AARP TAX-AIDE – CA2
REFERENCE MANUAL
FOR
TECHNOLOGY COORDINATOR (TC)
ELECTRONIC RETURN ORIGINATOR (ERO)
(2015 Rev 1)
October 1, 2015
Prepared by Robert Francis, DC/TC Alameda South, CA2
Page 1
Change Log
Page / Paragraph / ChangeIii / Contacts / New phone number for Patrick Brown
9 / 1.1 / Added Technology Bulletins
9 / 1.1 / Added TC Training Presentation
9 through 11 / 1.1 / Updated items available on OneSupport Help Center
Page 11 / 1.2 / Removed references to TaxWise Desktop
Page 12 / 1.3 / Can now submit scanned receipts
Page 14 / 2.12.3 / Changed VMIS database to Portal database
Page 17 / 3.1.4.2 / Updated URL to download Secunia PSI
Page 18 / 3.1.4.5 / Added reference to VeraCrypt
Page 19 / 3.2 / Updated Police Manual version number
Page 19 / 3.3 / Added Tier 2 Field Service Support
Page 25 / 4 / Changed ref to Operating System and Browser Requirements
Page 27 / 6 / Exception 3 no longer an option
Pages 27 & 28 / 6.16.2 / Match new order form
Page 30 / 7.2.3 / Added Chrome
Page 32 / 7.6 / Added Hotspot connection
Page 32 / 7.6 / Removed ref to T2-TaxAide Internet Access Computer
Page 39 / 7.7.4 / Added Return Printer role
Pages 44 & 45 / 7.7.6.1 / Print sets – added 1040 Aff Wkt, 1040 MCA Wkt, 1099G Wkt, 2210 D Wkt, 2441 Wkt 1, 2441 Wkt 2, 6198 Wkt, 8941 Wkt 1, 8941 Wkt 1A, 8941Skt 2, 8941 Wkt 2A, ESA Wkt, Gen Disclose, Gen Use, Main Info, SE Plan Wkt
Page 45 / 7.7.6.1 / Print Sets - Changed form 1040 ACA to forms ACA Pg 1 and ACA Pg 2
Page 47 / 7.7.6.1 / Advanced – added Return Printer
Page 49 / 7.7.6.3 / Changed ref to source of immersion training templates
Page 49 / 7.7.6.3 / Master Template 11-24-2014 to Master Template 11232014
Page 49 / 7.7.6.3 / Master Template 11-24-2014 to MASTER TEMPLATE 11232014
Page 51 / 7.7.6.3.1.1 / Added Identification Verification
Page 51 / 7.7.6.3.1.1 / Added Preparer Information – Check to …
Page 52 / 7.7.6.3.1.3 / Removed ref to Wkt 7
Page 52 / 7.7.6.3.1.3 / Sch A – only need to remove red form unreimbursed medical
Page 52 / 7.7.6.3.1.3 / Sch B – added ref to line 5a
Page 51 / 7.7.6.3.1.3 / 1099- Misc – removed ref to box 7
Page 53 / 7.7.6.3.1.3 / Removed reference to F/S Tax Paid
Page 53 / 7.7.6.3.1.3 / W2G – removed ref to Gross winnings
Page 53 / 7.7.6.3.1.3 / W2G – State Tax change to box 12
Page 53 / 7.7.6.3.1.3 / 1099-G Wkt – removed ref to line 2
Page 54 / 7.7.6.3.1.3 / 1099-R – Added ref to State tax
Page 54 / 7.7.6.3.1.3 / 2210 – Added note to unlock box
Contacts
Your District Coordinator / Email:Voice:
Fax:
CA2 TCS
Om Tiku /
voice 510-656-1303
IRS SPEC – CA-2 SPEC Relationship Manager
Patrick Brown /
Voice 510-907-5355
On e-mails, copy
Voice 510-637-3063
IRS Oakland SPEC – equipment
Sean Chan /
Voice 510-289-7059
Fax 855-513-5136
On e-mails, copy
Voice 510-637-2170
IRS New York Depot – laptops
Internal Revenue Service
ATTN: Brookhaven VITA Depot
1040 Waverly Drive, MS 800
Holtsville, NY 11742 / Equipment problems (email to):
Voice 866-743-5748
IRS Andover – EFINS/8633s
Mon-Friday6:30am-6:00pm Central Time / Voice 866-255-0654
CCH/TaxWise support
Early January
Mon-Friday8:00am -6:00pm EST
Mid January
Mon-Friday8:00am - 8:00pm EST
Saturday9:00am ` 6:00pm EST
Late January – Mid April
Mon-Friday8:00am – 10:00pm EST
Saturday9:00am – 6:00pm EST
Off Season
Mon-Friday8:-00am – 6:00pm EST / Voice 800-411-6391
(have your Client ID available when calling)
CCH Online Support /
(log in with Client ID, User Name and Password
VITA hotline/tax law support
Tax Season
Mon-Friday6:00am – 5:30pm
Saturday6:00am – 2:00pm / Voice 800-829-8482
FTB Volunteer hotline
Mon-Friday8:00am – 4:30pm PST / Voice 800-522-5665
Page 1
Table of Contents
1INTRODUCTION
1.1References
1.2Annual Calendar
1.3Expenses
1.4Tax-Aide for CA2 Web site
2Electronic Filing identification number (EFIN)
2.1EFIN APPLICATION OVERVIEW
2.2Establishing a Site ID
2.3EFIN Application Process
3Equipment
3.1Inventory, Naming and Security
3.1.1TIA
3.1.2Inventory
3.1.3Computer Naming
3.1.4Security
3.1.4.1Security for AARP and IRS Owned Computers
3.1.4.2Security for Personal and Site Owned Computers
3.1.4.3Security for Other Equipment
3.1.4.4Loss or theft
3.1.4.5Taxpayer Document Security
3.2Equipment Donations to CA2
3.3AARP Computer and Printer Repair
3.4IRS Laptops
3.4.1Ordering
3.4.2Shipment
3.4.3Logon to IRS Laptops
3.4.4Activating and Updating IRS Laptops
3.4.4.1Activation
3.4.4.2Updating
3.4.5Problem reporting/replacement
3.4.6Equipment return
3.5CA2 printers/switches/routers/cables/wireless cards
3.6IRS printers/switches/cables
3.6.1Ordering
3.6.2Delivery/return and certification
3.7Expendable supplies (Consumables Program)
4Computer Operating Systems
4.1Windows XP
4.2Windows Vista
4.3Window 7
4.4Windows 8 / 8.1
4.5Windows 10
4.6Upgrades
4.7Password Timeout
5Encryption on desktop/laptop computers
6taxwise software
6.1Ordering Software for TaxWise Online
6.2Master and Subscriber Sites
6.3TaxWise Online Shipment
6.4Desktop Software Shipment
7taxwise online
7.1Proposed Enhancements and Key Features of TWO for TY 2015
7.2Minimum system requirements for TaxWise
7.2.1Required Browser Settings
7.2.2Connection to TWO
7.2.3Connection Speed
7.3TaxWise Online Security
7.4Password Security
7.5Using TWO for Training
7.6Site Setup
7.7Installing TWO
7.7.1Initial Configuration
7.7.1.1Configure Browser
7.7.1.2First Time Log On as Admin User
7.7.1.3First Time Log On for New TaxWise Version (New Tax Year)
7.7.2Add new users to TWO
7.7.2.1Creation of User Names
7.7.2.2SSN Fillers for TWO Training
7.7.2.3Adding new users
7.7.3Modify Existing Users
7.7.4User Roles
7.7.5User Passwords
7.7.6Configuring TaxWise Online
7.7.6.1TaxWise Online Settings
7.7.6.2Sharing Site Settings
7.7.6.3Creating Return Templates for TWO
7.7.6.3.1Creating The State/District-Level Template
7.7.6.3.1.1Main Info sheet
7.7.6.3.1.2Prep Use
7.7.6.3.1.3Federal Forms
7.7.6.3.1.4California forms
7.7.6.3.2State/District Master Template Update
7.7.6.4TaxWise Online Client Letters and ERO Transmittal Letters
7.7.7Sending Settings, Templates and Client Letters
7.7.8Completing the Site Level Template
7.7.9Assigning the Template
7.7.10Prior Year TWO
7.7.11Alternative Preparation Solution
7.7.12Setting Up Printers for TaxWise Online
8on site reference materials
8.1Required Reference Materials
8.2Ordering Reference Materials
8.3Storing Materials on Computer Desktop
9Networking - data and printer sharing
9.1Networks for TaxWise Online
9.1.1Using the Site’s Wired Connection
9.1.2Using the Site’s Wireless Connection
9.1.3Using a Hotspot for Internet Access
9.1.4Personal, Site Owned and Loaner Computers
9.2Router and Wireless Adapter Technical Requirements
9.2.1Wireless Routers
9.2.2Wired Routers
9.2.3Wireless Adapters:
10Printer setup and sharing
11End-of-season Information
11.1Filing Deadlines
11.2Backup of Returns
11.3Destruction of Materials
11.4Computers
11.5Flash Drives
11.6Printers
12ERO processes
12.1ERO Functions
12.2Document Retention
12.3Preseason Preparation
12.4Modernized E-file
12.5Paperwork
12.6Processing Returns
12.6.1Return Submission Order
12.6.2Return Submission by Counselor.
12.6.2.1Counselor Actions
12.6.2.2ERO Actions
12.6.3Return Submission by ERO
12.6.3.1Setup for ERO Submission Computer
12.6.3.2Check for Required Documents
12.6.3.3Checking Prep Use Form
12.6.3.4E-file Submission
12.6.4Fixing Rejects
APPENDIX ATAXWISE DESKTOP – ALTERNATIVE PREPARATION SOLUTION
A 1.Hardware Setup
A 2.TaxWise Desktop Security
A 3.Using TaxWise Desktop on a Network
A 4.Installing prior year(s) TaxWise Desktop
A 5.Installing current year TaxWise
A 6.Creating Master Computer/Traveler Drive
A 7.Initial Desktop Setup
A 8.Install the CA2 Defaults
A 9.Return Stage
A 10.Install the CA2 Cover Letter for TaxWise Desktop
A 11.Configure Federal Print Packets
A 12.Create Site Specific Masters
A 13.Create Site Master
A 14.Add/Correct Site Specific Data
A 15.Add User Accounts
A 16.Carry Forward From Previous Year
A 17.Create Additional Computers/Traveler Drives
A 18.Setting MeF IDs
A 19.Create prior year master backup
A 20.Set Site Default Printer
A 21.Install California Software
A 22.Set CA2 Defaults for California
A 23.Set Print Packets for California
A 24.Set Packets to Print
A 25.TaxWise updates
APPENDIX BSubmitting E-Files
APPENDIX CChecking Prep Use Form
1INTRODUCTION
This manual provides CA2 specific procedural information for Technology Coordinators (“TC”) and Electronic Return Originators (ERO). You should also be familiar with the current IRS Pub 3189, Volunteer e-file Administrator Guide and the various documents available in the OneSupport Help Center.
The current version of IRS Pub 3189 is available on the TaxWise distribution disk. The OneSupport Help Center can be accessed through the Volunteer Portal, information as well as copies of this document is available on the AARP CA2 website, While this manual takes precedence over the others, you need to use your judgment regarding the contents of each.
1.1References
The table indicates other materials that are of value to counselors, TCs and EROs. When downloading documents from the OneSupport Help Center, formally the Volunteer ShareNet, 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”)
References to TaxWise Desktop havebeen removed from the book. If you are using TWD, refer to the 2013 version.. / Tax law and TaxWise software / Your District or Local Coordinator
Electronic copies for 2013 (TWD) and 2015 (TWO) are available at
TaxWise on-line help / Tax law and TaxWise / From within TaxWise Desktop use F1 for TaxWise help and Shift+F1 for IRS/tax law help
From within TaxWise Online use the Help icon for the Help Center or F1 for program help
IRS Pub 17
IRS 1040 Instructions / Tax law / From IRS
IRS Volunteer Resource Guide, Pub 4012 / Tax Law and TaxWise software / From IRS
CA 540 & 540A / CA tax law / From FTB
Cyber Tax / Information from AARP National Headquarters / Distributed by e-mail to all Tax-Aide volunteers. Available in the Communication | Cyber Tax tab of the OneSupport Help Center. Required to be available at the site in either paper or electronic versions.
TC / ELECTRONIC RETURN ORIGINATOR
CA2 TC/ERO Reference Manual / General procedures / Available from CA2 Tax-Aide web site, your Local Coordinator or your Technology Coordinator
CCH 2015 User Guide / TWO procedural information / Available on the “Help” screen in TWO.
CCH TaxWise User Guide / TaxWise Desktop procedural information / Comes with TaxWise distribution. TaxWise installation CD contains this in PDF format.
IRS Pub 1345Handbook for Authorized IRS e-file Providers / File Specifications andRecord Layouts for Individual Income Tax Returns. / The 1345 is on the TaxWise installation CD as well as at
IRS Pub 3189 Volunteer e-file Administrators Guide (Pub 3189) / e-filing from the IRS’ perspective / Available at in PDF format
TaxWise installation CD contains the current year’s pub in PDF format.
OnSupport Help Center > Technology > Training
TaxWise Solution Center / Volunteer News, Blogs and Knowledge Library / On the TaxWise web site,
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
Document Retention and ERO Paper Flow Guide / Provides the AARP Foundation Tax-Aide policy on document retention and the IRS paper flow requirements / OneSupport Help Center > Technology > Training
TC Training Presentation / PDF version of Power Point presentation describing basic TC responsibilities. / OneSupport Help Center > Technology > Training
TWO Instructions For EROs Guide / Provides procedures for EROs to use with TaxWise Online / OneSupport Help Center > TaxWise > TaxWise Online
Schedule of Efile Events Guide / PDF File / OneSupport Help Center > Technology > Training
CA2 Technology Coordinator Reference Manual / Technical Coordinator procedures and information including TaxWise installation tips and “default” settings used in CA2 / From the CA2 web site,
Tax-Aide for CA2 web site / Reference Materials and Forums /
AVAILABLE ON THE ONE SUPPORT HELP CENTER
Alternate Preparation Solution Information / PDF file / TaxWise > TaxWise Desktop APS
FL1 Clone Tool Introduction / PDF version
PPTX version / TaxWise > TaxWise Desktop APS
TaxWise Clones & Computer Workstation Numbers Guide / PDF file / TaxWise > TaxWise Desktop APS
TWMap Tools Installation Folder / ZIP file / TaxWise > TaxWise Desktop APS
Creating Print Packets in TWO Guide / PDF file / TaxWise > TaxWise Online
Differences Between TWO and TaxWise Desktop Guide / PDF file / TaxWise > TaxWise Online
FAQs for TaxWise Online Guide / PDF file / TaxWise > TaxWise Online
NTC National Template Description & Suggested Defaults for TWO Guide / PDF file / TaxWise > TaxWise Online
Suggested TaxWise Online Guide Settings Guide / PDF file / TaxWise > TaxWise Online
TWO Instructions for New Users Guide / PDF file / TaxWise > TaxWise Online
TWO Site Information and Troubleshooting Guide / PDF file / TaxWise > TaxWise Online
Wireless FAQs for TaxWise Online Guide / PDF file / TaxWise > TaxWise Online
Alternative Tax Software is Prohibited / PDF file / TaxWise > Nonspecific Software
Computer Information for TaxWise Support Guide / PDF file / TaxWise > Nonspecific Software
Operating System and Browser Requirements / PDF file / TaxWise > Nonspecific Software
Ordering Tax Preparation Software Guide / PDF file / TaxWise > Nonspecific Software
System Requirements for TaxWise Guide / PDF file / TaxWise > Nonspecific Software
Annual Equipment Inventory Reporting Guide / PDF file / Technology > Equipment
Blank Equipment Inventory Report (EIR) / Excel® Spreadsheet / Technology > Equipment
Equipment Repair, Replacement and Storage / PDF file / Technology > Equipment
GraceWorkz Consumable Ordering / PDF file / Technology > Equipment
GraceWorkz Listed Consumables / PDF file
Excel® Spreadsheet / 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
Tier 2 Field Service Support / PDF file / Technology > Equipment
Host and Personal Computer Tune-Up Guide / PDF file / Technology > Image and Tune-up
IRS Laptop Tune-Up Guide / PDF file / Technology > Image and Tune-up / Technology Hardware folder – Volunteer ShareNet
Windows Images / PDF file / Technology > Image and Tune-up
Printer Drivers for TaxAide Guide / 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 / PDF file / Technology > Networking
Tax-Aide Network Configuration and Setup Documents / PDF file / Technology > Networking
T2a – Tax-Aide Private Network Router Configuration Guide / PDF file / Technology > Networking
Wireless Hotspot Configuration Guide / YouTube clip
PDF file / Technology > Networking
Computer Operating Systems Guide / PDF file / Technology > Non-Tax Software
Software for Tax-Aide Guide / PDF file / Technology > Non-Tax Software
AntiVirus Program for TaxWise Computers Guide / PDF file / Technology > Security
APS Data Deletion / PDF file / Technology > Security
Tax Return Attachments Guide / PDF file / Technology > Security
TWO Data Deletion / PDF file / Technology > Security
Wireless TWO Computer Security Scanning Guide / PDF file / Technology > Security
TaxWise Training Resources Guide / PDF file / Technology > Training
TC Training Presentation / PDF file / Technology > Training
GENERAL
Cyber Tax email / 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 email address to asking to be added to the Cyber Tax mailing list.
T-VOG / Yahoo groups bulletin board and support group for TaxWise problems / Join at
TaxWise Blog / General information blog concerning CCH and TaxWise Desktop / Sign in using Client ID, user name and password at Log in requires Client ID, user name and password. Volunteer with ADMIN privileges can create accounts for other users.
TaxWise Online Blog / General information blog concerning TaxWise Online / Sign in using Client ID, user name and password at Log in requires Client ID, user name and password. Volunteer with ADMIN privileges can create accounts for other users.
VITA News / E-mail newsletter for sites participating in the IRS VITA/TCE programs / Register e-mail address at Log in requires Client ID, user name and password.
1.2Annual Calendar
Specific requirements of CA2 are indicated below:
When / WhatJun 30 / Submit anticipated laptop requirements for the next season to the TCS.
Sept / Check all locallystored equipment; work with the TCS to dispose of any obsolete, inoperative or incompatible equipment
Late Sept/
Early Oct / Submit TaxWise requirements, see paragraph 6.1, to the TCS
Oct 1 / Provide printer, switch, cable, networking cards, etc requirements to the TCS
4th quarter (when available) / Upon receipt of laptops from IRS, check that they are operational
Nov to Jan (when available) / Prepare templates and settings for TaxWise Online
Apr 15 to – May 1 / Ensure that:
all IRS laptopsarereturnedto the IRS Brookhaven depot.Execute DISKWIPE before shipment, unless instructed otherwise
Taxpayer data is removed from all locally stored/owned computers
IRSprinters 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 8453sand 8879s w/attachments and required files are submitted to Oakland IRS SPEC
May 10 / Update and return the CA2 hardware inventory to the TCS. When the automatic inventory system is fully implemented, this requirement may be removed.
1.3Expenses
You 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 to the District Coordinator using the Microsoft Excel®Expense Reimbursement FormforLeaders. Receipts may be scanned or may be taped to a blank page.Attach them to the printed expense statement. The dollar limit for purchase of a single item is $25, above that prior approval is required from the SC or TCS. CA2 imposes a dollar limit for transportation expenses coded “I”. Prior approval from the SC is required to exceed that limit.
Activity Codes are printed on the form:
Expenses
A -All copy and postage expenses
PPublicity Supplies/Purchases
R -Repair, maintenance and upgrades for equipment. See AARP policy manual for limitations. Prior approval is required. Printer and computer repair is provided by GraceWorkz and is not reimburseable.
S -E-file supplies (consumables, phone, copy and postage) or equipment purchases (computer, printers and other hardware), however this CANNOT be used for fees associated with equipment disposal
Z -Non-e-file supplies
Travel
BTravel for Coordinating Activities
I -Transportation for tax assistance or client facilitation
K -Attend district meetings
LAttend national meetings
M -Attend state (CA2) meetings
NAttend regional meetings
T -Attend local training
W -Attend state led instructor workshop
1.4Tax-Aide for CA2 Web site
The site is an updatable forum, and more, for CA2 to share information.Bill Dornbush, TC/Sonoma, is the moderator.
The site address is
To request an account on the web site:
Click on the “register” link at the top right of the home page.