF file / Technology > Equipment
Graceworkz Repair and Replace Process for Printers Only / PDF file / Technology > Equipment
H-5 Print Drivers Guide / PDF file / Technology > Equipment
Annual Equipment Inventory and Key Dates Information / PDF file / Technology > Equipment
GraceWorkz Consumable Ordering / PDF file / Technology > Equipment
How to Change and Update a Duplicate Asset Tag / PDF file / Technology > Equipment
Printing and Print Cartridges Guide / PDF file / Technology > Equipment
Purchasing Equipment With Donated Funds Guide / PDF file / Technology > Equipment
Technology Purchasing Guide / PDF file / Technology > Equipment
TechSoup Guide / PDF file / Technology > Equipment
Host and Personal Computer Tune-Up Guide for Windows 10 / PDF file / Technology > Images and Tune-up
IRS Laptop Tune-Up Guide / PDF file / Technology > Images and Tune-up
Host and Personal Computer Tune-Up Guide / PDF file / Technology > Images and Tune-up
Windows Images / PDF file / Technology > Images and Tune-up
Netis WF-2411 Wireless Router Full Configuration Guide / PDF file / Technology > Networking
Tax-Aide Wireless Network. Printer, and Laptop Setup Overview / PDF file / Technology > Networking
Tax-Aide Counselor Laptop Network Configuration / PDF file / Technology > Networking
Tax-Aide Daily Wireless Network Setup Sequence / PDF file / Technology > Networking
Tax-Aide Internet Access Computer (IAC) Setup Guide (Wireless Hosted Networks) / PDF file / Technology > Networking
Tax-Aide Network Configuration and Setup Documents / PDF file / Technology > Networking
Tax-Aide Private Network Router Configuration Guide / PDF file / Technology > Networking
H-5 Version Wireless Hotspot Configuration Guide / PDF file / Technology > Networking
Software for Tax-Aide Guide / PDF file / Technology > Non-Tax Software
Alternative Tax Software (TurboTax, Etc.) Prohibited / PDF file / Technology > Non-Tax Software
AntiVirus Program for Ta-Aide Computers / PDF file / Technology > Security
Secured Folders / PDF file / Technology > Security
Tax Return Attachments Guide / PDF file / Technology > Security
Secure Folders / PDF file / Technology > Security
H-9 Computer Security Scans / PDF file / Technology > Security
TC Training Presentation / PDF file / Technology > Training
GENERAL
CyberTax e-mail / A variety of information about the TaxAide program and electronic filing / To be added to the mailing list, send your first & last names, service state (“CA2”), position and e-mail address to asking to be added to the CyberTax mailing list.
T-VOG / Yahoo groups bulletin board and support group for TaxWise problems / Join at http://groups.yahoo.com/group/T-VOG/
1.2 Annual Calendar
Specific requirements of CA2 are indicated below:
When / WhatJun 30 / Submit anticipated laptop requirements for the next season to the TCS. See paragraph 3.5.1.
Sept / Check all locally stored equipment; work with the TCS to dispose of any obsolete, inoperative or incompatible equipment.
Consumables order opens.
Late Oct/
Early Nov / Submit TaxSlayer Pro Online requirements to the TCS. See paragraph 7.1.
Oct 1 / Provide printer, switch, cable, networking cards, etc requirements to the TCS.
Repair and Replace opens.
4th quarter (when available) / Upon receipt of laptops from IRS, check that they are operational
Nov to Jan (when available) / Configure TaxSlayer Pro Online for specific sites.
Apr 17 to – May 1 / Ensure that:
¨ all IRS laptops are returned to the IRS Brookhaven depot. Execute DISKWIPE before shipment, unless instructed otherwise
¨ Taxpayer data is removed from all locally stored/owned computers
¨ IRS printers and supporting equipment is returned to the local IRS Oakland SPEC office, unless it is being stored locally in which case, unless instructed otherwise, Oakland IRS SPEC is provided the bar codes of all IRS printers on IRS form 13705
¨ Forms 8453s and 8879s w/attachments and required files are submitted to Oakland IRS SPEC
May 31 / Review and update on line inventory.
1.3 Expenses
The CA2 TCS and the District Technical Coordinator are responsible for ensuring that equipment used within the district is operational, and therefore will need to procure various expendable supplies during the course of the season. This will generally include toner cartridges, flash drives and/or CDs, and paper. Items available on the GraceWorkz Consumables List, must be obtained from GraceWorkz. Expenses for items not available through GraceWorkz are reimbursable and should be submitted following the procedure in the tip sheet “Submit an Itemized Reimbursement” in Section 9 of the Volunteer Portal Guide..