ࡱ>  -/$%&'()*+,%` nbjbj"x"x 4@@^,RRR$vFFF lv(~ 2!$hjl?iRp,R"t@p,p,?x,@9@9@9p,j(R@9p,@9@9.Hdz0"5v 'UgCF:01@|<qB255RIT;#F&@94()###??8d###p,p,p,p,v$$]|BBv|BBvvv  Operational Guidelines Companion manual to the Policy Manual Version 4.0 Version 1.0 Period Covered: 2009-2010  TABLE OF CONTENTS  TOC \o "1-3" \h \z \u  HYPERLINK \l "_Toc240439774" 1. AARP and the AARP Foundation  PAGEREF _Toc240439774 \h 1  HYPERLINK \l "_Toc240439775" 2. AARP Foundation Tax-Aide Program  PAGEREF _Toc240439775 \h 1  HYPERLINK \l "_Toc240439776" A. AARP Tax-Aides Customers  PAGEREF _Toc240439776 \h 2  HYPERLINK \l "_Toc240439777" 3. IRS and State/Local Tax Agencies  PAGEREF _Toc240439777 \h 3  HYPERLINK \l "_Toc240439778" A. Internal Revenue Service & State/Local Tax Agencies  PAGEREF _Toc240439778 \h 3  HYPERLINK \l "_Toc240439779" B. State and/or Local Tax Agencies  PAGEREF _Toc240439779 \h 4  HYPERLINK \l "_Toc240439780" 4. Volunteer Recruitment and Appointments  PAGEREF _Toc240439780 \h 5  HYPERLINK \l "_Toc240439781" A. New Volunteers  PAGEREF _Toc240439781 \h 5  HYPERLINK \l "_Toc240439782" B. Volunteer Appointments  PAGEREF _Toc240439782 \h 5  HYPERLINK \l "_Toc240439783" C. Procedures for Appointing State Coordinators  PAGEREF _Toc240439783 \h 7  HYPERLINK \l "_Toc240439784" D. Procedures for Appointing all Other Coordinators and/or Specialists  PAGEREF _Toc240439784 \h 7  HYPERLINK \l "_Toc240439785" E. Reappointments  PAGEREF _Toc240439785 \h 8  HYPERLINK \l "_Toc240439786" F. Volunteer Training and Testing  PAGEREF _Toc240439786 \h 8  HYPERLINK \l "_Toc240439787" 5. AARP Tax-Aide Sites  PAGEREF _Toc240439787 \h 13  HYPERLINK \l "_Toc240439788" A. Site Management  PAGEREF _Toc240439788 \h 13  HYPERLINK \l "_Toc240439789" B. Isloated Locations  PAGEREF _Toc240439789 \h 13  HYPERLINK \l "_Toc240439790" C. Site Selection  PAGEREF _Toc240439790 \h 13  HYPERLINK \l "_Toc240439791" D. Tax-Aide Site Identification Numbers (SIDN)  PAGEREF _Toc240439791 \h 14  HYPERLINK \l "_Toc240439792" E. Site Information  PAGEREF _Toc240439792 \h 14  HYPERLINK \l "_Toc240439793" F. Site Schedules  PAGEREF _Toc240439793 \h 14  HYPERLINK \l "_Toc240439794" G. Foreign Language assistance  PAGEREF _Toc240439794 \h 15  HYPERLINK \l "_Toc240439795" 6. Equipment Management & Ordering  PAGEREF _Toc240439795 \h 16  HYPERLINK \l "_Toc240439796" A. Resource Forecast for next season  PAGEREF _Toc240439796 \h 16  HYPERLINK \l "_Toc240439797" B. Ordering IRS Depot Equipment  PAGEREF _Toc240439797 \h 16  HYPERLINK \l "_Toc240439798" C. Ordering Purchased Equipment  PAGEREF _Toc240439798 \h 16  HYPERLINK \l "_Toc240439799" D. Purchasing Equipment with Donated Funds  PAGEREF _Toc240439799 \h 16  HYPERLINK \l "_Toc240439800" 7. Program Communications and Chain of Command  PAGEREF _Toc240439800 \h 17  HYPERLINK \l "_Toc240439801" A. Volunteer Extranet  PAGEREF _Toc240439801 \h 17  HYPERLINK \l "_Toc240439802" B. Chain of Command  PAGEREF _Toc240439802 \h 17  HYPERLINK \l "_Toc240439803" C. Other Communication Channels  PAGEREF _Toc240439803 \h 17  HYPERLINK \l "_Toc240439804" 8. Ordering Program Materials  PAGEREF _Toc240439804 \h 18  HYPERLINK \l "_Toc240439805" A. Automatic Shipments (based on the September Leadership Roster)  PAGEREF _Toc240439805 \h 18  HYPERLINK \l "_Toc240439806" B. IRS Training Materials  PAGEREF _Toc240439806 \h 18  HYPERLINK \l "_Toc240439807" C. Tax Preparation Software Ordering (starts in September)  PAGEREF _Toc240439807 \h 18  HYPERLINK \l "_Toc240439808" D. Counselor AARP Tax-Aide Materials (order by November or early December)  PAGEREF _Toc240439808 \h 19  HYPERLINK \l "_Toc240439809" E. AARP Tax-Aide Site Materials (order by November or mid-December)  PAGEREF _Toc240439809 \h 19  HYPERLINK \l "_Toc240439810" F. IRS Site Materials  PAGEREF _Toc240439810 \h 19  HYPERLINK \l "_Toc240439811" 9. AARP Tax-Aide Master Schedule of Events and Deliverables  PAGEREF _Toc240439811 \h 21  HYPERLINK \l "_Toc240439812" A. List of Current* Reports  PAGEREF _Toc240439812 \h 23  HYPERLINK \l "_Toc240439813" B. Program Evaluation  PAGEREF _Toc240439813 \h 27  HYPERLINK \l "_Toc240439814" C. Review of Volunteer Performance  PAGEREF _Toc240439814 \h 27  HYPERLINK \l "_Toc240439815" D. Volunteers End-of-Season Assessment  PAGEREF _Toc240439815 \h 27  HYPERLINK \l "_Toc240439816" E. National Assessment Report  PAGEREF _Toc240439816 \h 28  HYPERLINK \l "_Toc240439817" F. Counselor Certificates  PAGEREF _Toc240439817 \h 28  HYPERLINK \l "_Toc240439818" G. Site Awards  PAGEREF _Toc240439818 \h 28  HYPERLINK \l "_Toc240439819" H. E-filing Awards  PAGEREF _Toc240439819 \h 28  HYPERLINK \l "_Toc240439820" I. Service Pins & Plaques  PAGEREF _Toc240439820 \h 29  HYPERLINK \l "_Toc240439821" APPENDICES: GLOSSARY  PAGEREF _Toc240439821 \h A  HYPERLINK \l "_Toc240439822" APPENDICES: INDEX  PAGEREF _Toc240439822 \h E  1. AARP and the AARP Foundation AARP AARP is a nonprofit, nonpartisan membership organization dedicated to making life better for people 50 and over. We provide information and resources; engage in legislative, regulatory and legal advocacy; assist members in serving their communities; and offer a wide range of unique benefits, special products, and services for our members. These include AARP The Magazine published monthly, AARP Bulletin, our monthly newspaper; AARP Segunda Juventud, our quarterly bilingual magazine in English/Spanish; NRTA Live & Learn, our quarterly newsletter for 50 +educators; our web site,  HYPERLINK "http://www.aarp.org" www.aarp.org. We have staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands. Our State Offices are staffed with an AARP State Director and other employees who work in partnership with volunteers serving in roles such as State President, State Executive Council, State Volunteer Community Specialists and in AARP Chapters and NRTA units. This field structure creates a dynamic presence in every community and responds to the needs and interests of AARP members at the local level. ABOUT THE AARP FOUNDATION Everyone deserves to live with dignity and purpose. Yet, there are millions of mid-life persons under economic pressure trying to cope with everyday life. There are resources and programs available to help. Every year, however, these resources are left untapped because no one makes the connection. Thats why were here. The AARP Foundation helps older Americans build and protect their financial assets, and gain access to public benefits that will allow them to age with dignity and independence. We dedicate every day to standing up for those who live on the knifes edge of economic distress. We know all too well that a single life change a costly illness, the loss of a job, a home foreclosure notice, the death of a spouse can quickly threaten an individuals financial stability. In 2008, Foundation services helped and educated more than 5 million people. The AARP Foundation in 2008: Provided nearly 3 million low- and moderate-income people free tax preparation and assistance and getting them the refunds and credits they deserve. Moved more than 49,000 people closer to financial stability through job training and placement. Helped nearly 97,000 people meet their daily needs by steering them to public and private benefit programs. Empowered mid-life women who have enormous potential, but few resources, through scholarships for education and training. Convened leaders in philanthropy, aging and economic security to explore innovative approaches to better meet the needs of low-income older Americans. Advocated for the rights of older workers, protected predatory lending victims and health care consumers, and won significant legal victories. AARP Foundation Services Job Training and Placement WorkSearch provides a variety of services: interest and ability inventories, skill assessments, on-line and community based training, and connections to companies that value the experience older workers bring to the workplace. www.aarpworksearch.org Womens Scholarship Program provides scholarship funds to eligible women 40+ who are seeking new job skills, training and educational opportunities. Priority is given to women raising children of another family member, those in dead end jobs and those who have been out of the workforce. www.aarp.org/womensscholarship Finding and Applying for Public Benefits Navigating through the maze of government programs available can be difficult and confusing. Our Benefits QuickLink website helps to find and apply for public benefits that may help pay for prescription drugs, healthcare and other necessities. www.aarp.org/quicklink Prepare to Care: A Planning Guide for Families is a free handbook that helps to come up with a plan to care for loved onesincluding how to start planning, questions to ask and where to find support. www.aarp.org/preparetocare Staying in Control of Finances The Money Management program preserves independent living and economic security for individuals who need help with routine financial matters due to age or disability. Volunteers balance checkbooks, pay bills and keep track of financial matters. www.aarpmmp.org Estate Planning: Get step-by-step instructions on how to create a plan and take control of your decisions and your legacy.  HYPERLINK "http://www.aarpgift.org" www.aarpgift.org Helping with Taxes AARP Tax-Aide offers free tax assistance and preparation for low- and moderate income people with special attention to those over 60. AARP Tax-Aide is the largest volunteer-run program in the country. www.aarp.org/taxaide Fighting Against Fraud Peer volunteers in our Consumer Fraud Prevention project alert older consumers to telemarketing and other types of fraud that endanger their financial security. Using a proven method, volunteers reach known and potential fraud victims to offer tips and information on how to protect themselves. Educating about Reverse Mortgages Reverse mortgages can be confusing and expensive. We are the nation's leading source of independent consumer information on reverse mortgages and other less costly alternatives to help people remain in their homes.  HYPERLINK "http://www.aarp.org/revmort" www.aarp.org/revmort Who We Are The Foundation is AARPs charitable armthe heart of AARP. We focus on serving the most economically vulnerable members of society. Through the support of thousands of volunteers and donors, we help those having difficulty meeting their basic health and financial needs in the second half of life. Eighty-seven percent of what the Foundation spends goes to our important programs and services to improve the quality of life for seniors in your community and across the country. 2. AARP Foundation Tax-Aide Program The AARP and the AARP Foundation have a long-standing commitment to community service. Through Foundations collective efforts, millions of people are well served each year in communities across the country. AARP Foundation and AARP volunteers are the heart of AARP and AARP Foundations community service programs. In your community, the AARP Tax-Aide volunteers exemplify AARPs and AARP Foundations commitment to helping others. AARP Tax-Aides Customers How Many CustomersDuring the 2009 tax season, from late January to April 15, we served over 2.6 million customers. Over the past 41 years, we have served more than 50 million customers.  1. Who They Are (from 2009 survey) Customer Age 10% 18-49 33% 70 79 11% 50-59 19% 80+ 26% 60-69 Customer Marital Status 37% Married 61% Not Married Gender 64% Female 32% MaleRace/Ethnicity84% White non-Hispanic 7% Black or African American 1% Native American 1% Multiple Answers 2% Asian/Pacific 1% OtherHousehold Income (Annual) 37% Under $20,000 22% $30,000-$49,000 23% $20,000-$29,000 8% $50,000 or moreRepeat Customers 22% First Time 39% Four+ Times 37% Two - Three Times Employment Status 66% Fully Retired 32% Not Fully RetiredCustomers Proximity to Site49% 0 - 3 miles 14% 6 - 9 miles 20% 4 - 5 miles 15% 10+ miles  2. What They Think ExcellentGoodFairPoorOverall quality of AARP Tax-Aides Service84%14%1%0%Helpfulness of volunteers86%11%1%0%Tax knowledge of volunteers77%18%2%0%How well the volunteer explained the tax return to them77%17%2%1%Would they recommend AARP Tax-Aide to others?97% Yes3% Likely0% NoWho would help them with their taxes if they didnt use AARP Tax-Aide?51% Pay for assistance37% Self or friend6% IRS2 % Not file  (Source: 2009 AARP Tax-Aide Customer Satisfaction Survey results are rounded) 3. IRS and State/Local Tax Agencies Internal Revenue Service & State/Local Tax Agencies 1. Internal Revenue Service The AARP Foundation is a Tax Counseling for the Elderly (TCE) and a VITA grant recipient to assist in funding AARP Tax-Aide. Consequently, the AARP Tax-Aide program maintains a close relationship with the IRS. In the IRS structure, AARP Tax-Aide coordinates program operations with Stakeholder Partnerships, Education and Communication (SPEC XE "IRS SPEC" ). SPEC XE "IRS SPEC"  is part of the larger Wage and Investment Division within the IRS. National and Local IRS contacts for AARP Tax-Aide reside in the IRS Field Operations territory offices. Terms of the annual cooperative agreement define IRS SPEC XE "IRS SPEC" s responsibilities as listed below: IRS SPEC XE "IRS SPEC"  Responsibilities: Develop and issue grant/program requirements and guidelines, May also conduct periodic audits. Prepare and issue national training and administrative materials, as well as forms and publications required for the program. Arrange for volunteer preferential toll-free telephone access to the IRS that will provide needed technical information available during the course of the program. Clarify program guidelines for IRS territory offices. Ensure that territory offices monitor the TCE and VITA sponsoring organizations to make certain they are carrying out program responsibilities. IRS SPEC XE "IRS SPEC"  Territory Offices Responsibilities: Monitor AARP Tax-Aide training workshops and classes and if requested, conduct the train-the-trainer workshops. Be the contact for ordering of tax forms and other program materials. Monitor activities to make certain that AARP Tax-Aide is carrying out grant/program responsibilities. Serve as primary contact for IRS inquiries for the AARP Tax-Aide state organizations. Provide staff to attend AARP Tax-Aide regional and state planning meetings and training workshops as requested. Visit and audit AARP Tax-Aide sites as required. Evaluate the territory program and prepare report XE "Reports/Reporting" s as required. Maintain the right to recommend that particular volunteers not be given Instructor teaching assignments if their tax knowledge or teaching abilities are deemed inadequate. Local SPEC XE "IRS SPEC"  IRS offices do not dictate AARP Tax-Aide policy and can not direct local volunteers. Any and all policy for the AARP Tax-Aide program is developed at the AARP National Office. Any questions or conflicts concerning IRS guidance or request should be clarified with your AARP Tax-Aide volunteer leader. AARP Foundation Coordination with IRS includes: Regional Coordinator XE "RC (Regional Coordinator)"  contacts are IRS SPEC XE "IRS SPEC"  Area Directors. State Coordinator XE "SC (State Coordinator)"  contacts are the SPEC XE "IRS SPEC"  Territory Managers. AARP Tax-Aide Sate Management Team (SMT) and lower organizational levels contacts will be the Relationship Managers reporting to the IRS Territory Managers. IRS Territory Managers and/or Relationship Managers should be invited to attend AARP Tax-Aide state planning meetings. If situations occur between AARP Tax-Aide at the state level and the Territory Office that are not able to be resolved, the State Coordinator XE "SC (State Coordinator)"  should take those concerns to his or her Regional Coordinator XE "RC (Regional Coordinator)" . Regional Coordinators will work with Area Directors and/or the AARP Tax-Aide National Office, as appropriate, to address issues needing clarification or resolution. State and/or Local Tax Agencies The AARP Tax-Aide program also maintains a relationship with state and/or local tax agencies in those areas which have a personal income tax. These agencies provide material and training support which enable volunteer Counselors to offer state and/or local tax assistance. Internet Tax Assistance service has been offered by AARP Tax-Aide since 1998 at its website ( HYPERLINK "http://www.aarp.org/taxaide" www.aarp.org/taxaide). Taxpayers can pose questions online 24-hours a day year-round and get quality XE "Quality Review" -reviewed answers back within a few business days. Interested volunteers with web access can sign up online at HYPERLINK "http://www.aarp.org/taxaide/ta_volunteers/register/"www.aarp.org/tavolunteers. There volunteers will find a link to the online tax assistance registration form. Boundaries for states and districts: AARP Tax-Aide regional boundaries are predetermined by the AARP Tax-Aide National Office. State boundaries apply except for California, Florida, Illinois, Minnesota, New York, Ohio, Pennsylvania, and Texas. These heavily populated states are split, with multiple AARP Tax-Aide states, sometimes called split-states, within their geographic borders. In all cases, the boundaries must encompass entire 5-digit zip codes and should be clearly understood by all volunteers and delineated by the responsible supervising Coordinator. These boundaries are stored within the national database (VMIS) XE "National Database (VMIS)"  and impact site records and activity reporting. Any changes to these boundaries should be communicated to the National Office to ensure that the national database is updated in a timely manner. Within states, State Coordinators may organize into whatever geographic districts will provide the most efficient, equitable, or manageable division of all the sites within their states. Generally, a district is the responsibility of one District Coordinator. District Coordinators divide their district into workable entities for assignment to Local Coordinators XE "LC (Local Coordinator)"  with the approval of the State Coordinator XE "SC (State Coordinator)" . 4. Volunteer Recruitment and Appointments New Volunteers Recruitment of AARP Tax-Aide volunteers and coordinators from diverse populations must be stressed, especially when there is a significant segment of diverse racial/ethnic population with the district. Special attention must be given to potential volunteers that support the local community language(s). Year round recruitment is supported by the AARP Tax-Aide web site:  HYPERLINK "http://www.aarp.org/taxaide" www.aarp.org/taxaide and the toll-free number 888-OURAARP (888-687-2277). The National office will forward all potential volunteer names and contract information it receives to the Prospective Volunteer Coordinator or the State Coordinator XE "SC (State Coordinator)"  designate, for follow up. Program recruiting requires extensive outreach at the national, regional, state, district and local levels all year long by the state PVC, PCS, and district recruiting and communications coordinators. This outreach includes radio and television public service announcements, articles in local publications, AARP Publications, Internet solicitation, presentations to outside organizations, and assistance from the AARP State Office via the states Community Outreach Associate Directors. Quantifiable data shows that the vast majority of new volunteers come from the local level. Particularly effective is to provide all AARP Tax-Aide site sponsors one page recruiting information suitable for placement in the site bulletin boards or in their news letters. E-mails and fax copies are effective when requesting public service announcement with local radio and television stations requests. It is effective to utilize the state-wide 2-1-1 benefit telephone line and/or a local telephone number for potential volunteers to contact directly into a live AARP Tax-Aide coordinator or specialist. State Coordinators XE "SC (State Coordinator)"  should establish a procedure for all potential new coordinators and Counselors to be assigned a mentor. The mentor should promptly contact the potential leader or Counselor and supply helpful job information to assist with the transition to a leadership role or begin service as Counselor or other volunteer role. To this end, it is also important for mentors to establish an ongoing relationship with the volunteer and be available to provide timely guidance, answer questions and to determine when the volunteer has hit saturation and may need some encouragement. When appropriate, the mentor should share information or resources such as job description(s) and pertinent materials such as PBT training and TaxWise access for review and practice before formal training, and web sites such as  HYPERLINK "http://www.aarp.org/tavolunteers" www.aarp.org/tavolunteers, the AARP Tax-Aide Extranet XE "Communication:Extranet" . Volunteer Appointments Coordinator and specialists appointments are made according to the chart below for a term of one or two years as shown below. See position descriptions in position guides or on the volunteer Extranet XE "Communication:Extranet"  for details. Counselors are certified from the date they pass the test up to December 31st of that year. Online Counselors are certified from the successfully passing the current IRS certification test until January 15 of the next year. PositionAppointed ByTerm XE "Forms:Appointment Letters" Form of AppointmentRegional Coordinator XE "RC (Regional Coordinator)"  National Committee ChairsNational OfficeMaximum of 3-2 Year cycles, 6/1-5/31 (begin in odd-numbered years) Letter from National Office Regional AdvisorsRegional Coordinator with staff liaison concurrence2 Year cycles that can be renewed multiple times Letter from Regional CoordinatorState Coordinator XE "SC (State Coordinator)" Regional Coordinator with staff liaison concurrenceMaximum of 3-2 Year cycles, 6/1-5/31 (begin in even-numbered years) Letter from Regional Coordinator Administrative, Partnership and Communications, Technology, and Training Specialists State Coordinator XE "SC (State Coordinator)"  with concurrence of Regional Coordinator2 Year cycle, 6/1-5/31 (begin in even-numbered years) Appointment Confirmation Letter by State Coordinator *  XE "SC (State Coordinator)" District Coordinator XE "DC (District Coordinator)"  and Prospective Volunteer CoordinatorState Coordinator XE "SC (State Coordinator)"  with concurrence of Regional Coordinator 1 Year cycle, 8/1-7/31Appointment Confirmation Letter by State Coordinator *  XE "SC (State Coordinator)" Local, Communications, Technology, Training, and Administration Coordinator District Coordinator XE "DC (District Coordinator)"  with concurrence of State Coordinator XE "SC (State Coordinator)"  1 Year cycle, 8/1-7/31Appointment Confirmation Letter by District Coordinator *  XE "DC (District Coordinator)" InstructorDC with concurrence of TRS1 Year cycle, 8/1-7/31Appointment Confirmation Letter by District or State Coordinator and passing grade of IRS test  XE "SC (State Coordinator)" National Committee MembersCommittee Chair with concurrence of Staff liaison 2 Year cyclesAppointment Confirmation Letter from National Office Tax Counselors and Electronic Return OriginatorsLC with concurrence of Instructor who graded the test.Date they passed the test through December 31Passing Grade on IRS Certifying Test and proper notification via listing to the IRS  PositionAppointed ByTerm XE "Forms:Appointment Letters" Form of Appointment Client Facilitators and Non-counselors  Local Coordinator XE "LC (Local Coordinator)"  Mid-Jan through October 15 Signature of IRS Standards of ConductShift Coordinator Local Coordinator XE "LC (Local Coordinator)" 1 Year cycles that can be renewed multiple times NoneOther PositionsBy Supervising CoordinatorMaximum of 2 years, Unlimited termsAppointment Letter by Supervising Coordinator * Confirmation letters will not be distributed by the National Office in the field for 2009. For volunteers within the State Management Teams, a standard  XE "Forms:Biography" biography form is requested to be filled out and submitted to the National Office. In addition, this and other forms referenced in this manual are available on the Extranet XE "Communication:Extranet" . Procedures for Appointing State Coordinators Regional Coordinator XE "RC (Regional Coordinator)" s (RCs) recruit State Coordinator XE "SC (State Coordinator)"  candidates from within the program and, if needed the broader AARP membership network, State AARP Leadership and/or general public. The RC XE "RC (Regional Coordinator)"  notifies National staff liaison and the State AARP Office Associate State Director at the start of the recruitment process. The Associate State Director is given the opportunity to participate in the interview process. RCs  XE "RC (Regional Coordinator)" make selections after consulting with their staff liaison, advise candidates of their selection, and submit requests for an appointment confirmation letter to the National Staff Liaison using the biography forms. The Regional Coordinator XE "RC (Regional Coordinator)"  will send a copy of the appointment letter (which may be prepared by the National Office) to the State AARP Office Associate State Director. Initial terms for candidates appointed in the midst of a two-year cycle will be shortened, ending when the current cycle expires. At that time they will be appointed on the regular two-year cycle not to exceed three full two-year cycles. Procedures for Appointing all Other Coordinators and/or Specialists Following the annual evaluation of all coordinators and specialists, State Coordinators will appoint state management team members effective June 1, adhering to the two-year cycle. State Coordinators contact District Coordinators in July to confirm which Coordinators and Instructors are being re-appointed. Names and addresses of new appointees must be submitted to the Administrative Specialist XE ADS (Administrative Coordinator)"  (ADS XE ADS (Administrative Coordinator)" ) using E-Mail or the  XE "Forms:Personnel" personnel form from the Extranet XE "Communication:Extranet"  or on an approved alternative. The Administrative Specialist XE ADS (Administrative Coordinator)"  will update the online Volunteer Management Information System (VMIS) directly. XE "National Database (VMIS)"  The National Office produces and provides to the State Coordinators confirmation letters for coordinators, Instructors and specialists after the VMIS system is updated by the ADS XE ADS (Administrative Coordinator)" . The State Coordinator XE "SC (State Coordinator)"  will decide who will distribute the confirmation letters. Reappointments Reappointment letters should be sent to reporting coordinators, specialists and/or Instructors by their supervising Coordinators. Sample confirmation and non-reappointment letters are found on the Extranet XE "Communication:Extranet" . Leadership changes throughout the year must be reported to Administrative Specialists immediately who will update the VMIS. Refer to the section on Volunteer Rosters for policies to update rosters with Leadership changes. Volunteer Training and Testing Training at all levels is important for compliance with IRS commitments and continued AARP Tax-Aide program development and taxpayer satisfaction. As the program grows, improved procedures, new strategies, and greater resources become increasingly important. Training in the AARP Tax-Aide program takes four forms: Leadership Training, Policy and Administrative Training, Process-based tax law training, and ERO  XE "E-file:Training" \t "See" Training. New volunteer state coordinators and SMT specialists must participate in training provided by the National Committees each summer. These leaders will spend two days learning critical information to assist them in carrying out the responsibilities of their position. Every effort will be made to schedule these formal training sessions with sufficient advanced notice so as to minimize new volunteer state coordinators and SMT specialists scheduling conflicts. When new volunteer State Coordinators and SMT specialists cannot attend the scheduled summer training, they must coordinate with their volunteer supervisor and the National Offices regional Assistant National Director to receive alternative training. Leadership Training Formal training: On an as needed and rotating basis, a full specialized cadre may be invited to summer training. For example, the full cadre of ADSs was invited to summer training to learn and prepare for VMIS and the new Recruitment Tool. The Training Specialists coordinates required tax law training for Instructors. Instructors conducts required tax law and ERO training for all Counselors using the IRS, state, AARP Tax-Aide and AARP Tax-Aide Counselor Digest materials. A Counselor Digest is to be distributed and reviewed with each Counselor along with other training materials, especially the Statement of Understanding for Counselors in the Counselor Digest, Site Guidelines, the section on Taxpayer Confidentiality and Security of Taxpayer Data XE "Taxpayer Information"  in that same document, and activity report XE "Reports/Reporting" ing. The Training Specialist, Technology Specialists and/or district Technology Coordinators conduct E-File and ERO XE "E-file:Training"  training classes for all TCs, Instructors, Counselors, and EROs. Annual Meetings and On-The-Job-Training Volunteer coordinators, specialists, Counselors, EROs, Client Facilitators are continually provided On-The-Job-Training by their volunteer supervisor. State Coordinators attend Regional meetings held by the Regional Coordinator XE "RC (Regional Coordinator)" s each October. State Management Team Specialists and District Coordinators attend the State Coordinator XE "SC (State Coordinator)" s State Meetings These state meetings take place after the Regional  XE "RC (Regional Coordinator)" Coordinators October meetings to ensure that new or otherwise important information presented in the regional meetings is made available during state meetings. Also at this meeting, State Management Team Specialists conduct specialized training to ensure that DCs have sufficient knowledge of admin, tech, tax training and partnership/communications to lead their districts. The State Management Team Specialists stay in contact with DCs and district level specialists positions to continue to provide ad hoc training and impart needed information for effective district level operations. District level coordinators similarly stay in touch with local volunteers including Local Coordinators to provide continual on-the-job training and information. Policy and procedures revisions are also provided via the annual newsletters Happenings, regular AARP Tax-Aide Cybertax XE "Communication:Cybertax"  and technical bulletins. AARP Tax-Aide volunteer should not act on any IRS policy, procedure, or request for information unless first confirmed it is appropriate for this program by an AARP Tax-Aide volunteer leader. Policy and Administrative Training Program policy and administrative training is conducted during all meetings with Coordinators, Instructors, Counselors, EROs, and Client Facilitators, etc. as well as informally throughout the year by supervising Coordinators. Meetings, correspondence, email, the volunteer Extranet XE "Communication:Extranet" , Cybertax XE "Communication:Cybertax" , and technology bulletins are used to convey new or revised procedures. To promote greater awareness of the policy, grant requirement, and administrative issues, training on these topics is required for all volunteers, especially Counselors. Items to be presented include, but are not limited to: Program Scope Standards of Conduct Required Quality Procedures (Intake/QR Form, 2nd Person QR, etc.) Confidentiality and Security of Taxpayer Data including how to report data loss How to and the Importance of Reporting Service (Activity Reporting/SIDNs) Reimbursement Options and procedures Insurance issues All other Site and Counselor Guidelines and Policies not specifically mentioned above in that similarly named section of the Counselor Digest For District, Local and Site Coordinators, all Quality Site Requirements not specifically mentioned above Two presentations have been developed for use in conducting this training and are available on the Extranet: For all local and site coordinators Quality Site Requirements For all volunteers AARP Tax-Aide Policy & Administrative Training Process Based Tax Law Training The TRS selects the presenters who will conduct Instructor Workshops. These individuals need to be selected for their experience in teaching adult learners, their oral presentations skills and tax knowledge. The TRS can provide preliminary or separate training for new Instructors. The typical agenda for Instructor Workshop should include tax law updates and changes, as well as coverage of administrative and technology updates provided by the ADS and TCS. The IRS can be called upon to assist with tax law instruction if necessary. The NTTC has developed a set of Power Point slides that can also be used to assist with tax law training. The slides which incorporate the integrated training approach are available on the Extranet, HYPERLINK "http://www.aarp.org/sk/taxaide/training.html"www.aarp.org/tavolunteers. See the Training Guide for a more detailed explanation. Note: All Instructor Workshop trainers and attendees should code related expenses as W. This code appears on the Extranet version of the expense statement, but not on the printed version. TRSs and SCs need to tell the presenter and attendees (Instructors) at the workshop to use the new code and the TRS needs to be mindful to use the new code as well. Electronic Return Originator (ERO) Training XE "Training:ERO"  Instructors, DCs and TCs provide TaxWise training at the local level for certification using the process-based training approach. ERO training is separate. Understanding that the ERO has a critical role in the accepted submission of an accurate taxpayers return to the IRS, effective training of the ERO is very important. Training materials for ERO training created by the NTTC with assistance from the NTC is located on the Extranet under the Training tab. Special training needs to be made for EROs in the areas of ensuring all returns are accepted (or rejects processed) once a standard file transmission process and security procedure are developed. A preferred training approach is a special session at Counselor training for EROs only. (All EROs must be certified and therefore are expected to otherwise attend Counselor training.) An optional or even supplemental approach would be one-on-one training with an Instructor who is an ERO who could continue a role as a mentor for a new ERO during the first season of transmitting returns. Instructors Instructors are selected from volunteer ranks, or recruited based on their tax background and experience, as well as their teaching skills. Instructors attend Instructor workshops which are scheduled in mid to late November and December. The recommended agenda is two to three days and should include training techniques, program policy, and administrative procedures, and passing the advanced portion of the IRS open-book test. Counselors Counselors receive annual training which includes income tax information, procedures for preparing tax forms, program policy, and administrative report XE "Reports/Reporting" ing. The training sessions are generally three to five days. Experienced Counselors may require only a refresher course of a few days of classes, or a more in depth training in tax laws and program policy and administrative changes. Training in e-filing is included now as part of the Process Based Training (PBT) in Pub 4491. The IRS test may be taken at home or in class at the State Coordinator XE "SC (State Coordinator)" s discretion. Link & Learn may also be used as an alternative. Refer to the Policy Manual Section 1 for additional details. Graded Counselors test answer booklets will be returned to them. The use of PBT materials provided by the National Tax Training Committee is recommended to supplement other PowerPoint trainings that Instructors and District Coordinators use on program policy and administrative procedures. Tax training materials, including tax forms and publications provided by the IRS are to be used. Use of supplemental or non-standard materials is not cost-effective and is not reimbursable XE "Reimbursement:Training" . Refer to the Policy Manual section on reimbursements for more details. Program policy and administrative material is provided by the National Office. Tax-related state material is usually provided by the state taxation agency upon request. District Coordinators and/or Local Coordinators XE "LC (Local Coordinator)"  work with Instructors, and the Training Specialist, to arrange training locations, schedules, and the delivery of materials. Local Coordinators XE "LC (Local Coordinator)"  notify Counselors about the classes by phone, mail, or email. Detailed information about Counselor Training classes will be found in the IRS Instructors Guide which each Instructor receives. Quality Review Quality review helps volunteers learn from one another as well as ensuring an error-free return for the taxpayer. It makes the job of the ERO more effective and easier as fewer returns are rejected. Also, when using carry-forward data; it helps to assure that the information is correct for the Counselor and quality reviewer next year. There are several ways to perform a quality review. When e-filing, it is strongly recommended that the quality review take place on the computer. Quality reviews done from a printed return do not identify e-file errors which can lead to rejects and waste paper and ink if a return needs correcting. Depending on the size of the site and the availability of equipment, there are two general methods for performing a quality review on an e-file return: In the first method, the return is moved to a separate quality review computer or done on the server at network sites. If not on a server, the return is copied (using the Backup feature) from the preparers computer via removable media. It is then restored to a second computer where the quality review is completed and an e-file is created. The return is then printed and explained to the client by the quality review Counselor. In the second method, the return remains on the preparers computer and the quality review is completed there. A second Counselor (or other certified volunteer) sits at the preparers computer to quality review the return, create the e-file, print the return, and explain it to the client. With this method, some sites designate one or more Counselors to exclusively do quality review on all returns, while other sites have counselors who switch places to quality review one anothers return. Quality review has been a program standard for many years. When done correctly and consistently, quality reviews improve the return accuracy, resulting in fewer rejects and more satisfied clients. A process for Quality Review is an important part of training for any Counselor expected to perform the QR function. A Power Point QR training presentation is available for use in Counselor classes on the Extranet in time for Counselor training. Counselor Certification The Test answer sheet (Pub 4189)  XE "Forms:Pub 4189" can be ordered by the TRS XE "TRS (Training Specialist)"  (or state designee) for their state from local IRSs Tax Specialist or Tax Analyst after becoming certified by passing the test or using the IRS Link and Learn and providing its certification to the IRS Tax Specialist or Tax Analyst. The IRS Tax Specialist or Tax Analyst may also grade the TRS XE "TRS (Training Specialist)"  test when requested to. The TRS XE "TRS (Training Specialist)"  will provide instructions on where and how many booklets are to be shipped. If the TRS or state designee needs the answer sheet and does not receive it from the IRS Territory office, e-mail AARP National office staff Tina Purser Langley,  HYPERLINK "mailto:tplangley@aarp.org" \o "blocked::mailto:tplangley@aarp.org" tplangley@aarp.org, for a copy. Late recruits, even those received during the season, and those volunteers who did not pass the test may be able to be used as Client Facilitators at the site if they missed tax training. Late recruits can be allowed to prepare taxes for clients, even if they miss training, by self-study and working closely with a seasoned Counselor once they pass the test and are certified. XE "Training:Taxes"  After a Counselor successfully completes the training and passes the test, the Counselors supervisor needs to ensure that each Counselor has and wears an AARP Tax-Aide name card and plastic holder while working at a site. Counselor Assignment XE "Sites:Counselor Assignment"  The District  XE "DC (District Coordinator)" and/or Local Coordinator XE "LC (Local Coordinator)"  assigns volunteers to the AARP Tax-Aide sites based on program requirements and not on Counselor preference. Due to significantly increasing mileage expenses for volunteers, LCs (and DCs) are asked to review how far volunteers may be driving as one consideration as the LC/DC assigns volunteers to specific sites for the coming tax season. Special site assignments for shut-in XE "Shut-In"  visits, isolated locations, foreign languages, and other special events may occur. At least two Counselors must be assigned to sites to ensure quality review of returns. New Counselors are placed with experienced Counselors for support and encouragement. If Counselors cannot fulfill their assignments, it is essential that they arrange for certified substitutes or contact their supervisory Coordinator in advance. 5. AARP Tax-Aide Sites Site Management With electronic filing, XE "E-filing:Site Size"  the use of larger sites is strongly recommended. Larger sites provide: better utilization of computer resources XE "Computers & Equipment"  and volunteers, more tax and computer on-site expertise, more options for quality review of all returns, especially using designated reviewer(s), and XE "Quality Review"  greater visibility to the public and easier word-of-mouth referrals. Isloated Locations AARP Tax-Aide is proud of and will certainly continue to support volunteers long standing dedicated service to rural taxpayers. However, service to the most rural/isolated locations may not be required on a weekly basis; nor should one-person sites be established. Therefore, other cost-effective options should be considered. Refer to the Policy Manual section on reimbursement for policies related to high mileage costs associated with travel XE "Travel"  to and from isolated locations. Ideas to provide service and manage related costs include: Sending a team of two or more Counselors several times during the season. Assessing availability of service in nearby towns or by other providers. Requesting that persons be brought to the nearest site by senior van, carpool, etc. Referring the taxpayer to the IRS. Site Selection AARP Tax-Aide sites generally are selected by Local Coordinators XE "LC (Local Coordinator)" , since they are most familiar with convenient locations. They are responsible for securing as many sites as necessary and assigning the appropriate number of Counselors as determined by potential target population in the area. Because the target population for AARP Tax-Aide assistance is low- and moderate-income taxpayers with special attention to those age 60 and over, AARP Tax-Aide sites should be located in communities where they are most accessible to these taxpayers. Although a Coordinator is free to select any available location as an AARP Tax-Aide site, there are several important criteria XE "Sites:Criteria for selection" , including the needs of older adults and the handicapped. When securing sites, the free and voluntary aspects of the program should be emphasized and the space must be provided rent-free. Assistance should be provided at a public place, but where privacy will assure confidentiality XE "Confidentiality" . Counselors must not provide service in their own homes. Specifically, an AARP Tax-Aide site should be: Set up in public places convenient to the target population and accessible to the handicapped. Convenient to public transportation and/or parking. Conducive to confidential interviews. Well-lighted, with tables and chairs provided. Accessible to restrooms and telephones. Willing to post AARP Tax-Aide literature to inform taxpayers of the service and to direct them to the assistance area. Once a site has been secured, Coordinators should attempt to keep it on a continuing basis for each tax season. For example, banks and savings and loan organizations will frequently recognize the public relations benefits of providing space, and may offer sites in several of their branches. Many libraries and senior centers have large conference rooms. Hospitals that have senior programs are usually very willing to make space available. However, Coordinators should attempt to secure several sponsors in an area, dependent upon taxpayer demand, rather than rely on a single business or organization with multiple locations. Proof of insurability XE "Sites:Insurance"  can be provided to aid in negotiating access to a new or continuing site. The AARP general business insurance covers all business related activity. Refer to the Policy Manual section on Insurance for more specifics. Tax-Aide Site Identification Numbers (SIDN XE "SIDN" ) Each AARP Tax-Aide site has a unique nine digit SIDN XE "SIDN"  (which is issued following an IRS SPEC XE "IRS SPEC"  numbering system that uses the format shown below. The states Administrative Specialist XE ADS (Administrative Coordinator)"  assigns the SIDNs and maintains this information. The IRS uses the SIDN to quantify the number of taxpayers served at a site by the AARP Tax-Aide program related to federal returns. The meaning behind the digits consist of: Digit 1: S Digits 2 & 3: IRS Territory Digit 4: (always 0) Digit 5: AARP Tax-Aide site (always 5) Digits 6-9*: Assigned by AARP Tax-Aide to indicate district and site. Also, designates state when more than one state is within an IRS Territory. *Note: for more specifics regarding digits 6-9, refer to the Administrative Manual. For more specifics regarding the EFIN, refer to the Technology Management Guide. Site Information  XE "Rosters"  It is critical that site information (dates open, times of operation, location, etc.) be recorded correctly and timely in VMIS so that the toll free number, website, and the IRS can accurately refer clients to sites. In addition, current and accurate site information in VMIS promotes easier activity reporting XE "Reports/Reporting: Activity Reporting"  during the tax season. From VMIS XE "National Database (VMIS)" , at the beginning of July the National Office will offer each Administrative Specialist XE ADS (Administrative Coordinator)"  a prior years site listing to revise and submit new sites. In September, a complete listing of all sites in VMIS XE "National Database (VMIS)"  is given to the IRS to refresh the IRS STARS  XE "National Database (IRS' STARS)" system. After this initial feed of information, weekly updates are sent electronically to the National IRS STARS database administrator. The IRS database administrator in turn updates STARS with any changes that were made to the sites in VMIS. Refer questions regarding site lists to your state ADS. Site Schedules Tax assistance services may be set up by the coordinator based on walk-in service, prior appointment, or a combination of both. Appointment basis requires that a volunteer, or a person at the site, receives the calls and schedule appointments from an advertised telephone number. A schedule is arranged for the best time and place for the taxpayer to see a Counselor. It is wise to remind the taxpayer in advance what documents are needed. Missed appointments, or failure to bring the necessary documents, result in lost time and frustration for all concerned. If a site is a walk-in site, priority must be given to those 60 and older in accordance with IRS grant provisions. At all sites, a sign-in  XE "Forms:Site Sign-In Sheet" sheet (listing taxpayer name only; no other identifying information may be requested) is used to establish the sequence of interviews and record the assistance provided for reporting purposes XE "Reports/Reporting: Activity Reporting" . One volunteer may direct the taxpayer to a waiting Counselor or indicate a less busy time at a later date if all the Counselors are busy. Judicious scheduling can eliminate long waits and provide for a smooth operation. In an effort to minimize the costs related to mileage XE "Travel:Costs" , yet still provide services to the taxpayers, sites that have a limited number of clients, should schedule those hours in large blocks of time. For example: rather than having a site open for four hours each week during March, it should be open three days during the month for five or six hours at a time. Days a site is open is determined by the site and volunteers availability and the demand for taxpayer service in the area. Assignments, schedules, and appointments should be given to the Counselors as early as possible and publicized to the community appropriately. Foreign and American Sign Language assistance Foreign Language assistance is offered at some sites. AARP Tax-Aide volunteers are encouraged to recruit individuals with foreign language skills to serve those in the community who are not familiar with English. Depending on the community, Counselors offer services in as many as 18 languages, including American Sign Language (ASL) for the hearing impaired. This service should be publicized at the AARP Tax-Aide site if at all possible. Taxpayers may also provide their own interpreters; however, the AARP Tax-Aide program does not pay for interpreter services except, and only as a last resort, for ASL for the hearing impaired in compliance with the Americans with Disabilities Act (National Office approval is required in advance of contracting paid ASL service). 6. Equipment Management & Ordering Resource Forecast for next season In June the SMT will be asked to estimate the number of computer XE "Computers & Equipment" s and printers required to maintain service to their state area at the current level, and to expand service to additional taxpayers or convert current paper sites to e-filing XE "Reports/Reporting: Equipment Forecasting " . This estimate needs to include all working computers, purchased and donated XE "Donations" , in the state inventory. It does not have to include personal computers or printers placed in service by volunteers or site-furnished equipment. In late June, the RC XE "RC (Regional Coordinator)"  will receive the allocation of IRS depot computers to their region and will allocate these computers to each state accommodating requests as best as possible. If money is furnished by the AARP Foundation for equipment purchases, the RC XE "RC (Regional Coordinator)"  will allocate funds to each state for purchase of additional computers, printers, and projectors. Ordering IRS Depot Equipment XE "Computers & Equipment:IRS Depot"  In late June or early July, the National Office will inform the RC XE "RC (Regional Coordinator)" , SC XE "SC (State Coordinator)" , and TCS XE "TCS (Technology Specialist)"  of the schedule for ordering IRS depot  XE "Computers & Equipment" \t "See IRS Depot" computers for monthly shipment from August to January. The SC XE "SC (State Coordinator)" /TCS XE "TCS (Technology Specialist)"  must develop a preferred schedule for shipment of IRS depot computers. A standard format spreadsheet will be forwarded by the National Office. Each months order must be detailed on the spreadsheet and submitted to the RC XE "RC (Regional Coordinator)"  for approval and forwarding to National Office. IRS equipment deliveries will be scheduled on a first-come, first-serve basis, however fulfillment capacity issues require that shipment processing be spread out over time. Additionally, the IRS maintains distribution quotas to ensure that equipment is distributed to volunteer programs in an equitable manner throughout the ordering season. As a result, even though a request is submitted early in the season, the actual shipment may not be completed until later in the year, despite the general first-come, first-served basis. Ordering Purchased Equipment National Office will provide a standard format spreadsheet XE "Forms:Ordering Purchased Equipment"  for ordering XE "Computers & Equipment:Ordering"  purchased equipment. It may also furnish a price list and desired schedule for purchasing equipment with allocated funds. The SC XE "SC (State Coordinator)" /TCS XE "TCS (Technology Specialist)"  must determine how many computers, printers, and projectors they wish to order to use the funds allocated to them and the list of volunteers to receive each item of equipment. This equipment order must be submitted to the RC XE "RC (Regional Coordinator)"  for approval who forwards it to National Office by the deadline specified. Purchasing Equipment XE "Computers & Equipment:Donated Funds"  with Donate XE "Donations" d Funds Donated funds can be used to purchase computer equipment. If a state/split-state receives a monetary donation, and they wish to purchase computer equipment with these funds, consideration should be given to the type of equipment purchased. Please see the Technology Management Guide, available on the Extranet XE "Communication:Extranet" , for more information. 7. Program Communications and Chain of Command Communication is a strength of the AARP Tax-Aide program. Many formats are used, including meetings, report XE "Reports/Reporting" s, conference calls, individual calls, letters, memos, the AARP Tax-Aide newsletter, email, Volunteer Extranet, and visits. The purpose is to ensure effective dissemination of information, monitoring of operations, and evaluation of performance and activities. Volunteer Extranet  XE "Materials/Supplies:Volunteer Extranet"  The AARP Tax-Aide program maintains a web based Extranet XE "Communication:Extranet"  page that volunteers can access at  HYPERLINK "http://www.aarp.org/tavolunteers" www.aarp.org/tavolunteers. Items that are posted here are made available as references to the volunteers and required links to Web-enabled systems. Examples of what is posted here include, but are not limited to: Program policies and manuals and updates to these policies and manuals when they become available Recent announcements, training presentations, volunteer job descriptions Links to WEB enabled systems such as Activity Reporting and Site Information Updating Sample forms and reports Chain of Command It is important that the chain of command be utilized in communications, particularly to the National Office. Policy and procedure questions should be directed to the supervising volunteer Coordinator. Directions and policies flow down through the chain of command, National Office information requests flow up to the National Office and communications flow in all directions. Each level in the program helps the next higher and lower management levels stay on message. Complaints about the IRS or AARP Tax-Aide operations should also be directed to the volunteers supervisor, with a request that it be referred up the line, in order for everyone in the chain of command to be informed. If the complaint is about the volunteer supervisor, it should be directed to that persons volunteer supervisor. Other Communication Channels Regional XE "RC (Regional Coordinator)"  and State XE "SC (State Coordinator)"  Coordinators are expected to develop communication systems to share information with  XE "DC (District Coordinator)" District and Local XE "LC (Local Coordinator)"  Coordinators, Instructors, and Counselors. In addition to the Extranet and chain of command, the AARP Tax-Aide National Office also communicates with coordinators and Instructors on current program developments and procedures through conference calls, memorandums, Cybertax XE "Communication:Cybertax" , Tech Bulletins, the AARP Tax-Aide newsletter (Happenings XE "Communication:Happenings" ), the manuals, guides and digests, and other program materials. Courtesy copies to the National Office of local email exchanges are usually unnecessary. Happenings XE "Communication:Happenings"  issues are sent to all volunteers. Cybertax XE "Communication:Cybertax"  is posted on the volunteer Extranet and sent to all volunteers who have requested to be set up to receive it XE "Communication:Extranet" . State level conference calls may be arranged utilizing procedures shown in the SC Guide. 8. Ordering Program Materials Automatic Shipments (based on the September Leadership Roster) XE "Rosters:Leadership Roster"   XE "Materials/Supplies:AARP Automatic Shipments"  Administrative/publicity/Instruction materials are assembled into Administrative/Instructor Packets  XE "Administrative Packet" \t "See Materials/Supplies AARP Automatic Shipments" and are shipped automatically in the early fall to Coordinators and Instructors listed within VMIS at that time. Because the AARP Tax-Aide material requirements will be detailed in these packets, leaders should not place any orders with AARP Fulfillment until after receiving this Administrative/Instructor Packet. Recruitment materials are ready and can be ordered early summer. IRS Training Materials New process in 2009. The IRS has a new process for ordering materials. If you are the person who will be placing orders for the TCE training materials, an electronic order  XE "Forms:IRS Electronic Order" form will be sent you via email through the CAPS system on September 2nd. If you do not receive an email, please proceed how you ordered materials in the past. Contact your IRS Territory Office and submit your  XE "Forms:2333V" 2333V form to them to order materials until December 15th. The only restrictions are that P.O. boxes cannot be used; and, if multiple copies are needed they must be ordered in multiples of five. If no quantity is specified, one set of materials will be ordered. Everyone on the list will automatically be shipped a Pub 17 XE "Forms and Publications"  in the same quantity as the number of training manuals requested. The Pub 17 XE "Forms and Publications"  will come separately late in the year or even January. Tax Preparation Software Ordering (starts in September) The software ordering  XE "TaxWise" process begins in September and continues into January. XE "Computers & Equipment"  However, before an order can be placed into the IRS system it must have an EFIN, the correct SIDN XE "SIDN"  associated with the site that will be using the software, and be designated in the AARP database  XE "National Database (VMIS)" as an e-file site. XE "E-file:National Database (VMIS)"  The e-file designation can be entered by the ADS XE ADS (Administrative Coordinator)"  into the AARP national database XE "National Database (VMIS)"  or by the DC or LC using the new Web-enabled Site Information System. Once entered into the AARP National Database, it will feed to the IRS-STARS system twice a week. The IRS Territory Office cannot do this for you. All software orders must be placed with the IRS Territory Office. The  XE "TCS (Technology Specialist)" Technology Specialist or designee is responsible for providing the ordering information needed by the Territory Office in a timely manner. Software orders are filled on a first-come, first-served basis and can be accepted through the end of January. Acknowledgement of each order is sent via email to the contact identified in the original order and shipment usually begins in early December. The Technology Specialist  XE "Reports/Reporting:TCS and Activity Reporting"  or their designee ordering the software should be aware, when placing the order, to reference the correct SIDN, due to its impact on Activity Reporting XE "Reports/Reporting:Activity Reporting" . Software that is not accurately assigned to an SIDN will result in e-file counts being initially mis-applied in the activity reporting system and will require ADS intervention to resolve. If one EFIN will be used to transmit returns for several other EFINs, for example, a District computer XE "Computers & Equipment"  handling several local sites, then a Transmit Code (XMIT Code) must be requested for that EFIN when placing the order. This will minimize the accidental impact the on the activity reporting system XE "Reports/Reporting:TCS and Activity Reporting" . Software orders will be stopped by the IRS system if the EFIN XE "E-filing:EFIN"  had less than 35 XE "E-filing:35 Returns"  accepted returns last season. A statement of justification for reordering software for these minimal production sites (1-34 accepted returns) must be sent from the State Coordinator XE "SC (State Coordinator)"  to the Regional Coordinator XE "RC (Regional Coordinator)" . Both must endorse that justification before it can be submitted by the Regional Coordinator XE "RC (Regional Coordinator)"  to the National Office. The National Office will send it to the IRS in Atlanta for consideration. If approved by IRS SPEC XE "IRS SPEC" , the order will be accepted by the Territory Office for processing. If the site had zero accepted returns, the EFIN has been blocked and no order can be placed regardless of justification. Counselor AARP Tax-Aide Materials (order by November or early December)  XE "Materials/Supplies:AARP items to be ordered"  All Counselor supplies, e.g. name badges and Counselor Digests, must be estimated and ordered by Coordinators in advance of the training classes. Order from AARP Fulfillment using the AARP Order Form. This order form XE "Forms:AARP Order Form"  is available electronically on the volunteer Extranet and in paper form. If you use the electronic version, you can FAX it to 703-541-5921 or 703-541-5922 or email it to  HYPERLINK "mailto:fulfillment@aarp.org" fulfillment@aarp.org. If you use the paper version, you can FAX it to the numbers listed above, or mail it in the cherry envelope. Items marked BO, for Back Ordered, or DF for Deferred Shipment should not be reordered. Telephone orders cannot be accepted. Please note that some items are only available in electronic format and are indicated as such on the form. Supplies are predicated on normal usage. Please order only what is needed and do not attempt to stockpile. Do not over order. UPS is used for many shipments so P.O. boxes make it difficult for delivery. If a street address is not feasible, provide a phone number for UPS to use to arrange delivery. AARP Tax-Aide Site Materials (order by November or mid-December) Two types of materials are needed for sites to open in late January or early February AARP Tax Aide materials ordered from AARP and IRS materials ordered from the IRS. Make sure you know which is which when there are similar products. For required AARP Tax-Aide materials refer to The Policy Manual section on AARP Tax-Aide Sites. IRS Site Materials  XE "Materials/Supplies:IRS site materials"  For paper returns, site materials should include the overprinted 1040 XE "Forms and Publications"  series forms to ensure that the paper returns are properly credited to AARP Tax-Aide. The IRS will email the Form  XE "Forms:2333V" 2333V directly the volunteer either the District XE "DC (District Coordinator)"  and/or Local XE "LC (Local Coordinator)"  Coordinators which is revised every year. The current version of the form will be emailed from the IRS Territory Office. Follow the instructions of the Form which will be in a PDF format which will include the date needed and last date accepted. The PDF will be saved to your computer and you will be prompted to send it as an attachment to  HYPERLINK "mailto:pdf.orders@linprod1.publish.no.irs.gov" the IRS. You will be sent an acknowledgment email stating your order has been received. You will receive email notifications each time a product is shipped by the IRS National Distribution Center. Your order will be reviewed and approved by your IRS Relationship Manager. If you order IRS materials through another AARP Tax-Aide volunteer or and IRS SPEC employee, continue your process as you would normally do to receive materials. Allow one month for the IRS warehouse to make the delivery. Again, P.O boxes cannot be used for these shipments from the IRS. 9. AARP Tax-Aide Master Schedule of Events and Deliverables (Shows month and title of responsible party) January Responsibility Counselor training, testing, grading and certifications to TRS XE "TRS (Training Specialist)" INSLocal site coordinator assignment to ADS XE ADS (Administrative Coordinator)"  for entry into VMIS to provide current site information to the public. DC/LC/ADSForward list of certified Counselors to IRS, ADS, and Coordinators XE ADS (Administrative Coordinator)"  TRSLocal site program publicity to the DCs and SCs LCSome sites open in mid to late JanuaryLCDevelopment and distribution of annual Happenings XE "Communication:Happenings"  Newsletter to volunteersNatlUpdate All-Volunteer Roster as required to ADS XE ADS (Administrative Coordinator)"  for entry into VMIS ADS/DC/LCFebruaryMost sites open LCFinal update of site information in VMIS to provide current site information to the public. LC/DC/ADSUpdate All-Volunteer Rosters to ADS XE ADS (Administrative Coordinator)"  for entry into VMISADS/DC/LCUpdate to Counselor training and certification to ADS XE ADS (Administrative Coordinator)"  TRSProvide Counselor Certification list to the IRS by 3rd business day in FebruaryTRS/ADSMarchSites continue operation until end of tax season LCAdjustment, as needed, site information in VMIS to enable third period of activity reporting using Statistics Reporting web site. LC/DC/ADSSubmit Activity Statistics Report XE "Reports/Reporting" s using Statistics Reporting web siteLC/DC/ADSLocal site program publicity DC/LCLeaders submit reimbursement requests for outstanding non-I expenses incurred to dateLeadersDistribution of CFR to Supervising CoordinatorsNatlAprilSites continue operation until end of season LCSubmit Activity Statistics Reports using Statistics Reporting web site LC/DC/ADSCounseling and Client Facilitation expense statements processing beginsALLEnd-of-season written program assessment to SCs ALLApproved flat rate XE "Reimbursement:Flat Rate"  forms to the National Office Sr. Field Support Technicians ALLMayState evaluation and assessment submitted to RC XE "RC (Regional Coordinator)" SCCounseling and Client Facilitation expense statements processing continuesALLReview, analysis of personnel & activity reports  XE "Reports/Reporting: Activity Reporting" Natl/RCAnalysis of error reports from IRSSC/TRSWrap up seasonSMTHardware Inventory due May 15  XE "Computers & Equipment" TCS(Re)appointment process for RCs, SCs and Specialist positions as needed based on terms and supervisor assessment of performance. Natl/RC/SCSubmit Activity Statistics Reports using Statistics Reporting web site as neededLC/DC/ADSCall AARP State Office ASD to get fall recruitment through Magazine inkjetsPCSNLT meetingNLTJune Hardware Allocation to SC XE "SC (State Coordinator)"  and RC XE "RC (Regional Coordinator)" TCS/SCLeaders submit reimbursement requests for outstanding non-I expenses incurred to dateLeadersExpense statements processing continuesNatlJuly Hardware allocated to statesRCsShipping hardware orders and shipping dates to NationalRCsTraining for new SCs and SMT SpecialistsLdrshp DevAugust Planning for upcoming season SMTAnalysis of program needs SMTRecruiting (especially leaders) ALLContact communications ASD in AARP State Office for addl recruitment publicityPCSAppointments of Coordinators, Instructors based on need and supervisor assessment of performanceRC/SCUpdating of Site Lists for E-filing status & SIDN XE "SIDN" ADS/DC/LCReceipt and distribution of Leadership and Site listsADS, DCs, LCsUpdate previous years site lists and coordinating supervisorsADS/DC/LCStart updating VMIS All Volunteer List and Site ListADS/DC/LCNLT meetingNLTConsumable ordering primary and secondary identifiedSC/TCSSeptember Recruiting continues ALLSMT planning meeting or conference callSMTUpdating leadership rosters and site informationADS/DC/LCRecruiting publicity campaign, at national, state and local levelsNatl/PCS/CC & DC/LCSubmit final outstanding expenses (fiscal year ends 9/30)ALLDevelop Process-based tax training plan TRSSubmit Final Activity Statistics Reports using Statistics Reporting web site as neededADSOrder TaxWise Software TCS/designeeOctober Review and analysis of expense report XE "Reports/Reporting"  Natl/ RC/SCRecruiting continued ALLContact previous Counselors to confirm interest for next yearLC/DCRegional planning meeting with State CoordinatorsRCState planning meetings with District Coordinators SCSubmit new grant year leadership expenses (ongoing through fiscal year)Vol LdrsDistribute guides, manuals, confirmation letters, labels, & Administrative packets NatlPlanning Instructor workshopsTRS/ADSOrdering AARP Tax-Aide & IRS training materials TRSFinalize instructor workshops with the IRSTRSNovember Update VMIS Site ListADS/DC/LCSend Instructors invitation letter & confirm attendanceTRSEstablish criteria for evaluating Instructors TRSPlanning Counselor trainingINS/DC/LCNotification of class dates to CounselorsLC/DCOrdering site/Counselor materialsLCPlan local site publicityLC/PCSContact communications ASD in AARP State Office for addl site promotion, including program promotion during the season through Magazine inkjets PCSDecember Instructor Workshops TRSUpdate VMIS All Volunteer List Distribution of All Volunteer Roster by National Office to ADS XE ADS (Administrative Coordinator)" : ADS to Coordinators ADS, DCs, LCsFinal arrangements for Counselor training INS/LC/DCInstructor assignment for Counselor trainingTRS/DCCounselor training (INS taxes/LC and DC policy)TRS/DC/LCUpdating of All-Volunteer Roster (adding, inactivating COUs/CFs etc.)INS/LC/DC/ADS List of Current* Reports List of Current* Reports TitleWhere Available/Who ProducesShort DescriptionAction RequiredBy WhenInitial Update of Site Lists SIDN XE "SIDN"  & E-FilingVMIS report can be run by ADS, NLT, SC, and Natl OfficeShows all active sites within a state\split-state and illustrates the SIDN XE "SIDN"  and E-filing status. ADS XE ADS (Administrative Coordinator)"  reviews and coordinated with their SMT to verify site listingsAugustLeadership RosterVMIS report can be run by ADS, NLT, SC, and Natl OfficeList of leaders, sorted by order of their position, for a state/split state showing their titles, their contact information, and their supervisor (ID # and last name). DC, SC XE "SC (State Coordinator)"  updates via ADS XE ADS (Administrative Coordinator)" . All data is sent to ADS for input into VMIS. XE "National Database (VMIS)" mid-AugustRevised Leadership RosterVMIS report can be run by ADS, NLT, SC, and Natl OfficeSame as the leadership roster, but with updated information ADS XE ADS (Administrative Coordinator)"  verifies & distributesmid-SeptemberAll-Volunteer RosterVMIS report can be run by ADS, NLT, SC, and Natl OfficeList of leaders and non-leaders and shows, sorted by position within a state\split state their titles, their contact information, and their supervisor (ID # and last name). All Coordinators update via ADS XE ADS (Administrative Coordinator)" . All data is sent to ADS for input into VMIS.beginning of DecemberRevised All-Volunteer RosterVMIS report can be run by ADS, NLT, SC, and Natl OfficeSame as the all-volunteer roster, but with updated information ADS XE ADS (Administrative Coordinator)"  verifies & distributesmid-MarchSite listsVMIS report can be run by ADS, NLT, SC, and Natl Office A link to the WEB enabled system is available on the volunteer Extranet on the General Communication tab . Shows all active sites within a state\split-state and includes all the contact information for that site, including LC/DC, schedule, and address, etc.DC, SC XE "SC (State Coordinator)" , and LC updates via ADS XE ADS (Administrative Coordinator)" . All data is sent to ADS for input into VMIS. All new sites, site LC/DC assignments, and requests to inactive sites must still go through the ADS, but the DC and LC will be able to view and update selected fields for currently active assigned sites through the WEB enabled system on the Extranet.beginning of November TitleWhere Available/Who ProducesShort DescriptionAction RequiredBy WhenActivities Reports VMIS report can be run by ADS, NLT, SC, and Natl OfficeMultiple report versions that summarize activity at different levels (region, state/split-state, DC, LC, or site level) of number of taxpayers served and howRC XE "RC (Regional Coordinator)" , SC XE "SC (State Coordinator)" , ADS XE ADS (Administrative Coordinator)" , and National Office analyzeSubmission of activity counts is due monthly during the tax season using the Statistics Reporting WEB enabled system (link will be made available on the volunteer Extranet) Reports are available upon demand within VMIS. Personnel ReportVMIS report can be run by ADS, NLT, SC, and Natl OfficeCount of total volunteers by region and state/split-state. Leaders are counted by their highest position (if a leader). Additional segmentation and comparisons are also provided. RC XE "RC (Regional Coordinator)" , SC XE "SC (State Coordinator)" , ADS XE ADS (Administrative Coordinator)"  and National Office analyzeMayExpenses ReportDriven from AARP Accounting system and is produced by Natl OfficeSummary Financial comparison by region and state/split-state of the volunteer initiated program costs based on the IRS grant cycle. Summary by type of activity, position are shown. Selected additional costs segmentation are provided. RC XE "RC (Regional Coordinator)"  and SC XE "SC (State Coordinator)"  reviews w/DCs & other Leaders as necessaryOctober (minimally) but may be produced (quarterly)Equipment Inventory Report Volunteers produce in the field using format outlined by National OfficeSpreadsheet containing all hardware in a state and that hardwares custodianTechnology Specialist with State Coordinator developed and submits to the National Office May 15thInstructors Report Volunteers produce in the fieldAn Instructor Evaluation Form is provided in the Training Guide for the Instructor Workshops Lead Instructor produces report and submits it to the TRS 10 days after class TitleWhere Available/Who ProducesShort DescriptionAction RequiredBy WhenTraining Evaluations Volunteers produce in the fieldA Counselor Evaluation Form is provided in the Training Guide for the Counselor Trainings.Counselors complete evaluations and submit them to the SC XE "SC (State Coordinator)" , TRS who then review the results for use in future training efforts.After trainingVolunteer Assessment of Program Volunteers produce in the fieldFeedback and assessment used to manage the program at the local, state, regional, and national levels. Assessments are optional for Counselors and Instructors and are required for Local Coordinator XE "LC (Local Coordinator)" s, District Coordinators,  XE "DC (District Coordinator)" State Coordinators,  XE "SC (State Coordinator)" and Regional Coordinators Review and react as appropriateMultiple dates: 4/1, 4/15, 4/30, 5/15, 5/31Counselor Flat-Rate Reimbursement Form VMIS report that can only be run by Natl OfficeForm showing all active non-leaders and Site Coordinators sorted by supervisor within a state/split-state. Includes section for address updating and signature area if they opt for receiving a flat rate XE "Reimbursement:Flat Rate"  reimbursement. Distributed by National Office to Coordinator Supervisor mid-MarchCounselors and Coordinators sign and return to National OfficeMid-AprilIn addition, mailing labels are availableVMIS report that can only be run by Natl OfficeMailing labels that have name, title, assignment codes, volunteer ID number and current mailing addressCoordinators use for expense statementsas required*Additional reporting is being considered as the defined needs are identified, and the report capabilities designed and implemented. Once implemented, this listing will be updated as necessary Activity Reporting has several component pieces to it. These include: Site Sign-in Sheets  XE "Forms:Site Sign-In Sheet" Counselors are responsible for recording the type of assistance provided each time they work at a site via the sign-in sheet or locally produced equivalent, being careful to include those helped with states or questions and answers only. If volunteers assist taxpayers away from a site, especially answering tax questions, they should keep a separate sign in sheet so that this service is not left out of program activity counts. Submission of Summary Activity Reports XE "Reports/Reporting: Activity Reporting"  Activity Reports are submitted via a web process. Program activity is to be collected at the site level via sign-in sheets, tabulated, and reported by the Local Coordinator XE "LC (Local Coordinator)"  to the District Coordinator XE "DC (District Coordinator)"  and ultimately on to the Administrative Specialist XE  ADS (Administrative Coordinator)"  via a WEB enabled system. Concurrent with this process, the National Office receives data from TaxWise XE "TaxWise" "! for comparison purposes and to further aid in segmenting out the nature of services being provided. To get a complete picture of the total level of activity for the AARP Tax-Aide program, a combination of volunteer submitted information and alternative sources of data will be used. These alternative data sources will consist of  XE "TaxWise" TaxWise"!, received via the IRS and uploaded into the National Database weekly, and program surveys. These data will be included in Activity Reports, but will not be visible on the web enabled system input screens. Once data are loaded into VMIS, the ADS XE  ADS (Administrative Coordinator)"  has access to review the detailed activity reports and make adjustments as necessary to ensure that an accurate report on the number of taxpayers served is ultimately completed within 15 days of the close of the reporting period. The information reported should be incremental in nature. Cumulative totals will automatically be calculated based on the monthly totals reported. The Personnel Report  XE "Reports/Reporting:Personnel Report" is driven off of the information within VMIS. XE "National Database (VMIS)"  Although it can be run at any time, the official count of volunteers is taken once a year only (in May). The report shows the volunteers in the program, by state/split-state assignment and region, in several different methods. First Method: Counts the number of active leaders and non-leaders in the program. Each person is counted once, even if they hold multiple positions. Leaders are counted in the highest level position they hold. Second Method: The number of people performing tax instruction of other volunteers is counted. Third Method: The number of people including those with leadership titles performing actual taxpayer assistance services. In addition, it shows the average numbers of volunteers within specific levels of structure within the program (average by supervisor, by site, etc). Finally, a year over year comparison of these averages is provided. The Expense Report XE "Reports/Reporting:Expense Report"  illustrates the volunteer initiated expenses for the program broken down by region and state/split-state for a grant cycle (October 1-September 30). Additional segmentation includes expenses by level of position and nature of activity. Selected year-over-year comparisons are illustrated as well as unit costs for service. Program Evaluation Counselor Evaluation of Training The IRS Form  XE "Forms: 13222" 13222 XE "Forms and Publications" , Student Course Evaluation, is included with the PBT kits. This evaluation serves an important purpose and will be the basis for changes in the training system both locally and at the national level. Counselors completed evaluations will be collected by the Instructor(s) and forwarded to the State Training Specialist. Instructor and Class Evaluation Form The IRS Form  XE "Forms and Publications" 13232,  XE "Forms: 13222" Facilitators Course Evaluation, is included in the Publication XE "Forms and Publications"   XE "Forms: 4555" 4555 Facilitators Guide Kit. It is not in the publication but is part of the kit. The Instructors completed Evaluations will be collected by the State Training Specialist upon completion of Instructor Training. The form will also be used for Evaluation of Classroom Presentations. Modifications to the Instructor Workshop, Counselor classes, assignments, course content, etc. can be made by the Training Specialist, based on a summary of these evaluations. Review of Volunteer Performance It is critical to the improvement and ultimate success of the program that volunteer supervisors give on-going constructive feedback to volunteers about their performance. This is especially, though not exclusively, important for Counselors about the accuracy of the returns they prepare. Please provide timely feedback to Counselors regarding tax law, using TaxWise XE "TaxWise" "!, effective interviewing, etc. in order to help volunteers improve their accuracy. Constructive feedback is for improvement but positive feedback to volunteers is also very important. The AARP Tax-Aide volunteer satisfaction survey repeatedly lists  Thanks from volunteer supervisor  XE "Awards/Recognition:Counselors" and verbal feedback about performance as the first and second preferences of AARP Tax-Aide volunteers for recognition. So give constructive feedback for improvement but also give positive feedback as a form of thanks and appreciation to volunteers. Volunteers End-of-Season Assessment Toward the end of the tax season every volunteer is invited to complete a Volunteer Assessment of the AARP Tax-Aide Program and furnish it to his/her supervisor. The form is in the Counselor and Local Coordinator Digests XE "LC (Local Coordinator)" . It is important for volunteers to be heard so all volunteers should complete a form. Each supervisor reviews the assessments received, at each level, and completes one form. Supervisors should take care to consider in their assessment the views expressed in the assessments they receive. Volunteers submit the assessment forms in accordance with the dates printed on the form. National Assessment Report The National Office, using the Volunteer Assessment Form, will complete the cycle by consolidating the Regional Coordinators reports and providing national feedback, including actions to be taken on deficiencies. Counselor Certificates XE "Awards/Recognition:Counselors"  AARP Tax-Aide award certificates are available for presentation to Counselors as recognition of their contributions to the program. The certificates also may be presented to persons outside of the program who helped to make it a success, such as site sponsors (State Coordinator XE "SC (State Coordinator)"  consultation is desirable). A generic certificate is available by ordering directly from the fulfillment department (see the Administrative Material section of the AARP Tax-Aide Program Order Form). Other more customized certificates without seals are available on the AARP Tax-Aide Volunteer/Site Recognition Items Form. In addition to the certificates, personal letters, articles in local newspapers, and letters to the editor in newspapers are excellent forms of volunteer recognition. Upon request, draft personalized letters recognizing specific meritorious service can be sent to the National Office for signature. IRS will also present certificates at the end of season meetings, if requested. Site Awards XE "Awards/Recognition:Sites"  Alice Stephenson of Oakland, California, is considered the founder of the modern-day AARP Tax-Aide program. The Alice Stephenson Quality XE "Quality Review"  Site Award is a certificate used to recognize site sponsors. State Coordinators determine how and if they wish to use the certificate. These certificates can be obtained from the National Office by emailing:  HYPERLINK "mailto:taxaide@aarp.org" taxaide@aarp.org or by faxing 202-434-6026. E-filing Awards XE "Awards/Recognition:Sites"  The Margaret Drescher E-filing Award XE "E-file:Award"  is a certificate that recognizes a sites level of achievement as measured by percentage of total federal returns prepared at the site that were e-filed. A site must have a minimum of 50 accepted e-file returns and meet one of the percent levels below. State Coordinators request the awards from National Office specifying the dated, colored sticker earned for the year: bronze (40%), silver (60%), gold (80%), or diamond (90%). The certificate has space for five annual stickers. Margaret Drescher of Medford, OR, was the first National Technology Committee Chair, inspiring others with her enthusiasm and positive attitude to accept the challenge of transitioning to electronic filing. Service Pins & Plaques XE "Awards/Recognition:Counselors"  The recognition of volunteers who have served for 5, 10, 15, 20, 25, 30, or 35 years can be done with service award pins. The Jan Cooper Service Award program recognizes volunteers who have worked with the program for 20, 25, 30, or 35 years as well as RCs, SCs, and Committee Chairs who have retired from their position. During her more than 20 years with AARP, Jan Cooper worked with the AARP Tax-Aide Program. Her passion for how volunteers should be respected and supported was the focus of her work. In recognition of her valuable dedication to the program, AARP Tax-Aide volunteers who achieve similar levels of dedication in years of service will be given this award in her name. This award, in the form of a plaque, is usually ordered by the Administrative Specialist XE ADS (Administrative Coordinator)" . When requesting pins and plaques XE "Awards/Recognition:Ordering Pins/Plaques" , fill out the AARP Volunteer/Site Recognition Form, and mail or email it to the National Office (an email is also sufficient provided that the same information is contained in the email). When ordering, if possible, please try to bundle your requests and submit them between July 1st through August 30th. Requests received at other times of the year can be processed, but may take additional time to fulfill due to other events and deliverables. (This page left intentionally blank) APPENDICES: GLOSSARY AARP (Pronounced A-A-R-P, not arp or double A-R-P) The Association was called the American Association of Retired Persons, but this was changed in 1999 to AARP ADS- (Administrative Specialist XE ADS (Administrative Specialist)" ) Volunteer member of the State Management Team who works with the State Coordinator XE "SC (State Coordinator)"  to implement and maintain administrative procedures and maintain volunteer and site databases. AND (Assistant National Directors) Staff in the National AARP Tax-Aide Office who oversee program operations across the country including working with volunteers on training, recruitment, and volunteer management issues, and outreach and partnerships CCH (formerly UTS (Universal Tax Systems)) company that provides the TaxWiseTM XE "TaxWise"  software purchased by the IRS for TCE and VITA volunteer use CFR (Counselor Flat Rate) Form used to identify those Counselors that wish to receive a flat rate XE "Reimbursement:Flat Rate"  reimbursement of expenses as opposed to itemizing their costs CF (Client Facilitator) A volunteer who manages the site flow of taxpayers COORDINATOR Volunteer leader in AARP Tax-Aide program COUNSELOR AARP Tax-Aide Volunteer who is IRS certified and prepares taxes DISTRICT AARP Tax-Aide geographic entity within a state defined by State Coordinator XE "SC (State Coordinator)"  (county, city, metropolitan sector, etc.) DC (District Coordinator XE "DC (District Coordinator)" ) AARP Tax-Aide district (sub state) volunteer leader E-FILE Electronic filing of tax returns EFIN (Electronic Filing Identification Number) is obtained from the IRS and must be associated with one SIDN when ordering TaxWise software ERO (Electronic Return Originator) Volunteer Responsible for E-Filing transmission EXTRANET Contains AARP Tax-Aide resources and is located at  HYPERLINK "http://www.aarp.org/tavolunteers" www.aarp.org/tavolunteers EXTENDED SERVICE Taxpayer service given outside the standard 1040-filing season (after April 15th) FLAT RATE A standard amount for tax assistance or leadership reimbursement FULFILLMENT AARP staff unit responsible for fulfilling all requests for AARP publications and printed resources, located in Newington, Virginia INSTRUCTOR Volunteer who is IRS-certified and provides tax and administrative training to other volunteers who assist taxpayers IRS (Internal Revenue Service) Bureau of the U.S. Treasury Department responsible for collection of taxes, etc LC (Local Coordinator XE "LC (Local Coordinator)" ) AARP Tax-Aide volunteer leader who generally supervises Counselors NLT AARP Tax-Aide National Leadership Team comprised of volunteer chairs of the tax training, technology, and leadership development national committees, the ten volunteer Regional Coordinators, and key national program staff NON-COUNSELOR AARP Tax-Aide Volunteer who assists program as interpreter, etc. PCS (Partnership and Communications Specialist)- Volunteer member of the State Management Team who works with the State Coordinator XE "SC (State Coordinator)"  to implement and maintain partnerships, program publicity and communication activities PVC (Prospective Volunteer Coordinator)- Volunteer who works with the State Coordinator to meet the states recruitment needs. RC XE "RC (Regional Coordinator)"  (Regional Coordinator) AARP Tax-Aide volunteer who oversee program operations in a multi-state area (region) and who supervises and supports the State Coordinators RELATIONSHIP MANAGER IRS SPEC XE "IRS SPEC"  employee responsible for volunteer programs in a territory SC XE "SC (State Coordinator)"  (State Coordinator XE "SC (State Coordinator)" ) AARP Tax-Aide volunteer responsible for program operations in a state SHIFT COORDINATOR (SCO) AARP Tax-Aide volunteer responsible for coordinating and managing all phases of site operations at a specific site during an assigned period of time (shift) acting for the Local Coordinator (LC). SCOPE XE "Scope (In/Out)"  (SCOPE OF PROGRAM) - Defining the limitations of what tax topics may and may not be completed by a volunteer Counselor. These topics are covered in IRS volunteer training materials or in AARP Tax-Aide training classes. SHUT-IN XE "Shut-In" S Persons whose physical condition keeps them confined to a home (institutional or personal) SIDN XE "SIDN"  (Site Identification Number) Unique number assigned to all sites. It is used to identify all returns processed, both paper and e-file, to the IRS as being associated with a specific site. SITE Location where tax assistance is performed SMT AARP Tax-Aides State Management Team, comprised of SC XE "SC (State Coordinator)"  (State Coordinator XE "SC (State Coordinator)" ), ADS XE ADS (Administrative Specialist)" ), PCS (Partnership and Communications Specialist), TCS XE "TCS (Technology Specialist)"  (Technology Specialist), and TRS XE "TRS (Training Specialist)"  (Training Specialist) SPEC XE "IRS SPEC"  (Stakeholders, Partnership, Education and Communications) IRS Group responsible for volunteer assistance programs, including TCE, specifically named Stakeholder, Partnerships, Education and Communication SUMMARY ACTIVITY REPORT XE "Reports/Reporting: Activity Reporting"  A state level report of assistance given at the sites SUPERVISING COORDINATOR Any AARP Tax-Aide Coordinator who has supervisory responsibility for other volunteers. Term usually used to denote a volunteers immediate supervisor TCE (Tax Counseling for the Elderly) IRS SPEC grant which supports programs in which volunteers assist low and moderate income persons age 60 and over, free of charge, in preparation of taxes TCS XE "TCS (Technology Specialist)"  (Technology Specialist) - Volunteer member of the State Management Team who implements, maintains and evaluates automated systems for: tax preparation, administrative procedures, and volunteer training TIGTA (Treasury Inspector General Tax Administration) the congressionally mandated oversight and investigatory body for the IRS and IRS funding programs TERRITORY Geographical entity defined by IRS SPEC which can be multi-state, state, or a portion of a state. Determined in large part by outreach potential/population. TERRITORY MANAGER - IRS SPEC Manager with responsibility to support both TCE and VITA in a territory. TRS XE "TRS (Training Specialist)"  (Training Specialist) - Volunteer member of the State Management Team who plans and implements necessary tax training for Instructors in the state or sub-state VITA (Volunteer Income Tax Assistance) Another IRS SPEC grant which supports XE "IRS SPEC"  programs in which volunteers assist taxpayers free of charge in preparation of taxes VMIS XE "National Database (VMIS)"  (Volunteer Management Information System) A database that is designed to hold information on volunteers, service sites, and activity counts throughout AARP Tax-Aide as well as other volunteer programs within AARP. The AARP Tax-Aide information contained in this database is used to generate a variety of program reports, mailing lists for distributing program materials, recognizing years of service and tracking volunteer skills and qualifications. IRS Publications Not Used by the AARP Tax-Aide Program Below is a listing of the IRS publications that are not used by the AARP Tax-Aide program and should not be used to provide tax assistance services. This listing is not considered to be an all inclusive list, and volunteers are encouraged to ask their supervisor for additional clarity as necessary: Publication 730 Important Tax Records Envelope Publication 1084 Site Coordinators Handbook IRS Free Tax Help/anti-discrimination poster APPENDICES: INDEX  INDEX \e " " \h "A" \c "2" \z "1033"  A Administrative Packet See Materials/Supplies AARP Automatic Shipments ADS (Administrative Coordinator) 7, 14, 18, 21, 22, 23, 24, 26, 29 ADS (Administrative Specialist) A, B Awards/Recognition Counselors 27, 28, 29 Ordering Pins/Plaques 29 Sites 28 C Communication Cybertax 9, 17 Extranet 5, 7, 8, 9, 16, 17 Happenings 17, 21 Computers & Equipment 13, 16, 18, 21, See IRS Depot Donated Funds 16 IRS Depot 16 Ordering 16 Confidentiality 13 D DC (District Coordinator) 6, 12, 17, 19, 25, 26, A Donations 16 E E-file Award 28 National Database (VMIS) 18 Training 8, See E-filing 35 Returns 19 EFIN 19 Site Size 13 F Forms 13222 27 2333V 18, 19 4555 27 AARP Order Form 19 Appointment Letters 6, 7 Biography 7 IRS Electronic Order 18 Ordering Purchased Equipment 16 Personnel 7 Pub 4189 12 Site Sign-In Sheet 15, 26 Forms and Publications 18, 19, 27 I IRS SPEC 3, 14, 19, B, C L LC (Local Coordinator) 4, 7, 11, 12, 13, 17, 19, 25, 26, 28, B M Materials/Supplies AARP Automatic Shipments 18 AARP items to be ordered 19 IRS site materials 19 Volunteer Extranet 17 N National Database (IRS' STARS) 14 National Database (VMIS) 4, 7, 14, 18, 23, 26, C Q Quality Review 4, 13, 28 R RC (Regional Coordinator) 3, 4, 6, 7, 8, 9, 16, 17, 19, 21, 24, B Reimbursement Flat Rate 21, 25, A Training 11 Reports/Reporting 3, 8, 11, 17, 21, 22 Activity Reporting 14, 15, 21, 26, C Activity Reporting 18 Equipment Forecasting 16 Expense Report 27 Personnel Report 26 TCS and Activity Reporting 18 Rosters 14 Leadership Roster 18 S SC (State Coordinator) 3, 4, 5, 6, 7, 9, 11, 16, 17, 19, 21, 23, 24, 25, 28, A, B Scope (In/Out) B Shut-In 12, B SIDN 14, 18, 22, 23, B Sites Counselor Assignment 12 Criteria for selection 13 Insurance 14 T QRZ[stwyz}ofoL}2jhh>*B*UmHnHphuhmHnHuh~Xh0JmHnHu$jh~Xh0JUmHnHuhgC5;\jhgC5;U\hrfhgC5\ h! 5\h$ jhrfh$UmHnHuhC h`mYCJaJh`mYCJaJhrfh`mYCJ$aJ$h`mYCJ$aJ$h$CJ$aJ$ hrfh$QR^_z{|}~$d]a$gd`mY$d]a$gd$ $da$gd$m J ( F A UY4' ' $da$gdgC $da$gd$         9 : ; < a b c } ~  ׻רve׻ר jwhUmHnHu2jhh>*B*UmHnHphuhmHnHuh56\]mHnHu$jh~Xh0JUmHnHuhvmHnHu j}hUmHnHujhUmHnHuhmHnHuh~Xh0JmHnHu    ( ) * D E F G H I ŵŪӵv\ŪK jkhUmHnHu2jhh>*B*UmHnHphuhmHnHuhvmHnHu jqhUmHnHujhUmHnHuhmHnHuh5CJ\aJmHnHuh~Xh0JmHnHu$jh~Xh0JUmHnHu2jhh>*B*UmHnHphuI J K L h i j k m n   ϬϜϑqfݜLϜϑ2jhh>*B*UmHnHphuhvmHnHu jehUmHnHujhUmHnHuhmHnHuh5CJ\aJmHnHu2jhh>*B*UmHnHphuhmHnHuh~Xh0JmHnHu$jh~Xh0JUmHnHuh56\]mHnHu  " # $ % & ' ( ) * F G H I t u v 𶦶udUh56\]mHnHu jYhUmHnHu2jhh>*B*UmHnHphuhmHnHuh~Xh0JmHnHuh5CJ\aJmHnHu$jh~Xh0JUmHnHuhvmHnHu j_hUmHnHuhmHnHujhUmHnHu   $ % & @ A B C ŵŪӵv\ŵŪK jMhUmHnHu2jhh>*B*UmHnHphuhmHnHuhvmHnHu jShUmHnHujhUmHnHuhmHnHuh5CJ\aJmHnHuh~Xh0JmHnHu$jh~Xh0JUmHnHu2jhh>*B*UmHnHphuC D E F G H d e f g i j  ! ; ݿݿͿuݿ[ݿͿ2j hh>*B*UmHnHphuhvmHnHu jG hUmHnHuhmHnHu2jhh>*B*UmHnHphuhmHnHuh~Xh0JmHnHuh5CJ\aJmHnHu$jh~Xh0JUmHnHujhUmHnHu!; < = > ? 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