2013

Tax-Aide
District Administrative
Duties/Responsibilities
Using Portal Applications Tools

2012 Fall State Tax-Aide Meetings Operations

2013 Administrative Duties

1.Updating Volunteer and Site Information
2.Ordering Site Materials
3.Certification Reporting and Volunteer
Conversion
4.Reporting Site Activity
5.Managing Expense Reimbursement
DCs may appoint an Administration
Coordinator (AC) to assist with some of
2012 Fall State Tax-Aide Meetings Operations

Updating Volunteer Record

DC/LC must ensure volunteer roster information is
accurate for
national and state communications,
Portal application access
and reimbursement
purposes.
Critical volunteer information: Email, Phone #,
Address, Supervisory assignment, Titles.
Email is required for all leaders and every effort
should be made to get email for existing volunteers.
Emails must be unique and can not be shared with
another volunteer or member of AARP.
Use District Portal tools for address updates. Email
changes must be2012sent
to
ADS.
Fall State
Tax-Aide
Meetings Operations

Adding New Volunteer Record

New volunteer must have a prospect record in Volunteer
Recruitment System and status set to Accepted in
order for ADS to create a volunteer record with ID.
ADS can no longer
enter a prospect or volunteer
directly
Email is required for all new volunteers
For new volunteers provide title and supervisor

2012 Fall State Tax-Aide Meetings Operations

Updating Volunteer Record

Portal Update Options
Update Profile
All volunteers can
update their
mailing Address &
Residential Phone
number
Manage Address
Supervisors can
update addresses
(Mailing ,
Residential,
Seasonal)of direct
2012 Fall State Tax-Aide Meetings Operations
subordinates

Updating Site Records

Accurate site information is critical to being able to
order TaxWise software and for Activity Reporting.
Schedule (Open, Close, Days, Hours) must be
updated by 1/15/13 when site locator becomes
available
Only the ADS can activate/inactivate a site and
change split state,
site name and address, DC/LC
Through Portal, DC/LC can
assignments
update:
Schedule
Local Contact to request
appointments
Y/N indicators
Request Insurance Certificate

2012 Fall State Tax-Aide Meetings Operations

Ordering Site Materials

All AARP Foundation Tax-Aide sites must use the following
materials as required by the IRS grant and legal considerations:
AARP Tax-Aide Poster (D143)
AARP
Tax Record Envelope (D12225)

AARP

Intake/Interview & QR Sheet (Form 13614-C )

IRS

Tax-Aide Sites should order the following materials:

Site Activity Log (D19597 )

AARP

Out of Scope Poster (C2467)

AARP

Name card inserts (C2358) (6 per sheet)

AARP

Plastic Name Card Holder (C1055)

AARP

Client Service Provider Digest (D16276)

AARP

Business Reply Envelope 9x12 (D778) for mailing to

National Office

AARP

Doc 9282 E Business Reply Label (Austin) for 8453 &

attachments.

IRS

1040 Instructions

2012 Fall State Tax-Aide Meetings Operations

IRS

Ordering Materials from AARP

Portal: Program Material Order Material
Can ship to locations other than ordering
volunteers address
Order confirmation email provided
Training: ShareNet > Portal Application Support
Accessible by any volunteer with leader title
Updated materials available by mid-November

2012 Fall State Tax-Aide Meetings Operations

Ordering Materials from IRS

Form 2333V VITA/TCE Program Order Form

Fillable PDF form

Optional, each volunteer has a unique account
Cannot ship to another location
Follow state procedures for form use

Sites should not order:

IRS Training Materials if ordered by SMT / DMT
IRS tax forms download from irs.gov
VITA materials that are similar to Tax-Aide items
Pub 1084, Pub 1303, Pub 3676A, Pub 730, etc.

2012 Fall State Tax-Aide Meetings Operations

Certification Reporting
Instructors must report volunteer names and
detail certification types (Military, Intl, COD
etc.) to the TRS before February 1st. This
information will be forwarded to the ADS.
Volunteers not reported as being certified will
be inactivated from the Tax-Aide volunteer
database (VMIS).
All volunteers must be certified in Standards of
Conduct.
The ADS will report volunteer certification to the
IRS and the Tax-Aide National Office.
2012 Fall State Tax-Aide Meetings Operations

10

Activity Reporting - unchanged in

2013
Whats reported by
LC/DC
1)Paper Filed Federal Returns
(Current Year)
2)Paper Filed Federal Returns
(Prior Year)
3)Paper Filed Federal Returns
(Amended)
4)Paper Filed State/Local Only
Returns
5)Questions & Answers Only *
6)Quality Reviews (Paper
Monthly Reporting Periods: Feb, Mar, April, MayDesignated
Sites Only**)
Aug
Monthly Grace Period (1st to 5th day of following * Q&A counts includes taxrelated questions answered
month)
at or off site without
Monthly Due Date (5th day of the following
month)
preparing a tax return.
th
1)March 5
** Paper designated site: E-file
11
2012 Fall State Tax-Aide Meetings 2)April 5th
=
No
in
VMIS
and
Site
Operations
3)May 5th
Management System

Reimbursement Policy
Program funds were never intended to reimburse volunteers for
the total cost of volunteer participation, but were rather to insure
that those who wished to volunteer would not be excluded due to
their income limitations. If an expense is not explicitly authorized in
the Policy Manual, assume that it is not allowable.
Non-Leader Volunteers (SCO, ERO, COU, CF, Non-Counselor)
Reimbursed for transportation expenses (mileage,
parking, toll, public
transportation) for Training and
Counseling activities only
40 hours of service (excluding Training and Travel)
required.
Leader Volunteers are reimbursed for transportation expenses
(mileage,
parking, toll, public transportation) for Training
and Counseling activities and other expenses. Refer to Policy
Manual for allowable2012
expenses
andMeetings - coding guidelines.
12
Fall State Tax-Aide
Operations

SMT will provide expense reimbursement approval limit

Expense Reimbursement
Options
Volunteers have three expense reimbursement
options
1)No Reimbursement
2)Flat Rate Reimbursement ($35 non-leaders & $50
leaders)
3)Itemized Reimbursement with or without receipts
A. B-I-T Expenses without Receipts Use Portal FAST
Reimbursement
B. B-I-T with Receipts all expense codes Use Excel
template
from ShareNet/Forms
2012 Fall State Tax-Aide Meetings Operations

*B-I-T (B-Coordinating, I- Counseling & T-Training)

13

2013 Expense
Reimbursement
Portal Submission/Request
My
2013 Expense Request
Sign
Reimburse
Options
Methods:
CFR
ment
Reimbursement timeframe:
(from supervisors approval date)

Flat Rate
Transportation w/o
Non-Leaders Receipts

7-14
days

7-14 days

X
Preferred

Transportation w/
Receipts

Leader
Excel
Form

6 weeks

6 weeks

X
X

Flat Rate

Leaders

NonLeader
Excel
Form

Transportation w/o
Receipts

X
Available for
submission with I
and T 4/15 to 6/30
Only

X
For expenses
submitted
outside of
4/15 6/20

Transportation w/
Receipts

Other expenses

2012 Fall State Tax-Aide Meetings -

Paper Expense Statements, available from AARP

Fulfillment or downloaded from ShareNet, will be
Operations
accepted discontinued 2014

14

FAST Reimbursement
System Training
Training, with screen shots, is available on the
Portal
ShareNet>Portal Application
Support>Reimbursement
For Volunteers How to submit
reimbursement request
Non- Leader Flat Rate Submission
Itemized Mileage Submission
For Supervisors
Non-leader Flat Rate Approval
- How to print CFRs and submit approvals
2012 Fall State Tax-Aide Meetings Operations

15

FAST Reimbursement System

2013 Goals and Improvements
Goals FAST Reimbursement System
used for
100 % non-leader Flat Rate processing

o Non-Leader Flat Rate Form - printed locally from the Portal

only
National office will not mail out any CFR forms in 2013
o Supervisor must submit approval of Non-Leader Flat Rate
requests through the Portal.

75% or more of B-I-T mileage reimbursement

requests

2013 FAST Reimbursement System

Improvements
2012 Fall State Tax-Aide Meetings Operations

Volunteer variable rate selection up to the IRS standard

16

Direct Deposit
for The Fastest Payment
Submit the completed form with a
voided
check to Financial
Services preferably
before
March 1st, 2013 (A paper check
will be issued if Direct Deposit has
not been implemented.
NEW- Form can be emailed with
scanned
or photographed
image of check and
form
Payment made within 7 days after
receipt of reimbursement
approval
No lost mail or wrong address
issues
Fall State Tax-Aide Meetings Form available on the2012
ShareNet
Operations
under
Forms

17

AARP Volunteer Portal

Portal ShareNet has replaced the Extranet
All Tax-Aide information and applications
accessible
through the Portal
Applications access is customized by title
ShareNet submenu and content access is
customized by
title
Portal application training material can be
found on
Portal Volunteer ShareNet
Portal Application Support
Getting Started with Portal doc can help
volunteers
with Portal access, registration
and trouble
shooting
2012 Fall State Tax-Aide Meetings Operations

18

AARP Foundation Tax-Aide

Volunteer Portal
Where To Go For Support:
If you are able to log into the Portal, but have trouble using or
accessing the Portal Applications, send an email to
TaxAide@aarp.org.
If you have trouble accessing information within the Volunteer
ShareNet, send an email to TaxAideTech@aarp.org.
Be aware it may be necessary to scroll to see some
subsections of Portal menus

When to contact the AARP HelpDesk

Trouble registering
If you need to change the email address that you use for TaxAide related correspondence and Portal login:
Notify the state ADS who will update your volunteer record
Send an email to HelpDesk@aarp.org to have your
Volunteer Portal login email address changed the ADS
cannot update Portal login information.
HelpDesk@aarp.org
1-888-925-2002 (M-F,
EST)2012 Fall8am-11pm
State Tax-Aide Meetings
Operations

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