2013 tax-aide d istrict administrative duties/responsibilities

2012 Fall State Tax-Aide Meetings - Operations 1

2013 Tax-Aide

District Administrative Duties/Responsibilities

Using Portal Applications Tools


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 these duties


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 be sent to ADS.


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


Updating Volunteer Record Portal Update Options

Update ProfileAll volunteers can update

their mailing Address & Residential Phone number

Manage AddressSupervisors can update

addresses (Mailing , Residential, Seasonal)of direct 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 assignments

Through Portal, DC/LC can update:ScheduleLocal Contact to request appointmentsY/N indicatorsRequest Insurance Certificate


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) AARPIntake/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 IRS


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

Ordering Materials from AARP


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.

Ordering Materials from IRS


Certification Reporting

• Instructors must report volunteer names and detail certification types (Military, Int’l, 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.


Activity Reporting - unchanged in 2013

What’s reported by LC/DC1) 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

Returns5) Questions & Answers Only *6) Quality Reviews (Paper Designated

Sites Only**)* Q&A counts includes tax-related

questions answered at or off site without preparing a tax return.

** Paper designated site: E-file = No in VMIS and Site Management System

• Monthly Reporting Periods: Feb, Mar, April, May-Aug• Monthly Grace Period (1st to 5th day of following month)• Monthly Due Date (5th day of the following month)

1)March 5th

2)April 5th

3)May 5th


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 allowable expenses and coding guidelines.

• SMT will provide expense reimbursement approval limit guidelines


Expense Reimbursement Options

Volunteers have three expense reimbursement options1)No Reimbursement2)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

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


2013 Expense Request Methods: Sign CFR

Portal - My

ReimbursementNon-Leader Excel Form

Leader Excel Form

Reimbursement timeframe:(from supervisor’s approval date) 7-14 days 7-14 days 6 weeks 6 weeks

Non-Leaders

Flat Rate X XTransportation w/o Receipts Preferred XTransportation w/ Receipts X

Leaders

Flat Rate X

Transportation w/o ReceiptsX

Available for submission with I and T – 4/15 to

6/30 Only

XFor expenses

submitted outside of 4/15 – 6/20

Transportation w/ Receipts XOther expenses X

Paper Expense Statements, available from AARP Fulfillment or downloaded from ShareNet, will be accepted – discontinued 2014

2013 Expense Reimbursement Submission/Request Options


FAST Reimbursement System Training

Training, with screen shots, is available on the PortalShareNet>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 for flat rate•Itemized Mileage Approval


FAST Reimbursement System 2013 Goals and Improvements

Goals – FAST Reimbursement System used for …•100 % non-leader Flat Rate processingo Non-Leader Flat Rate Form - printed locally from the Portal only –

National office will not mail out any CFR forms in 2013o 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•Volunteer variable rate selection up to the IRS standard business rate•Carry Forward of data after an initial data entry for each site•Supervisors will have option to manually escalate request to next level supervisor without waiting for 7-day


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 issuesForm available on the ShareNet under

Forms


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


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 [email protected] you have trouble accessing information within the Volunteer ShareNet, send an email to [email protected] 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 Tax-Aide related

correspondence and Portal login:• Notify the state ADS who will update your volunteer record• Send an email to [email protected] to have your Volunteer Portal

login email address changed – the ADS cannot update Portal login information.

– [email protected]– 1-888-925-2002 (M-F, 8am-11pm EST)

AARP Foundation Tax-Aide Volunteer Portal

2013 tax-aide d istrict administrative duties/responsibilities

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