Click here to launch the 2019 VITA Awareness Day toolkit.

This year also celebrate’s the 50th anniversary of the VITA.

Below are the bullet points from our opening presentation at the beginning of the All Partner call today.

• We received print approval from MA and the “Do Not Mail” strips were removed from PDF’s
• Web Reports should be current by Monday, March 4^th
• Sites using FSA links for taxpayer self-prep need to make sure to refresh the URL between taxpayers to make sure their clients are creating their initial accounts using the correct URL
• We are working to update the items from the Suggestion Box so we can start adding new items in March
• We will have a short maintenance window on Thursday, March 7^th at 11:00pm EST

Below are bullet points from our opening presentation at the beginning of the All Partner call before opening up for Q&A from the field.

• Discussed the challenges we experienced with the software on February 5^th, 11^th and 12^th
• We currently have web reports turned off so we can make sure they are optimized and do not have a negative impact on the system.  We hope to have them up soon, possibly after our maintenance window on Sunday.
• If you do get an unexpected error at any time, we strongly recommend you close the browser (not just the tab) and start a new instance of the browser.
• Watch the blog for state announcements regarding delays in acknowledgements and rejects
• The “Back” button is once again available at the state level, replacing the “Cancel” button
• Still getting some IRS 905 and 202 rejects.  If something changes with your EFIN, you need to notify your SPEC RM and TaxSlayer support rather than just changing it in the software.
• If your site is experiencing slowness loading the list of customers on the Client list page, you can go to Office Setup and lower the number of returns to display from 999 to something lower.  This will change your client search to only display the last 100 returns instead of all returns.
• The error links on the e-file page now take you to the error
• Selecting the Ready to Re-transmit button on the submission page in the e-file section when working rejects will automatically add the return to the transmission list.

The following are questions and corresponding answers that we received on the Partner Call that was held on Thursday, February 1st.  We are posting the ones that are most applicable to all sites.

Q: We are seeing PA Local Return issues with wages not carrying from Federal entry nor performing any calculations.

• We have asked this volunteer this volunteer to e-mail [email protected] with an EFIN and last 4 so we can review.

Q: Do rejected transmissions that are resubmitted stay as rejected until the accepted ack comes back?

• Yes, when rejected returns are resubmitted for processing, their status will not change until a different acknowledgement is returned (an accepted acknowledgement).

Q: How long do transmitted returns that have been stuck take to get their ack once issue is resolved?

• When stuck transmissions become “unstuck”, it can take up to several hours before a site may see acknowledgements because the queue requires time to release the number of returns that may have been stuck.

Q: Recommended browser to use?

• We personally use Google Chrome (Kim and Craig) but we always recommend to volunteers to use the latest version of their preferred Internet browser.

Q: Update on 2015 returns issue when trying to access E-file?

• This is reported as Issue 2705. It is currently being worked and we have asked that the priority be updated with development for a quicker resolution. Once fixed, it will be posted in our Release Notes on the VITA/TCE Blog.

Q: Reject Clients number not lowering when fixing returns?

• As returns listed in the Reject Clients menu are corrected, resubmitted, and accepted by the IRS and/or State, they will be removed from the Reject Clients menu.

Q: ETA on web reports (Management Reports) being turned back on?

• We do not have a specific ETA as our engineers and IT staff continue their investigations, but we are hopeful, web reports will be turned back on soon.

Q: Federal 1099-R information not transferring to MI, Schedule 1?

• We asked this volunteer to e-mail [email protected] with the EFIN and last 4 of a return that we can further review.

Q: When will printing MA returns not include the water mark “Do Not Mail”?

• Each software vendor must have their forms approved by each state for paper filing. Until these approvals are received, vendors must watermark their forms. Once we receive forms approval from MA, the watermark will be removed from the PDF’s.

Q: Issues with Transmissions from Transmission Menu not filing every return marked for e-file?

• This is specific to attempting to file returns using the limited return view per page. We recommend they expand the Transmission menu to show 100 returns per page. We have also opened Issue 2620 to review the root issue.

Q: Why do Print Sets not show EIN for 1099-R?

• We have asked this volunteer to contact support at [email protected] to provide additional information related to their question. We also noted that the Quality Review print set available to all sites includes the 1099-R and also includes the EIN.

Q: Status on Issue 2480 with MFS question being added back to the software?

• Issue 2480 is currently being tested within our pre-production environments. Assuming it passes all levels, the fix could be pushed live as early as Monday, February 18^th (note: not a hard delivery date).

Opening comments (TaxSlayer)

• Electronic Filing opened on Monday, January 28th
  • Federal acknowledgements are taking around 30 minutes
  • State acknowledgements will take longer…most states do not consider them late until after 5 days
• Reject Code R0000-019
  • This was resolved in a software update, open the return and resend
  • Link to Blog Article
• 11 states where the state return received a validation error due to the federal SIDN not carrying to the State SIDN field
  • All sites have been notified via email
  • Link to Blog Article
• Send State Only returns is on
• Reporting potential defects
  • If calling support, be in front of the computer
  • If emailing support, need the EFIN/SIDN and last 4 digits of the SSN, along with a detailed explanation
    • [email protected]
  • DO NOT submit a defect via the Suggestion Box
• All orders received by the IRS has been processed
  • Orders are processed on a daily basis when received
• Instructions if the site admin changes and they need to setup their login credentials
  • Link to Blog Article
• EFIN Changes
  • DO NOT just change the EFIN in the software, this will result in IRS Reject 202
  • Submit the change in writing to TaxSlayer support and your SPEC Relationship Manager
    • Must be approved before TaxSlayer can make the change

Questions and Answers received during the call:

Q: Has the Federal Direct Debit issue been fixed where the date of filing was being included in the transmission instead of the requested payment date?

• Yes, the fix went live as of 1/31/2019.
• Link to Blog Article

Q: 1099-R issue with carryforward showing numerous irrelevant 1099-R’s that do not belong to the TP/SP. Have you heard of that?

• We have previously opened Issue 2527 and is actively being worked by development
• Suggestion:  Uncheck the extra 1099-R’s while you are on the Carry Forward Data page, this is a much faster resolution than deleting the actual 1099R’s from inside the return.

Q: How do I go about getting our FSA sites and Traditional sites linked together when ordering?

• Please refer to your SPEC RM to assist in entering them into IRS system to appropriately provide to TaxSlayer. They will be listed together within the IRS ordering system.

Q: Getting “Do Not Mail” on a Federal Print Set. How to remove that watermark from Federal returns?

• This is intentional on the Taxpayer Copy Print Set. Per IRS regulations, to save paper when stacking the new 1040 and new schedules, they must be watermarked so they are not inadvertently paper filed by the Taxpayer.

Q: How to remove preparer name from Federal and State Returns?

• There is a checkbox in Configuration>Office Setup to hide preparer name

Q: Processing returns with EITC/CTC to issue refunds. When does that begin?

• Generally, these returns will not be processed by the IRS to begin issuing refunds until February 15^th.

Q: Update on Health Insurance Coverage/exemption checkbox issue?

• This was reported as Issue 2230 and is currently in development to be resolved. We do not have an ETA at this time.

Q: How to access Suggestion Box?

• The Suggestion Box is available when logging into your site from the left-hand navigation menu. Please note the Suggestion Box is to only report enhancement ideas related to the software and NOT to report bugs/defects.

As SPEC continues its efforts to help more taxpayers in rural communities, the RM & partner success stories are building too. The goal is to share as many of these stories as possible, with the premise that they may possibly help others expand their reach in rural areas.
Here’s a rural success story from Tax Consultant Cassel Pulliam. 

Describe your geographic area and current partnership base.

I serve the state of West Virginia, which is one of the most rural and lowest per capita income states. The Eastern Panhandle of the state has two distinct cultures. One side of the mountains has been developed into suburban Washington, DC, and the other side remains sparsely populated with a mixed economy of agriculture, light industry (e.g. poultry processing and hardwood manufacturing), and tourism. The sparsely populated rural counties have been without VITA/TCE service for several years.

How did your success story begin?

In the fall of 2017, AmeriCorps placed one member in each of our seven multi-county regional coalitions. Cheryl Teller, a volunteer who had many years of experience as a volunteer for both VITA and AARP, was placed in the Eastern Panhandle. Fortunately, Cheryl was on a mission to grow VITA in the Eastern Panhandle.

What steps did you take next?

Often, you either do the work or provide support to those who do the work. Sometimes you find yourself just trying to keep up. In this case, it was the latter. I met with Cheryl in the early fall to discuss the challenges we faced and determine where I could be the most help. My POD is in Charleston, which is a five-hour drive from much of the Eastern Panhandle. In Martinsburg, WV, you are closer to five state capitals than you are to Charleston. That makes for a different dynamic.

How long did it take you to work this opportunity?

Cheryl spent the next four months crossing the mountains, meeting with community leaders and potential volunteers. She recruited several partners, both traditional and FSA. Eastern West Virginia Community Action Agency, in rural Moorefield, WV, prepared returns at their office and occasionally at two VFWs and a public library. This coming filing season, they will be moving their office to a public library with more room. Cheryl also worked with her two sons and their friends to open, what I believe to be, the first high school VITA site in West Virginia.

In your opinion, what were the key actions that made this turn out successfully?

The key for this success story was the awesome collaboration between IRS and the partner. Working with Cheryl, an experienced, motivated volunteer, I was able to educate, strategize, suggest and support her efforts.  But the commitment and energy that Cheryl brought to the table made all the difference.  For her, VITA/TCE is truly more than a program or even a cause; it’s a calling.

What advice would you give to fellow TCs/RMs to gain additional successes?

Sometimes a good thing falls in front of you. When it does, you must recognize and nurture it. Develop a shared vision; provide support in every way possible; and step aside until needed.

Any other information you’d like to add:

Cheryl, her husband and family are returning to Alaska. Our new challenge is to maintain and build on the foundation she laid in the Eastern Panhandle.

Here’s a rural success story from Tax Consultant Gail Bonilla 

Describe to us your geographic area and current partnership base.

I cover the state of Hawaii, which includes Maui, Hawaii, and Kauai islands/counties that are rural. Goodwill Hawaii is located on all these island/rural areas and has VITA sites on each.

How did your success story begin?

Goodwill Hawaii is a valued VITA Grant partner. They have sites on Maui, Kauai and two on Hawaii islands. I’m grateful that they actively seek growth in these rural areas.  Due to limited volunteers and space, they are always open to trying new options. I took the opportunity to promote the use of trying “drop-off and fusion sites.”

What steps did you take next?

Initially, after sharing these options, they were not sure they wanted to use the fusion option, as they were not familiar with how the TaxSlayer URL worked. And, the drop-off option was a new concept, which meant a different process would have to be established. After sharing success stories and best practices, they became more open to these options, realizing this could compliment their traditional VITA and assist with the challenge of having limited volunteers. Working with the new VITA coordinator, we completed the drop-off agreements and requested TaxSlayer URLs for their rural sites to become fusion sites.

How long did it take you to work this opportunity?

Our discussion began in 2016 and continued in 2017. In October 2017, they provided the site’s names for the fusion option, and in January 2018 they completed the drop-off agreements for their selected rural sites.

In your opinion, what were the key actions that made this turn out successfully?

I was fortunate that Goodwill Hawaii was open to the ideas I presented. It also helped that their new VITA coordinator for the 2017 tax year recognized the benefits and value of offering the drop-off option and promoting the use of a FSA fusion kiosk using TaxSlayer URLs.

What advice would you give to fellow TCs/RMs to gain additional successes?

Don’t give up on promoting new program options.  Even if they initially say no, they may say yes, the next time you ask.  Be sure to promote the benefits of the choices you are sharing, such as fewer volunteers will be needed to complete the return prep services, and how providing these options offer more choices for taxpayers.

Any other information you’d like to add:

During this initial year, they had more than 50 FSA fusion returns accepted and each site saw growth with traditional VITA. Their growth is due to hard work and being open to alternative options for return prep services in their community.

A TC’s success story – One good lead turns into many

With the quest to continue serving and expanding its reach to more taxpayers, SPEC is looking to stretch as far and wide as possible. Yes, it’s all for underserved communities, but more specifically the rural communities. There are taxpayers in rural communities without our services within an hour commute. There is still opportunity SPEC 4.0 watch us grow.

Many of you already have partners doing great work in rural communities across the country. Our goal is to share how these partners are successful and how you are helping them reach those successes. The possibility of gaining new ideas to help you and your partners can be endless.

Whether you have a partner that can possibly expand their current services to more taxpayers or if there is potential for new partnerships, starting with the basics of relationship building can be the key.

We asked Tax Consultant Brian Soloman to tell us about his recent partner success story. 

Describe to us your geographic area and current partnership base.

My post of duty is in Traverse City Michigan, which is in Area 2’s Detroit Territory. Most of my partners are rural due to where I’m located. I have a very strong coalition base that I’ve been working with for several years. Our relationship is very solid and I feel confident in saying that our value and trust in each other lends to us knowing we can depend on each other.

How did your recent success story begin?

Late last summer I received a call from the director of my statewide coalition with a great lead. He shared with me that the United Way of Roscommon County was interested in the VITA program. I knew the lead was solid but once I spoke the contact point I also learned the deal was not as simple. The United Way contact needed help with selling the program among board members and the other organizations they wanted to bring on board to help with administering the program. This included local colleges, libraries, commission on aging etc.

What steps did you take next?

I knew I needed to show how there was an actual need for the services in this designated community. And, that they could successfully work the program. This is when I put my consultative skills into action. After assessing what steps I needed to take, I went to The Point and proceeded to pull SPEC market segment data, by county and gathered the low income portion. I shared with the potential partner how there was a huge need for free tax prep services in the area and what the benefits would be for their community if the services were made available. I simply presented them with the facts and showed them the numbers.

How long did it take you to work this opportunity?

It took a few months to convince them that they could do it. But after several months of discussions, answering lots of questions and walking them through the Site Coordinator Handbook from front to back, there was confirmation of not only a new partnership (United Way Roscommon County) with one new site, but an actual total of eight new sites. There are three libraries, a college, a state workforce development group and three commission on aging groups. Brian took this lead, working it 100% remotely by phone, and now has eight new sites in a rural community that really needs the help.  

In your opinion, what were the key actions that made this turn out successfully?

I think partly due to the relationship I have with my coalition director. He trusted me enough to share his solid lead with me. But after that point it was officially in my hands to work. I diligently worked to provide them with all the answers they needed to make their decision and thankfully it turned out to be positive for everyone.

What advice would you give to fellow TCs/RMs to gain additional successes?

Many are probably doing this already, but if not, I would recommend following the four actions I generally use:

1. Work and manage your relationships;
2. Use all available tools at your disposal– i.e. the SPEC market data;
3. Always include a “what’s in it for them” approach; and
4. Share any success stories from other sites

A TC’s success story

Universities and colleges can equal rural success

As SPEC continues its efforts to help more taxpayers in rural communities, the RM and partner success stories are building too. The goal is to share as many of these stories as possible, with the premise that they may possibly help others expand their reach in rural areas

Senior Tax Consultant Kenneth Brown shares his Southwest Georgia rural success story 

Describe to us your geographic area and current partnership base.

I am a Senior Tax Consultant, managing one of the larger coalitions in the Atlanta Territory. Working in the Savannah, GA POD, I always get to use my consultative skills to create new partnerships and promote free-tax preparation in our territory. Our small team work actively together in our rural areas to increase productivity and support.

How did your rural success story begin?

I received a call from a former partner at the local university, extending an invitation to come to a “Meet the Firms” event.  During this event, we had the opportunity to market VITA and other free-tax prep options to more than 40 local firms. Coincidentally, we had a scheduled meeting at the university for the next day and took the liberty to invite some of the employers who were at this meeting to come to our meeting. During our meeting, we targeted three rural locations:  Valdosta, Albany and Tifton, Georgia. All three rural areas have universities who ultimately agreed to train their students to become certified for the upcoming filing season.

What steps did you take next?

We began the process to successfully set up sites remotely and face-to-face. We obtained EFINS, ordered software and certified student volunteers at two locations.

How long did it take you to work this opportunity?

It took two months during the pre-filing season to prepare the partners and sites to be ready for the filing season.

In your opinion, what were the key actions that made this turn out successfully?

The collaboration with a current VITA partner was a key element. That relationship allowed us the opportunity to host a meeting where we shared best practices and economic impact data (EID) for all three communities. Using information directly from SPEC’s return database, E-file, and TaxSlayer Reports allowed us to show attendees key information such as refund data in their areas, including EITC dollars. We also shared the potential savings of tax return preparation costs when using our free tax prep services. Presenting this information sparked an interest with the attending professors, and they agreed to share this information at their community meetings. Also, two of the universities agreed to incorporate VITA into their class curriculum next filing season, to ensure they will always have a pool of certified volunteers.

What advice would you give to fellow TCs/RMs to gain additional successes?

Many of the universities and/or colleges have programs or career days where 30 to 40 employers are invited. TCs/RMs can check with their local colleges or coalition partner to determine if they can participate in these outreach sessions to market the free-tax programs.

Any other information you’d like to add:

Coalition building in rural communities is essential.  Beginning with the colleges and universities is a great start to build your program and volunteer base. If not already established, this will be a great time to work on a partnership with the colleges, universities and employers in the rural communities and other locations.