The purpose of this document is to ensure all taxpayer returns are correctly accounted for.

Transcription

1 District 5 Tax Return Tracking Procedure (2017) The purpose of this document is to ensure all taxpayer returns are correctly accounted for. NOTE: We will no longer mail any taxpayer information. If a return should have an 8453, inform the taxpayer to retain those documents (brokerage statements, POA) in case the IRS requests supporting documents. If the site has been scanning them in the past and attaching to the e-file they should continue with that practice. At the end of the season, do not mail returns that were waiting for signature to the taxpayer, contact them by letter, phone or to let them know the return will not be filed. All sites will use the AARP Foundation Tax-Aide Activity Reporting, Quality Review & ERO Tracking Log. In addition to the Tracking Log, there are several features with TSO that will assist in tracking. 12/8/17 Page - 1

2 In the list of returns on TaxSlayer s main listing of returns, the returns with a Note will be noted. Every return that has a Stage other than Complete should have a NOTE explaining why. For example if the taxpayer was missing a 1099R, this should be noted. The NOTE will assist the counselor who completes the return when the taxpayer returns. Any return that is not going to be completed should be deleted from the system by the LC or ERO once that determination has been made. This would include returns Out of Scope (OOS) and anywhere the taxpayer is going to go somewhere else to file their return. If the return is being deleted, the person deleting the return needs to add a NOTE describing why the return was deleted. The tax return can be restored if for any reason the taxpayer does return to have their tax return completed. Any NOTE assigned to a deleted return will be restored with the return. 12/8/17 Page - 2

3 At the beginning of each week, the LC/ERO should review the list of returns that have not been completed. When reviewing this list, they may want to call the taxpayer and remind them that we have not completed their return and why. Any contact with the taxpayer will need to be noted with a NOTE. Some sites might want to use a Client Letter to assist in tracking returns. The client letter can be developed by the LC/ERO. It is important that this letter does NOT contain any personal information (social security number, address, phone number, etc) other than the taxpayer name. The client letter will NOT replace the Tracking Log. Tracking Log The following is a recommendation on how the Tracking Log can be used 1. Every taxpayer who comes to the site must record their name on the log. If a taxpayer is returning from a prior day they must be recorded on the log for the current date. This would include those returning with signed If a client facilitator is available, that person may be the one who enters the name. 2. When a counselor is assigned a taxpayer, their initials will be entered after the taxpayer name 3. Once the counselor has completed the return and it is ready for review they should update the Tag in TaxSlayer and then enter their initials in box (6). Any return that is not completed must have a NOTE in TaxSlayer explaining why. If it was a paper return the appropriate box (1, 2, 3) should be checked. 4. If the return is incomplete the counselor should enter the reason in box (10). The counselor should have already entered a TAG or NOTE. 5. The counselor then returns to step 2 to get the next taxpayer. 6. The Quality Review (QR) counselor will select the first person on the log who has counselor initial in box (6). The QR counselor will put their initials in box (7). 7. Once QR is completed, the Return Stage will be updated and NOTE (if needed) entered and the initials of the counselor who completed the QR will go in box (8). 8. The QR counselor checks box (9) to show the 8879 has been signed. This will be the flag used by the ERO to verify the return is ready to file. 9. If the return is determined to be incomplete during QR, the QR counselor should enter the reason in box (10). The QR counselor should have already entered a TAG or NOTE. 10. QR counselor returns to step 6 to get next taxpayer. 11. At the end of each shift, LC/ERO will review the list of returns in TaxSlayer against the Tracking Log to determine all status information is updated. Any discrepancies between Return Stage and the Tracking Log should be resolved before the end of shift. 12. The ERO will use the Tracking Log to cross reference the list from TaxSlayer to determine which returns are to be filed. The ERO should only transmit those returns that have a Return Stage of Complete and box (9) is checked on the Tracking Log. 12/8/17 Page - 3

4 13. The ERO will print an S with a slash in the ERO ONLY Federal Return Sent/Acknowledged once the return has been sent. 14. Once the returns have been accepted by IRS the ERO will print an A in the ERO ONLY box on the Tracking Log. 15. Special processing for taxpayers returning with signed The taxpayer should be given to the next available QR counselor. The counselor will verify that the document is signed, update the Return Stage in TaxSlayer, and then initial box (8) and check box (9) on the Tracking Log. 16. The LC/ERO will delete any returns that are OOS or not going to be completed. They may want to add a NOTE explaining why the return is not being processed before deleting the return. The NOTE information will be available if for some reason the taxpayer returns and the tax return is restored. 17. Periodically the LC/ERO must review all returns that are incomplete (this includes rejected returns) and follow-up where appropriate. If follow-up is done a NOTE Entry should be made on the tax return in TaxSlayer. 18. The Tracking Logs must be reviewed by a second person at each site. It is recommended that this review be conducted at the start of each shift. The reason for this is to verify that all returns from the prior shift have been sent and acknowledged. This person should be the LC if there is a separate ERO. If the LC and ERO is the same person, then a second volunteer assigned by the LC must review the Tracking Log and verify all returns are accounted for. 19. Prior to the end of the season, all returns that were not completed must have a letter sent, phone call or to the taxpayer explaining why the return was not completed. This information should be documented in a NOTE. Any returns that were rejected and not subsequently accepted, must have a letter sent to taxpayer informing them that return was rejected and how to contact the site to rectify the reject. The letter must only include the taxpayer name and address. Do not keep a copy of the letter, simply make a note on the return that the letter was sent, including the date and who sent the letter. Returns NOT electronically filed In addition to the entries on the tracking log, any interaction with a taxpayer that does not result in a tax return being electronically filed, the volunteer will advise the taxpayer that the return is not being electronically filed and the reason why. To document this discussion, the volunteer must make an entry 12/8/17 Page - 4

5 in the NOTE explaining why the return is not being electronically filed and that the taxpayer was advised of this. For paper returns, the counselor will ensure that the taxpayer is aware that it is their responsibility to mail the IRS copy of their paper return, and a note to this effect will be made in the NOTE by the Counselor. Stamps will be self-inking stamps [red ink] with three different texts, as follows: PLEASE SIGN AND RETURN If the taxpayer needs to sign the 8453 we will use this stamp TAXPAYER COPY Original to be Mailed By Taxpayer TAXPAYER COPY Original to be Filed Electronically By Tax-Aide For paper returns we will use this stamp on the taxpayer copy For efiled returns we will use this stamp on the taxpayer copy 12/8/17 Page - 5