4 Certification Process Matt Grogan CO-1 TRS TAX-AIDE

4. Certification Process Matt Grogan CO-1 TRS TAX-AIDE

Primary Resource Materials • Policy and Procedures Manual (P&PM) v 1. 1, Section 3 (11/02/15) - One. Support>General. Program. Management>General ●Training Guide 2015 -16 v 2 One. Support >Training Plans >Tax Training TAX-AIDE 2

TRS (General Program Management > Pos Desc) ● Oversees the counselor certification process and ensures that: the names of certified Instructors and Counselors, Client Facilitators, etc. are submitted to the IRS Tax Specialist, ADS and appropriate coordinators. Volunteers are properly certified TAX-AIDE 3

All Volunteers (P&PM 3. 1) ● Complete IRS VSOC Training and pass IRS test with score of 80% (3. 1. 1) ● Complete training on AARP Tax. Aide Standards of Professionalism and Vol Site Policy & Procedures; (3. 1. 2) ● Sign IRS Volunteer Agreement (f 13615) (3. 1. 3) TAX-AIDE 4

Client Facilitators All Volunteers training (3. 1) plus: ● Tax-Aide Client Facilitator training ● Site specific training by LC TAX-AIDE 5

Local and Shift Coordinators (3. 2) In addition to “All Volunteers” Requirements: ● Complete Intake/Interview & Quality Review Training by Tax-Aide (best in person) ● Pass IRS Intake/Interview & Quality Review test (score 80% or better, may re-test once) new this year ● LC Training is Reqd vs IRS Site Coordinator Training (General Program Management > Training) TAX-AIDE 6

Counselor, Instructor, TRC, TRS, ERO (3. 3) In addition to “All Volunteers” and “LC/SC” Requirements: ● Pass Adv IRS Test with score of 80% (3. 3. 1) ● May certify in additional areas, e. g HSA (3. 3. 2) ● Satisfactorily complete # of practice returns defined by SC (3. 3. 3) (4 for CO-1 for TY 2015) TAX-AIDE 7

Certification Process Summary (3. 3) ● TRS certified by IRS Spec RM (Approving Official) ● TRCs and Instructors certified by the TRS (Approving Official) ● Counselors, etc. certified by Instructors (Approving Officials) TAX-AIDE 8

Practice Returns (3. 3. 3) ● Complete practice returns (4 minimum) ● At least one with state return TAX-AIDE 9

Practice Returns Guidelines ● Districts choose minimum of 4 NTTC practice returns ● Counselors independently complete returns (consultations w others OK (ala site process) ● District choice to provide answers to counselors ● Returns reviewed to assure accurate completion ● Certificate of Completion signed by Reviewer TAX-AIDE 10

Practice Return Certificate ● Counselor name: ____________ ● Reviewer Name: ____________ ● ______ Practice Returns Completed ( #) ● ______ Acceptable accuracy confirmed (check) ● Reviewer Signature: ________Date: ______ ● Reviewer Comments: (e. g. names of returns completed, areas of concern, improvements needed, etc) TAX-AIDE 11

Tax Year Instructor Certification (3. 4) • Instructors must be certified for the TY that corresponds with the tax law being taught in volunteer training classes prior to training other volunteers. • e. g. If using TW 2 O 14 in class, must be certified for TY 2014) TAX-AIDE 12

Partner Organizations (3. 5) People acting in the scope of their role as an employee or volunteer of a partner organization are subject to those organization's policies, not Tax. Aide's Partner volunteers or staff, interpreters or persons accompanying the taxpayer or IRS, or state personnel with ID do not have to meet Tax. Aide certification requirements and are to managed …. . . Keep security and confidentiality as goals TAX-AIDE 13

Recording Certification (3. 6) ● ADS required to provide list of all volunteers who are certified to date … to the … IRS Spec and National office NLT the 3 rd business day in Feb. . . and keep it updated in near-real-time thereafter. . . (until) completed by last day of February. ● DCs shall provide the required info. . . at a schedule established by the ADS. ● (TRS reqd to provide list of certified Instructors by Jan 1 to SPEC) TAX-AIDE 14

Counselor Certification (3. 7) ● Tax Law self-study OK using p 4012, 4491 W, NTTC Practice problems, formal classroom training, L&L, or combo (3. 7. 1) ● Late Recruits can certify by completing self-study, should work closely w seasoned counselor before preparing tax returns (3. 7. 2) ● TRS responsible for training and certifying Instructors then responsible for training and certifying other volunteers. (Approving Officials) (3. 7. 3) TAX-AIDE 15

Certification Test Answers (3. 7. 3) ● TRS obtains from SPEC after TRS 13615 approved by SPEC ● TRS ensures test answers provided to certified Instructors (as requested) TAX-AIDE 16

Certification Tests (3. 8) ● May be taken manually using f 6744, (signed), graded by Instructor (3. 8. 1) ● (May) be taken using Link & Learn, scored by program, 13615 printed & given to approving Instructor (3. 8. 2) ● Signed 13615 s must be retained by the District for reference until the end of the calendar year TAX-AIDE 17

Counselor Assignment (3. 9) ● DC and/or LC assigns volunteers to sites based on program rqmts not Counselor preferences. At least 2 counselors/site (3. 9. 1 ● New Counselors should be placed with exp Counselors for mentoring support and encouragement (3. 9. 2) TAX-AIDE 18

Typical Timeline – IRS Certification ● Sept/Oct – Pre-season communications ● November – TRS certified by IRS SPEC RM ● December – Instructors certified by TRS and reported to NVP by TRS ● Dec/Jan – Other volunteers certified and reported to NVP by Districts ● Feb 3 – ADS reports certifications to IRS TAX-AIDE 19

Volunteer Certification Form ● Show pdf of Certification form R 4 TAX-AIDE 20

When in-doubt! ● Review your resource material, and ● Reach out to your TRS, colleagues and to the NTTC via One. Support ticket system. TAX-AIDE 21

Certification Process ? ? ? TAX-AIDE 22