AARP TAX-AIDE CA2 TECHNOLOGY COORDINATOR (TC) REFERENCE MANUAL. Revision 2

Transcription

1 AARP TAX-AIDE CA2 TECHNOLOGY COORDINATOR (TC) REFERENCE MANUAL Revision 2 January 20, 2013 Prepared by Robert Francis, DC/TC Alameda South, CA2 Page i

2 Contacts Your District Coordinator CA2 TCS Valther Nielsen IRS SPEC CA-2 SPEC Relationship Manager Patrick Brown IRS Oakland SPEC equipment Wing So Voice: Fax: voice Voice On s, copy Voice Voice Fax IRS New York Depot laptops ATTN: VITA/TCE Depot 1040 Waverly Drive, stop 800 Holtsville, NY IRS Andover EFINS/8633s Mon-Friday 6:30am-6:00pm Central Time CCH/TaxWise support Tax Season Mon-Friday 7:30am 12:00am EST Saturday Sunday 9:00am 6:00pm EST 1:00pm 4:00pm EST (first four Sundays of tax season) On s, copy Voice Equipment problems ( to): Voice Voice Off Season Mon-Friday 8:-00am 8:00pm EST CCH Customer Service VITA hotline/tax law support Voice Tax Season Mon-Friday 6:00am 5:30pm Saturday 6:00am 2:00pm FTB Volunteer hotline Voice Mon-Friday 8:00am 4:30pm PST Voice (have your Client ID available when calling) Page ii

3 Table of Contents 1 INTRODUCTION References Annual Calendar Expenses Tax-Aide for CA2 Web site ELECTRONIC FILING IDENTIFICATION NUMBER (EFIN) Establishing a Site ID IRS 8633 Application to Participate in the IRS e-file Program EFIN APPLICATION OVERVIEW EQUIPMENT Inventory, Naming and Security Inventory Computer Naming Security Equipment donations to CA Loss or theft IRS Laptops Ordering Shipment Logon to IRS Laptops Updating IRS Laptops Problem reporting/replacement Equipment return CA2 printers/switches/routers/cables/wireless cards IRS printers/switches/cables Ordering Delivery/return and certification Expendable supplies (Consumables Program) TRUECRYPT ON DESKTOP/LAPTOP COMPUTERS TAXWISE SOFTWARE Differences Between TaxWise Online and TaxWise Desktop Ordering Software Ordering Software for Either Desktop or TWO Desktop Software Shipment TaxWise Online Shipment Minimum system requirements for TaxWise Using TWO for Training DESKTOP TAXWISE TaxWise Desktop 2012 Enhancements Hardware Setup Installing prior year(s) TaxWise Installing current year TaxWise Create Master Computer/Drive Initial Desktop Setup Register the software Install the CA2 Defaults Install the CA2 Cover Letter and ERO Transfer Letter Configure Print Packets Create Site Specific Masters Page 3

4 Create Site Master Add/Correct Site Specific Data Add User Accounts Carry Forward From Previous Year Create Additional Computers/Traveler Drives Setting DCNs and MeF IDs Create prior year master backup Set Site Default Printer Install California Software Set CA2 Defaults for California Set Print Packets for California ERO processes TaxWise updates Converting Between Client Server and Local Access TAXWISE ONLINE Consider TWO for TaxWise Minimum system requirements for TaxWise Online Required Browser Settings Connection to TWO Router and Wireless Adapter Technical Requirements Enhancements and Key Features of TWO in Communication Speed for TaxWise Online Site Setup Installing TWO Initial Configuration Add new users to TWO Modify Existing Users User Passwords TaxWise Online Settings Creating Return Templates TaxWise Online Client Letters and ERO Transmittal Letters Alternative Preparation Solution Setting Up Printers for TaxWise Online NETWORKING - DATA AND PRINTER SHARING Wired Networks for TaxWise Desktop Networks for TaxWise Online Using the Site s Wired Connection Using the Site s Wireless Connection PRINTER SETUP AND SHARING END-OF-SEASON INFORMATION Filing deadlines Backup of returns & associated materials Computers Flash Drives Printers APPENDIX 1 CA2 Tax Form Defaults for TaxWise Desktop A1.1 To set tax form defaults A1.2 Main Info sheet A1.3 Preparer Use Form (scroll to the bottom of the tree) A1.4 Federal forms A1.5 California forms Page 4

5 A1.6 Customizing A1.7 Return Stage APPENDIX 2 CA2 Default Templates for TaxWise Online A2.1 Creating The State-Level Template A2.2 Main Info sheet A2.3 Prep Use A2.4 Federal Forms A2.5 California forms A2.6 Sending the State-level Template A2.7 Creating The Site-Level Template A2.8 Assigning the Template APPENDIX 3 TW Desktop Client Letter and ERO Transfer Letter Setup A3.1 Transfer the files onto the laptop A3.2 Install the letter A3.3 Create letter from a prior year letter A3.4 Remove a previously installed letter APPENDIX 4 Print Packets / Print Sets for TaxWise Desktop A4.1 Signature Pages (Sign.PFL) A4.2 File Copy (File.PFL) A4.3 Taxpayer Federal Copy (Federal.PFL) A4.4 Taxpayer State Copy (State.PFL) A4.5 Federal Copy to be Mailed (FedMail.PLF) A4.6 State Copy to be Mailed (Stat .PLF) A4.7 Organizer (Organizer.PFL) A4.8 Set Packets to Print Page 5

6 1 INTRODUCTION This manual provides CA2 specific procedural information for AARP District Technology Coordinators ( TC ). You should also be familiar with the current IRS Pub 3189, Volunteer e-file Administrator Guide and the various documents available in the Technology Hardware and Technology Software folders on the Volunteer ShareNet. The current version of IRS Pub 3189 is contained on the TaxWise distribution disk. The Volunteer ShareNet can be accessed through the Volunteer Portal, Additional information as well as copies of this document is available on the AARP CA2 website, While this manual takes precedence over the others, you need to use your judgment regarding the contents of each. 1.1 References The table indicates other materials that MAY be of value to counselors and EROs. User reference Content Source/notes COUNSELORS Counselor Reference Manual (aka the Duck Book ) A single version of this publication contains information for both TWD (TaxWise Desktop) and TWO (TaxWise Online) Tax law and TaxWise software Your District or Local Coordinator TaxWise on-line help Tax law and TaxWise Access from within TaxWise when using F1 for TaxWise help and Shift+F1 for IRS/tax law help IRS Pub 17 Tax law From IRS IRS 1040 Instructions IRS Volunteer Resource Guide, Pub Tax Law and TaxWise From IRS 4012 software CA 540 & 540A CA tax law From FTB ELECTRONIC RETURN ORIGINATOR CA2 ERO Reference Manual General procedures Available from CA2 Tax-Aide web site, your Local Coordinator or your Technology Coordinator CCH TaxWise User Guide IRS Pub 1345 Handbook for Authorized IRS e-file Providers TaxWise procedural information Rules and requirements for participation in IRS e-file. Comes with TaxWise distribution. TaxWise installation CD contains this in PDF format The 1345 is on the TaxWise installation CD as well as at IRS.GOV. IRS Pub 1346 Electronic Return File Specifications File Specifications and Record Layouts for Individual Income Tax Returns. Definitions of reject codes. The 1346 is available and must be downloaded from IRS.GOV (in PDF format) Page 6

7 IRS Pub 3189 Volunteer e-file Administrators Guide (Pub 3189) TaxWise Knowledge base TECHNOLOGY COORDINATOR CA2 Technology Coordinator Reference Manual Tax-Aide for CA2 web site IRS form 8633 e-filing from the IRS perspective Error code assistance and other information, as well as summary of known problems Technical Coordinator procedures and information including TaxWise installation tips and default settings used in CA2 Reference Materials and Forums How to apply for and update an EFIN Available at IRS.gov in PDF format TaxWise installation CD contains the current year s pub in PDF format. On the TaxWise web site, accessed from the Customer Support tab. You will need an account. Registration requires Client ID and registration code for your site. From the CA2 web site Enroll on-line at irs.gov Networking Checklist Networking Tab, Technology Hardware folder Volunteer ShareNet Networking TaxWise Tax-Aide Networking Tab, Technology Hardware folder Volunteer ShareNet Printer Drivers for Tax-Aide Networking Tab, Technology Hardware folder Volunteer ShareNet Printer Installations for TaxWise TY2011 Networking Tab, Technology Hardware folder Volunteer ShareNet AntiVirus Program for TaxWise Computers 2011 Security Tab, Technology Hardware folder Volunteer ShareNet Clear Taxpayer Data V6-5-3 Security Tab, Technology Hardware folder Volunteer ShareNet Computer Security Scanning Procedure Security Tab, Technology Hardware folder Volunteer ShareNet Securely Sending Taxpayer Data 2011 Security Tab, Technology Hardware folder Volunteer ShareNet Tax-Aide TrueCrypt Installer 2011 Security Tab, Technology Hardware folder Volunteer ShareNet Tax-Aide TrueCrypt Utility Quick- Start Guide TY 2011 Security Tab, Technology Hardware folder Volunteer ShareNet Consumables List Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Equipment Inventory Report 2012 Spreadsheet for new format equipment inventory report Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Equipment Repair Disposal and Storage Inventory Reporting Printing and Print Cartridge Purchasing Equipment With Donated Funds TechSoup Documents Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Page 7

8 Technology Purchasing Guide 2011 Host and Personal Computer Tune-up Document Windows Host and Personal Computer Tune-up Document Windows XP IRS Laptop Tune-Up TY2012 Equipment Purchasing Tab, Technology Hardware folder Volunteer ShareNet Images & Tune-Ups Tab, Technology Hardware folder Volunteer ShareNet Images & Tune-Ups Tab, Technology Hardware folder Volunteer ShareNet Images & Tune-Ups Tab, Technology Hardware folder Volunteer ShareNet Configuring TaxWise for Training and Practice Images & Tune-Ups Tab, Technology Hardware folder Volunteer ShareNet Document Retention and ERO Paper Flow 2011 Images & Tune-Ups Tab, Technology Hardware folder Volunteer ShareNet ERO Training 2011 PDF and PPT versions Training Tab, Technology Hardware folder Volunteer ShareNet Error Reject Code to MeF Business Rule 2011 Training Tab, Technology Hardware folder Volunteer ShareNet Form 3210 Document Transmittal to Austin for 8453 Training Tab, Technology Hardware folder Volunteer ShareNet Information About Modernized efiling (MeF) Training Tab, Technology Hardware folder Volunteer ShareNet Moternized e-file (MeF) vs Legacy Electronic Filing Training Tab, Technology Hardware folder Volunteer ShareNet Schedule of E-file Events for Technology Volunteers Training Tab, Technology Hardware folder Volunteer ShareNet Site Activity Log Activity Reporting Examples Training Tab, Technology Hardware folder Volunteer ShareNet TC Training Training Tab, Technology Hardware folder Volunteer ShareNet TWO Setups Wired and Wireless Training Tab, Technology Hardware folder Volunteer ShareNet TaxWise Training Programs and Blog Sites Training Tab, Technology Hardware folder Volunteer ShareNet Automated Check for NET Framework on a Computeer TaxWise Desktop Tab, Technology Software folder Volunteer Sharenet FL1 Clone Tool Introduction PDF and PPT versions TaxWise Desktop Tab, Technology Software folder Volunteer Sharenet Suggested NTC Defaults for the Admin User TY2011 Will be updated later TaxWise Desktop Tab, Technology Software folder Volunteer Sharenet TWMap Tools Installation Folder TaxWise Desktop Tab, Technology Software folder Volunteer Sharenet TaxWise Clones and Workstations TaxWise Desktop Tab, Technology Software folder Volunteer Sharenet Other Useful Software for Tax-Aide Non-Tax Software Tab, Technology Software folder Volunteer Sharenet Operating Systems & Other Software Non-Tax Software Tab, Technology Software folder Volunteer Sharenet Alternative Tax Software is Prohibited Non-Tax Software Tab, Technology Software folder Volunteer Sharenet Ordering Tax Preparation Software TaxWise Software Tab, Technology Software folder Volunteer Sharenet Configuring TaxWise for Training and Practice TaxWise Software Tab, Technology Software folder Volunteer Sharenet Page 8

9 System Requirements for All TaxWise Versions 2011 Wireless FAQs for TaxWise Online and Desktop 2011 Consider TWO for TaxWise 2011 Differences Between TaxWise and TaxWise Online Introduction to TWO for Desktop Users Suggest Default Templates for TWO 2011 Suggested TaxWise Online Settings for TY 2011 TWO FAQs TY 2011 TaxWise Software Tab, Technology Software folder Volunteer Sharenet TaxWise Software Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TWO Instructions for EROs PDF and PPT versions TaxWise Online Tab, Technology Software folder Volunteer Sharenet TWO Instructions for New Users PDF and PPT versions TaxWise Online Tab, Technology Software folder Volunteer Sharenet TWO Site Information and Troubleshooting Using TWO with a Desktop EFIN for Training Using Wired Site Connections for TWO Using Wireless Site Connections for TWO GENERAL Cyber Tax T-VOG TaxWise Blog TaxWise Online Blog VITA News PDF and PPT versions A variety of information about the TaxAide program and electronic filing Yahoo groups bulletin board and support group for TaxWise problems General information blog concerning CCH and TaxWise General information blog concerning TaxWise newsletter for sites participating in the IRS VITA/TCE programs TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet TaxWise Online Tab, Technology Software folder Volunteer Sharenet To be added to the mailing list, send your first & last names, service state ( CA2 ), position and address to taxaide@aarp.org asking to be added to the Cyber Tax Join at Sign in using Client ID, user name and password at Volunteer with ADMIN privileges can create accounts for other users. Sign in using Client ID, user name and password at Volunteer with ADMIN privileges can create accounts for other users. Register address at Log in requires Client ID, user name and password. Page 9

10 1.2 Annual Calendar Specific requirements of CA2 are indicated below: When Jun 30 Sept Late Sept/ Early Oct Oct 1 4 th quarter (when available) Nov to Jan (when available) Apr 15 to May 1 May 10 What Submit anticipated laptop requirements for the next season to the TCS. Check all locally stored equipment; work with the TCS to dispose of any obsolete, inoperative or incompatible equipment Submit TaxWise requirements (one copy for each active site/efin) to the TCS Provide printer, switch, cable, networking cards, etc requirements to the TCS Upon receipt of laptops from IRS, check that they are operational and install the at least the prior three years of TaxWise Receive and install current year s federal and CA TaxWise Ensure that: all IRS laptops are returned to the IRS Brookhaven depot. Execute DISKWIPE before shipment, unless instructed otherwise Clear Tax Payer Data is executed on all locally stored/owned computers IRS printers and supporting equipment is returned to the local IRS Oakland SPEC office, unless it is being stored locally in which case, unless instructed otherwise, Oakland IRS SPEC is provided the bar codes of all IRS printers on IRS form file 8453s and 8879s w/attachments and required files are submitted to Oakland IRS SPEC Update and return the CA2 hardware inventory to the TCS 1.3 Expenses You are responsible for ensuring that equipment used within the district is operational, and therefore will need to procure various expendable supplies during the course of the season. This will generally include toner cartridges, flash drives and/or CDs, and paper. These expenses are reimbursable and should be submitted to the District Coordinator using the Microsoft Excel Leadership Expense Statement available in the Forms folder of the AARP Volunteer ShareNet. Receipts must be taped to a blank page and attached to the printed expense statement. The dollar limit for purchase of a single item is $25, above that prior approval is required from the SC or TCS. CA2 imposes a dollar limit for transportation expenses coded I. Prior approval from the SC is required to exceed that limit. Activity Codes are printed on the form, the most frequently used are: A - All copy and postage expenses I - Transportation for tax assistance or client facilitation K - District meetings M - State (CA2) meetings Page 10

11 R - Repair, maintenance and upgrades for equipment. See AARP policy manual for limitations. Prior approval is required. S - E-file related supplies (cables, adaptors, switches, toner cartridges), however this CANNOT be used for fees associated with equipment disposal T - Transportation for local training sessions W - Transportation for State (CA2) instructor workshops Z - Non-e-file supplies 1.4 Tax-Aide for CA2 Web site The site is an updatable forum, and more, for CA2 to share information. Bill Dornbush, TC/Sonoma, is the moderator. The site address is To request an account on the web site, click on the register link at the bottom of the home page. Fill in the information, and click Create New Account. This will create a request for a new account. Your account will be approved shortly, and you will receive an notifying you that you can now login to the web site. If you forget your username and/or password, click the link Request new password and fill in the requested information. Generally you will be accessing Forums which is where postings from your fellow TCs will appear. Please contribute as you feel appropriate, this is all about sharing information. To enter the forums, select Forums from the main menu You will see a list of categories and forums A forum, such as Wireless Printing, holds topics and replies, and can also hold sub-forums Contact the moderator if you want an additional forum(s) added. Under Documents you will find this manual as well as documents of general interest. These examples also point out that the web site can be a resource for more than just TCs. If your district has a need to share files, or use forums, they are also welcome to use the web site. If you suggest that others in your district also request accounts, please let Bill Dornbush know so that the account requests are promptly approved. The site can be a great resource if you help us expand it based on your ideas and needs. If you would like to see additional material or information on the web site, use to let us know. Be sure to use the Logout link to ensure that you have completely exited the site. Page 11

12 2 ELECTRONIC FILING IDENTIFICATION NUMBER (EFIN) An EFIN is a permanent E-File Identification Number assigned to each physical tax preparation site. This number represents the authorization from the IRS (and FTB) to generate returns that will be electronically filed. A unique registration code, which changes annually, is needed to activate TaxWise for a site, see section Establishing a Site ID To establish an e-file site, the site must first be entered into the VMIS, the AARP national database, and a Site ID issued. Your DC contacts the CA-2 ADS (Admin Specialist) and requests a Site Identification Number. The ADS will collect the necessary information and enter the new Site Identification Number (SIDN) into VMIS. Once the SIDN has been assigned, submit a Form 8633 to the IRS to obtain an EFIN. 2.2 IRS 8633 Application to Participate in the IRS e-file Program Once the SIDN has been assigned, submit a Form 8633 to the IRS to obtain an EFIN. Refer to IRS Pub 3189 regarding the current EFIN application process. It is highly recommended that one individual per District become the Responsible Official for all site EFINs in that District. This person can register on the IRS e-services website and easily apply for new EFINs or make changes to existing EFIN applications. Effective October 1, 2012, the IRS has discontinued the use of paper 8633s. New EFIN applications or revisions that require a Form 8633 must be electronic using IRS e-services. EFIN registrations may need to be updated from time to time, due to change of physical location and/or responsible personnel. Submit the updates as soon as possible to ensure that information is correct before the next software order is placed. When the IRS assigns an EFIN, enrollment in the CA FTB e-file program is automatic. No FTB 8633 is needed. (Note: any future updates to EFIN registrations are also automatically sent to CA FTB.) 2.3 EFIN APPLICATION OVERVIEW 1. State Coordinator approves a new site 2. State ADS assigns a new SIDN 3. ADS enters the site into the VMIS Site Listing 4. Time passes (days) 5. VMIS auto-updates the IRS database 6. Responsible Official enters a new EFIN application into IRS e-services 7. When the new SIDN is in SPECTRM, the SIDN can be entered into the EFIN application 8. RO can now submit the new EFIN application Page 12

13 3 EQUIPMENT This section presents an overview of policies and procedures concerning equipment used in conjunction with the AARP Tax-Aide program. 3.1 Inventory, Naming and Security Inventory The TCS is responsible for maintaining the master CA2 hardware equipment inventory using a spreadsheet format prescribed by AARP National Office. The spreadsheet should include all AARP and/or CA2 owned assets used by Tax-Aide, it does not need to include seasonally loaned IRS laptops or printers. Technology Bulletin dated February 29, 2012, provided a Data Collection Tool, an Excel spreadsheet and instructions for their use to meet the new data reporting requirements. The spreadsheet is also available in the Technology Hardware folder of the AARP Volunteer ShareNet. The new inventory is created by updating the existing inventory to current status then merging in computer data collected with the Data Collection Tool. While updating an existing inventory, verify that the number and order of columns up to and including the Custodian column is exactly the same as the format of the new inventory spreadsheet. If not, re-arrange and add/delete the columns as necessary insert a column, if necessary, even if that column contains no data. Finally, copy the existing inventory data to the State Inventory tab of the Excell spreadsheet. Once the existing inventory data has been copied to the report, the Data Collection Tool must be run on all AARP owned computers to collect machine readable data for the Inventory report. When run, the IDC tool generates a hypertext (XML) document containing data for the computer. The best procedure is to install the IDC tool on a flash drive and move the drive from computer to computer. The IDC will then append the data for each new computer to the existing XML document. When run, the IDC collects the following data Asset Tag (Manually entered when IDC run) Mfg Serial Number (Manually entered when IDC run) Processor Speed Memory Hard Drive Size Computer Name MR Manufacturer MR Model MR Serial Number OS Name OS Version OS Width OS Product Key Type (Windows 7 or Windows & Certificate of Authenticity label only) OS Partial Product Key (Windows 7 or Windows & Certificate of Authenticity label only) OS Product Key (Windows 7 or Windows & Certificate of Authenticity label only) Page 13

14 Once data for all computers has been collected it must be merged into the report. Detailed instructions for this begin on page 7 of the 2012 Equipment Inventory Instructions. After merging the data, verify the information in the following columns for all items. State always CA2 Category choices are: Desktop, Laptop, Printer or Projector (note that switches, cables, etc are not included on the inventory) Provider choices are: AARP or Donated (the Microns acquired in 2004 should be recorded as Donated) Mfg ID the manufacturer s name (i.e. Brother) Mfg Model the model number (i.e. HL-5140) Mfg Date Status choices are: OK (asset is functioning and meets Tax-Aide needs), NW (not working), EX (excessed, asset no longer meets program needs), ST (lost or stolen), US (Under Specifications) or RP (Replaced by National Office) Notes (Any notes relevant to the item) Custodial Volunteer ID the Tax-Aide volunteer ID for the current custodian of the asset Custodian the name of the current custodian Computer Naming All computers in a district should have a unique name and workstation number for several reasons. Having unique names and workstation numbers facilitates movement of computers between sites. If you are using a local network and a printer server to share a single printer at a site, the server must have a unique name to allow the remaining computers to identify the printer. Finally, the AARP TrueCrypt installer will automatically create TrueCrypt as a network capable installation. You should also install TaxWise as a network capable application. To do this, each computer in the district must have a unique workstation number. Special precautions concerning workstation numbers must be taken when creating clone versions of the TaxWise installation. Please refer to document TaxWise Clones and Workstations available in the Technology Software folder of the Volunteer Sharenet. Computers provided by the IRS depot come with a unique computer name already assigned. AARP computers should have a unique name created from the letter T followed by the AARP tag number. If loaner computers do not already have a unique name, coordinate with the owner to assign one. See section 6.2 for procedure to set names and workstation numbers Security On September 18, 2012, the National Technology Committee announced a change in policy regarding use of encrypted drives for TaxWise. The change was further defined during a telephone conference on September 19 th. It is now AARP policy that TaxWise Desktop for years 2009 and later does NOT require the use of an encrypted drive. TaxWise for years 2006, 2007 and 2008 still require encryption. It is AARP policy that TaxWise and taxpayer data cannot be installed on locally owned computers or removable drives. This data can only be installed on IRS loaner computers, AARP owned computers or AARP owned removable drives/flash drives. For locally owned or site loaned computers, use of a traveler drive is mandatory. Page 14

15 Utilities to install the TrueCrypt program and to change TrueCrypt passwords are available in the Technology Hardware folder of the AARP Volunteer ShareNet. These utilities will not be updated. In addition to the password for the encryption software, the logon to Windows must include a password; so there are two levels of password protection needed to access TaxWise. It is now required that TaxWise has different passwords for Administrator and individual users. TWO requires that each user have a unique user name and password. In no case should the logons and associated passwords be affixed to the computer or included in the carrying case provide them to each counselor and the local coordinator, who should carry them separately from the unit (a suggested method is to store them in their name tag case out of view from the clients). Laptops from the IRS depot come with Windows passwords and encryption already installed; the IRS uses the GuardianEdge disk encryption software. 3.2 Equipment donations to CA2 Refer to the AARP Policy Manual for specifics on donated equipment. This document is available in the Manuals, Policy & Procedures folder of the AARP Volunteer ShareNet. 3.3 Loss or theft Loss or theft of computers, removable storage media (flash drive, floppy disk, CD) and papers with taxpayer data must be reported immediately. 1. Inform your volunteer supervisor (LC or DC) about the situation 2. Call , ext or ext (during business hours), or /6027 (after hours), immediately (within 24 hours) if ANY computer containing taxpayer data is lost or stolen. 3. If the loss is the result of theft, call the local police to report the theft as soon as you realize what has happened. If a computer without taxpayer data is lost or stolen, the state TCS must be notified. Tell your supervisor so he or she can get the information to the TCS. If your supervisor is unavailable, call ext or (during business hours), or /6027 (after hours), and AARP Tax-Aide staff will make sure the appropriate notification is made. 3.4 IRS Laptops Refer to IRS Pub 4473, IRS Equipment Loan Program Welcome Package which was packed with the computers and IRS Pub IRS laptops are distributed by the IRS depot in Holtsville, New York. Refer to Contacts on Page ii. Page 15

16 3.4.1 Ordering IRS laptops are ordered using a consolidated spreadsheet, which is submitted for CA2 by the TCS. District orders should be submitted to the TCS using the same spreadsheet by the end of June see section 1.2. Accuracy is essential to ensure timely delivery. Control number reserved for AARP National Office use Did person receive laptops last year (Y or N) SPEC Territory completed by TCS Contact (means ship to ) first name Contact last name Contact telephone number Contact Street address #1 (P O Box is NOT acceptable as shipments are made via UPS) Street address #2 City State Zipcode Laptops Ordered Week to Ship 1 st choice Week to ship 2 nd choice Week to ship 3 rd choice Week to ship reserved for AARP National Office use Comments Shipment Once each order has been approved, the contact person should: Be advised by the local IRS SPEC office via US Mail of the number of units to be shipped Receive an automated phone call from UPS the day before delivery. Each laptop should come with: A power supply Windows XP Professional operating system loaded The prior end-of-year s federal (but not states) TaxWise loaded An external mouse A carrying bag Publication 4473 (IRS Equipment Loan Program Welcome Package) A packing list for each set of units in a package Each computer may also include a Cat V Ethernet cable Unpack the units and make sure they work before proceeding further, at a minimum: The battery should store the charge (battery should be charged for 24 hours before attempting anything else) The case and display should not be cracked or otherwise damaged Page 16

17 The display should be legible Check the information on the packing list against the units: Make any necessary changes to the document When you receive your Property Loan Agreement from the SPEC office, check it against the items received, sign and return in the envelope provided. Save the packing materials, as they will be needed to return the units to the depot. If any unit fails to operate, immediately report the problem via to the Enterprise Service Desk to obtain a replacement (see paragraph 3.4.5) Logon to IRS Laptops The logon procedure and passwords for IRS laptops are described in the cover letter received with the Property Loan Agreement. This year, the IRS has changed from SecureDoc to GuardianEdge disk encryption for hard drive security. There is an error in the Disk Encryption and Recovery paragraphs on page 13 of IRS Pub The new GuardianEdge disk encryption system requires both a user name and password on its log in page. Unlike past years, the new GuardianEdge software does not lock the computer after three log in attempts. Instead it enters a slowdown mode where the user must wait a minimum of one minute before another login attempt. A successful log-on resets the failure counter to zero and the next time you go to log-in you ll have the same opportunity to log-in three times before entering slowdown mode. The new security system won t cumulatively track your unsuccessful log-ins. The letter from Wing C So, Oakland SPEC contains a user name and password that can be used to log in to a locked computer. This should not be necessary. The best procedure is to train users to call for help after two consecutive failures to log in Updating IRS Laptops As shipped, IRS laptops will require updating before use. See 2012 IRS Laptop Tune-Up available in the Technology Hardware folder of the Volunteer ShareNet for detailed instrustions. The IRS ships laptops with the prior year version of TaxWise installed. To prevent conflict with the TaxWise version on the traveler drive, this copy must be removed Problem reporting/replacement When there is a problem with a loaned unit, report this by (NOT telephone) to mits.eues.enterprise.service.desk@irs.gov, including the following in the Subject line must start with VITA/TCE and include a short description of the problem Originator s name, telephone number and complete address Originator s AARP position (i.e. CA2 AARP Technology Coordinator for (name) District) Page 17

18 Complete description of problem Barcode(s) of the laptop(s) Best time to call and/or easiest method for communicating (if other than telephone) Generally the replacement unit will be shipped within a matter of hours via UPS, so that you have it in your possession in a day or two after the request. Use the packing materials to return the defective unit, which MUST be done as soon as possible Equipment return Pre-paid shipping labels for the return of the equipment should have been included with the original shipment. If they were not or if they were lost, the depot to obtain them Refer to IRS Pub 4473 and IRS Pub 3189 for return instructions. The original packing materials should be used to return the units to the depot; however replacements can be requested by if the originals are no longer usable. Incidental expenses related to the return shipment (i.e. packing tape, etc) are a category S expense. Make note of the serial number & asset tag of the units included in each package, and then indicate the UPS tracking number of the package. Check the UPS.COM site to verify that the IRS has signed for the package and keep this information for at least six months after the shipment was received. 3.5 CA2 printers/switches/routers/cables/wireless cards It is highly recommended, when feasible, that all sites in a district use the same printer model. This facilitates swapping units and allows procurement of a single type of toner cartridge. Section provides details for ordering toner. You need to ensure that you have a printer for each site (or shared between sites when feasible) and the necessary items (cables, switches, wireless cards, etc.) to connect the computers to the printer. With many new laptops and printers having only USB connection, the appropriate connectivity for sharing a printer is either (1) an Ethernet based wired network or (2) a wireless network see sections 8 and 9 for details on networking and printer setup. 3.6 IRS printers/switches/cables These are provided on a seasonal loan basis by the IRS Oakland SPEC, however CA2 volunteers may store the units locally between seasons to save wear and tear on the equipment as well as eliminate shipping costs. Currently CA2 does not have any printers on loan from the IRS Ordering The TCS will ask you for your district s seasonal requirements (net of any CA2 owned or locally stored IRS units) in early third quarter, using the following spreadsheet format: District name Page 18

19 Site if to be shared, enter Various Contact person s name and phone number Number of printers (each includes one printer cable) Model desired although there is no guarantee that this can be honored To be shared between sites choices Yes or No Number of power strips Desired pickup Comments this is where any comments about USB cables and/or switches should be included Delivery/return and certification For IRS equipment other than laptops, you will generally need to make contact directly with the IRS Oakland SPEC contact regarding delivery/pickup of the equipment, replacement of defective units during the season and return of the units at the end of the season see Contacts on Page ii. Any IRS loaner printers that are locally stored by CA2 volunteers require an annual certification at the end of the season this is accomplished by ing the Oakland IRS SPEC contact the bar code(s) of the units. In turn, the contact will acknowledge permission for the unit(s) to be locally stored Expendable supplies (Consumables Program) AARP National has a contract for purchasing selected toner products. Louise Kedziora has been designated as the CA2 point of contact for ordering GraceWorks consumables. She wants each district to appoint a single individual to handle ordering for that district. If you need toner which is not available from that source, it should be purchased locally (very often a website, such as tonerpirate.com) will offer the lowest price. Page 19

20 4 TRUECRYPT ON DESKTOP/LAPTOP COMPUTERS In addition to providing encryption security, the TrueCrypt installation utility automatically shared the P drive for networking. The National Technology Committee has announced that they will be releasing a FlashShare utility that will provide the same drive sharing capabilities as the TrueCrypt installation utility without actually installing the encryption software. A posting on the TaxWise Volunteer Operations Group bulletin board discussed a potential security problem if the FlashShare utility is used with no other encryption. A TaxWise desktop server requires that it be installed into and run from the root of a Windows drive, and that the drive must be shared on the client/server network with Full control by Everyone enabled. If this drive is a Windows residence drive (drive C:) this presents an unacceptable security exposure if the computer is ever connected to the internet. A side effect of the TrueCrypt installation utility solved this problem by limiting the data that was shared on the network to only the data contained in the TrueCrypt Volume. As noted in section 3.1.3, all versions of TaxWise Desktop used to prepare actual taxpayer s returns for years prior to TY 2009 must be installed on an encrypted drive. IRS loaner computers are shipped with encryption software installed. Although the use of TrueCrypt is no longer mandatory for tax years 2009 and later, it is still recommended for use in CA2 AARP and IRS computers that will be used in client/server networks should have TrueCrypt installed. Loaner and site owned computers must use traveler drives. If these computers will be used in a client/server network, they should also have TrueCrypt installed. An installation utility and instructions for installing TrueCrypt are available in the Security section of the Technology Hardware folder of the Volunteer ShareNet. This utility will not be updated, but is still adequate for Tax-Aide security. If TrueCrypt is installed on the c: drive of a computer, it should be set to auto-mount the encrypted drive on start-up. This is easier for the user than the TCStart/TCStop procedure. Current versions of Windows XP and Windows 7 will no longer allow AutoPlay to display a dialog that permits the user to start TrueCrypt. Instead, if TrueCrypt is installed on a traveler drive, the Window s AutoPlay function should be set to open the drive to view its contents. If the AutoPlay utility cannot be used to display the drive s contents, the counselors must be trained to start the Traveler drive by using My Computer or Windows Explorer to navigate to the traveler drive and double clicking the StartTravelerDrive batch file. Since the Depot computers normally mount the traveler drive as the E drive, a shortcut to the StartTravelerDrive batch file on the E drive can be added to the Windows desktop. AARP and loaner computers may or may not mount the traveler as the E drive; the user must determine the actual drive that is being used. A shortcut to the StartTravelerDrive batch file can then be added specifying the correct drive. Page 20

21 5 TAXWISE SOFTWARE TaxWise is produced by CCH Small Firm Services (CCH), formerly Universal Tax Systems ( UTS ) and is used under a license between CCH and the IRS. One copy is ordered for each approved/active EFIN. The IRS expects to see a certain level of e-file productivity (currently the target is producing 35 e-returns per year per EFIN). Each physical site must have a unique EFIN code see Section 2. The only current exceptions are the following, in which case the site can share an EFIN with a full-time site: The site operates on a scheduled basis but less than one full week (i.e. six days) during the tax season Service is provided on an on-call basis, by counselors working at a regularly scheduled site (e.g. service for shut-ins) Multiple sites that have chosen Exception 3 to permit transmitting under a single EFIN (This is not recommended in CA2). If a site produced fewer than 35 returns during the prior season, a waiver submitted by the State Coordinator will be needed to obtain software for the next season. In this case, the statement must indicate why the site fell below the number (i.e. rural location, few clients) and/or why the site expects to produce more than 35 returns during the coming season. If a site does not produce an appropriate volume of e-filed returns during a season, the IRS may cancel the EFIN therefore counselors, EROs and local coordinators should be reminded that using TaxWise to prepare returns that are filed on paper should be the exception, as those do not count toward the productivety number. 5.1 Differences Between TaxWise Online and TaxWise Desktop The following table highlights the differences between TaxWise Online and TaxWise Desktop TaxWise Online Installation: No installation required-program maintained by CCH Small Firm Services Update: Federal and State updates apply automatically Security: Taxpayer data stored at CCH Small Firms Services and not on individual computers or removable media Ease of Use: Easier to use computers at multiple sites. Login to Client ID to use. TaxWise Desktop Installation: Individual installation required on Computers/flash drives Update: Federal and State updates must be downloaded and manually applied to all computers/flash drives. Security: Taxpayer data stored locally or on removable media. Higher risk of security breaches if not properly handled. Ease of Use: Requires user to set up computer for use at multiple sites (multiple flash drives or Florida Clone). Page 21

22 Encryption: No encryption software required. Connection to TaxWise is encrypted and provided over a Secured Socket Layer. Backup: Backup of returns not required. Data is available with secured login credentials. Internet: High-speed required Prior Year Carry Forward: No preliminary steps, Prompted to carry forward data when creating a new return. Printing: Three pre-determined print sets available. Two user-defined print sets available Reports: Run reports from the TaxWise Support Site and TWO Report Server. Limited number of reports available for users. Client Letter: Limited client letters Training: Year-round training via Encryption: All taxpayer data is encrypted within the TaxWise Software. This includes Return files, proforma files and backup files. TaxWise running on AARP or loaner computers or on removable media should be running in a TrueCrypt vault. Backup: Manual backup and restore required for non-networked computers. Internet: Recommended Prior Year Carry Forward: Must restore data from the prior year and carry forward data prior to creating returns. Printing: Ability to customize all print packets Reports: Run Reports from the Reports menu inside TaxWise or from the TaxWise Support Site. Wider variety of reports available for users due to the ability for sites to create their own custom reports. Client Letter: Wide variety of client letters Training: Ability to use current year TaxWise Online from April to end of January. Ability to use latest software from late November to end of January. for current year, for new software. 5.2 Ordering Software Ordering Software for Either Desktop or TWO The TCS submits a consolidated order for CA2 in the late September/early October timeframe. Prior to submission, each TC will be asked for the following information for each EFIN/site. The information comprises a row of an MS Excel spreadsheet: Update (not used) Leave blank. Location District name. Site ID In the format S7305xxxx EFIN Site EFIN, see Section 2 for instructions on how to obtain. If Exception 3 will be used, leave blank so that e files can be transmitted using the transmitting site s EFIN. Transmitting EFIN Transmitting EFIN if using Exception 3. Otherwise, Site EFIN Page 22

23 Exception 1,2,3 Desktop only. Enter Except 3 if using the exception so that data for this site can be transmitted under a different EFIN. TWO Yes if you are ordering TaxWise Online, otherwise No Template Subscriber Leave blank. TCS will complete before submitting order. First Name First name of the person to whom the software will be shipped Last Name Last name of the person to whom the software will be shipped Site name Site Mailing Address 1 Street address of site Site Mailing Address 2 If needed City - Site State ZIP Shipping Address 1 Address of contact person. PO Box cannot be used Shipping Address 2 If needed Shipping City ZIP Order No Leave blank address of contact person Registration code Leave blank XMIT code Leave blank Telephone 1 Telephone number of contact Telephone 2 Alternate telephone number of contact or leave blank Customer type Always AARP/TCE Regarding Template Subscriber item above, it is the intention to have all CA2 TWO sites as subscribers to one main site, this way we will develop a State template that all site can use or modify for their local use Desktop Software Shipment Shipment of the software, via FedEx, occurs in mid to late November or early December. The shipment includes the following for each EFIN: one or more CDs a copy of the TaxWise User Guide documentation containing the registration code needed to activate the software for the specified EFIN and the Client ID The primary CD also includes various references in addition to a softcopy of the TaxWise User Guide TaxWise Online Shipment The designated individual will receive a Client ID and Reg Code by . They will also receive a TaxWise CD and User Guide in the mail. The CD should be used to install TaxWise on your computers/traveler drives. This version of TaxWise can be used for the Alternative Preparation Solution in case of loss of connection to the CCH servers, see paragraph The Reg Code received is only usable for TWO. Page 23

24 As with the desktop shipment, the CD includes various references in addition to a softcopy of the TaxWise User Guide. 5.3 Minimum system requirements for TaxWise 2012 Refer to the AARP publication 2011 System Requirements for All TaxWise Versions and IRS Pub TaxWise will NOT work on Macintosh computers unless the computer is running a Windows emulator. It will NOT work with Windows versions other than Windows XP (home or professional) with at least SP3, Windows Vista, or Windows 7. At this time, the National Technology Training Committee has not determined if TaxWise can be used with Windows 8. The minimum requirements published by CCH for running TaxWise on a standalone computer list a 2.0 GHz processor. This does not mean that slower computers will not work. If using a slower computer PLEASE DO NOT CALL CCH support to ask what can be done to improve performance. The answer will always be use a more powerful computer! CCH recommends a minimum of 1GB hard drive space per year of installed software. When used in a standalone installation, a 2 GB traveler drive is sufficient to install the current year s version of TaxWise along with three prior years. If you are using a client/server network with one flash drive supporting multiple computers, the drive size should be increased to at least 4 GB. Desktop TaxWise requires Microsoft.NET Framework 3.5 SP1 and.net Framework 4 Client Profile and Extended. Windows Vista (.NET 3.5 SP1) and Windows 7 computers already have these programs. If you are using Windows XP, you will have to use Add and Remove Programs in the Control Panel to verify that both are installed. If necessary, they can be downloaded from the Microsoft Support web site and installed. Computers being used for TaxWise Online should have a firewall installed, configured and running, as well as anti-virus software. In addition, additional security settings are required when any real taxpayer returns are prepared for printing using TWO. These settings are described in paragraph Using TWO for Training If you were a licensed TaxWise Desktop user last year, there is a training site available that you can logon to so you can try TaxWise Online. This procedure is summarized below. For additional information see Using TWO with a Desktop EFIN for Training in the Technology Software folder of the Volunteer ShareNet. The following process assumes that you are the person to whom the TaxWise desktop software was issued. If you are not that person, refer to the troubleshooting section at the end of the document. 1. There are two URLs that can be used for training: will give you access to the current (2011) version of TWO. This site will automatically switch to the 2012 version when it becomes available. will give you access to the 2011 version of TWO. It will remain available until the end of January, On the TaxWise Online login screen enter the Client ID associated with your desktop EFIN. Page 24