SITE COORDINATOR RESOURCES & TRAINING |
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How To's for Coordinators
Below is stuff I put together and information from Taxslayer. Hope it Helps!
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How to turn volunteers active/inactive and how to find their username--remember to limit volunteer access to Taxslayer when they are not working at a tax site.
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Deactivating a Return
I strongly suggest adding a note to a return that you completed-and for whatever reason you ant to deactivate it-- in case there are questions later. (for returns started in error--just deactivate) *Returns that have been e-filed and then rejected-- can not be deactivated (I change to paper-file and add a note) 
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How to Transmit a Return-- Check for Rejects and Validation Errors
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Option 1-Transmit Using Transmission Menu (Great for Bulk Transmitting) From Taxslayer Guide
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Option 2-- From Inside the Return (required for Amended Returns)
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After Transmitting-- checking for ejects and errors--making sure returns were not overlooked
Monitor your Taxslayer account to make sure there are no rejects, validation errors, or any returns that were NOT transmitted when they should have been.
How are you going to ensure that all prior year returns and 1040X Amended were filed? and accepted? these are so often overlooked--have a process in place to track.
Monitor your Taxslayer account to make sure there are no rejects, validation errors, or any returns that were NOT transmitted when they should have been.
How are you going to ensure that all prior year returns and 1040X Amended were filed? and accepted? these are so often overlooked--have a process in place to track.
Option 1--IRS Acknowledgement Report (there is a Federal and a State report) and VALIDATION REPORT (IRS preferred method)
*Generates for all returns e-filed so you can see the status.
IRS Validation report only shows the status of returns e-field since LAST TIME report was run.
Note: ONCE YOU RUN THE IRS VALIDATION REPORT--those returns move to "OLD IRS VALIDATION REPORT
*Keep this in mind when multiple people manage a site
**I suggest printing report if there is a return in question--once resolved--shred/delete report***
Validation Error--failed the Taxslayer to IRS hand-off; system check-usually a technical issue *never made it to the IRS"; example--entered 2 1099-LTC- IRS only accepts one (1) 1099-LTC for to be entered in an e-file, a return that is e-filed with two (2) or more will get caught up and never finished processing. Needs to be paper filed. This case it is more about technical stuff than tax/people stuff. Its system checks
Reject-- from IRS-return denied for processing-need to fix--made it to the IRS and failed some sort of check. ex: claimed kids already claimed, missing IP-PIN, Date of birth not matching info in IRS system, etc
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Monitoring Returns: There are many ways to monitor returns to make sure one does not get overlooked. Choose a method that works for you.
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These are Word documents so you can modify to fit your programs needs if you want
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Quality and Tax Alerts
for IRS Volunteer Programs irs.gov/individuals/quality-and-tax-alerts-for-irs-volunteer-programs The Alerts are intended for partners and volunteers who participate in the volunteer tax assistance programs sponsored by IRS. Each Alert highlights issues to watch for when preparing tax returns during the filing season at volunteer tax assistance sites. Alerts will be posted as they become available. **Make sure to share alerts with ALL your volunteers**
Better YET!! Register for Taxslayer Blog to receive alerts when they come out vitablog.taxslayerpro.com/category/quality-alerts/
Intake forms in other languagesForm 3911-Report Missing Payments
Fax #s and mailing addresses for Form 3911 -To Trace Missing Refunds and Stimulus Payments For Stimulus payments write EIP#__ Stimulus on the top of the page Click Here For Fax#s and information Reporting Data Breaches--read PDF 5455
Excel Spreadsheet Tax Returns-
For Returns from 1996-and on **use at your own risk! I find this resource very helpful as I have many clients who need older returns done. While Taxslayer now goes back quite a few years, I have had clients needing 2010-2016 done recently. This site has spreadsheets that go all the way back to 1996!!! Just read his disclaimer & double check everything! THe maker of these sheets has then saved on this site: https://sites.google.com/view/incometaxspreadsheet/home/download Thanks Glenn Reeves Please note: Form 8812 Additional Child Tax Credit is not part of the spreadsheet so you have to calculate it yourself and enter on the return. I just pulled the PDF from IRS.Gov and completed it myself. It is your responsibility to make sure the returns are correct--all credits they qualify for are entered, etc 
Excel Forms Excel Spreadsheets that generate tax returns from 1996-present day. Free Sign Language Interpreters (can be done over ZOOM)
I do not know anything about this service-check them out yourself How is Video Relay Service (VRS) funded? All VRS companies are compensated through the same Telecommunications Relay Services (TRS) Fund established by the Federal Communications Commission (FCC) under the Americans with Disabilities Act (ADA). Sorenson receives compensation from the TRS Fund for the number of minutes interpreted for VRS calls. https://sorenson.com/solutions/video-relay-services/?gad=1&gclid=CjwKCAjwm4ukBhAuEiwA0zQxkwMuNQdMW1Ah76fQDbLomOmnV_uKVFTVhhNsqlfZ4Hlg1e0jaALV7xoC2eYQAvD_BwE#signup?utm_term=sorenson%20vrs%20zoom&utm_campaign=&utm_source=adwords&utm_medium=ppc&hsa_acc=9583364229&hsa_cam=19885784562&hsa_grp=146098304383&hsa_ad=652482746376&hsa_src=g&hsa_tgt=kwd-1423803503669&hsa_kw=sorenson%20vrs%20zoom&hsa_mt=b&hsa_net=adwords&hsa_ver=3 
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Required Publications for Coordinators and assistant coordinators to review: (Click image to open the PUB)
Site Coordinator Test—Starting 2020 Site Coordinators & Assistant Coordinators have to pass a coordinator's. See the 2 Training sessions and PUB 5088 to guide you through the test.
PUB 5683 VITA/TCE Handbook for Partners and Site Coordinators --not available online as of 10-30-22. I will add below when it does come available (replaces the Publication 1084, Volunteer Site Coordinator Handbook and Publication 4396-A, Partner Resource Guide)
PUB4299 Privacy, Confidentiality, and Civil Rights
(also called Security Document) 
A guide to ensure the quality and accuracy of tax return preparation and consistent site operation. See below for samples of Site Review Forms
Be ready for Site Reviews-- Click the form's title to open a copy of the form so you can see what you are scored/reviewed on.
Form 6729-D Site Review Sheet This form is used to: 1) Measure site adherence to the Quality Site Requirements (QSR) and Volunteer Standards of Conduct (VSC), (2) monitor site operations, and (3) identify trends. Form 6729-C - Field Site Visit (FSV) -the form used when 3 returns are selected by SPEC rep for quality review You may want to sign up for:VITA Blog-- know when there are updates, system crashes, restarts, etc. Enter your email address on the right of the screen that opens: I Strongly suggest signing up for this one
https://vitablog.taxslayerpro.com/2019/08/19/release-notes-tuesday-august-20th-at-500am-et/ Jonlyn & Associates Inc, CPA's - monthly newsletter this always has something helpful--explains things in an easy to understand language https://www.jonlyn.com/ sign up on the left side of the screen--scroll down to find Newsletter sign up FANTABULOUS!! From AARP-Gold Standards for Quality Review--Great Resource!
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For those of you who do state income tax returns, here are some tips for completing state returns with Taxslayer. This document was created by Prosperity Now's Taxpayer Opportunity Network (TON)
Refund slips with appointment making and recruitment info on the back--always recruit!!! Made with Publisher, you can change the contact info on the back page to your program's. Link to Publisher
