The two websites work together, with links between each
other.
http://www.vita-volunteers.org
is this website, and available to the general public.
Most information is added by the webmaster; visitors can
enter information by signing the guest book, but do not
require an email address or registration.
http://groups.yahoo.com/group/vita-irs is a separate
website and mailing list provided by Yahoo!Groups. Its
purpose is communication among VITA volunteers. Yahoo!Groups requires an email address for electronic
communication, and a Yahoo! Id for web access. Only
members have the ability to send email to other members of
the group, and add additional updated information by
uploading files.
An EFIN (Electronic FiIing Identification Number) is a
number provided by the IRS to identify the site from which
Electronic Tax Returns are filed. The same EFIN can be
used for several computers in a site or sometimes even in
multiple sites.
However, an EFIN should use only ONE transmitting
computer for sending the Tax Returns to the IRS through UTS.
Though there is no technical restriction to transmitting
from multiple computers for the same EFIN, the practical
logistics of managing it may cause difficulties.
UTS/IRS uses the EFIN number to send messages when a
transmitting computer connects. If two
computers A & B transmit with the same EFIN number,
acknowledgements and messages for E-files transmitted
from computer A may go to computer B when computer B
connects. If the same person transmits from Computer A
and Computer B, this is not a problem. However, if
different people transmit from the computers A and B, the
transmitter from computer A may wonder why the
acknowledgements were never received, while the transmitter
on computer B may get acknowledgements and rejections for
E-files not sent from Computer B.
On the other hand, one computer can be used to transmit
E-Files for multiple EFINs. There is a special
procedure for doing this.
An electronically filed tax return will
have a DCN
(Document Control Number). The DCN includes the EFIN
and an additional Sequence Number (SN) to uniquely
identify a tax return. The EFIN identifies the
site where the return was prepared. However, if the
preparer EFIN is different from the transmitting EFIN, the
E-File will be rejected. To avoid headaches, and as a
practical matter, it is better to use the same EFIN for the
preparation and transmitting computers; otherwise, the EFIN
for the E-File needs to be changed on the Transmitting
computer.
The DCN is assigned when the E-File is created.
To make sure that SN are not duplicated, there are
several different solutions:
- Create E-Files only on the transmitting computer.
This means that the preparer will do all the checking, and
get the return ready to file, then transfer the return
to the transmitting computer. The problem here is
that the 8453 generated does not have the DCN
number on it a copy is given to the Taxpayer.
- Assign different SN starting numbers to each
preparing computer. This means the preparer
can complete the checks, create the E-File, and
transfer the E-file to the transmitting computer.
When the E-file is created, the 8453 already has the
DCN included. The starting SN for each
computer should be assigned by the transmitter for the
EFIN. A good policy is to assign starting SNs 100 numbers apart.
- Set up a Networked TaxWise system
in which the transmitting computer is also the
TaxWise server computer and all returns are stored
directly on that computer. Whenever a new
E-File is created, the next number in the sequence
is generated automatically.
Note that E-files do not need to have sequential
SN
numbers; they only need to be unique.
TaxWise is a commercial product for preparing and filing
U.S. Income Tax returns. It is the software system
that VITA uses to prepare computer generated and electronic
returns.
An E-File site is a site where one or more volunteers
with computers loaded with the TaxWise Software can
preparing returns on the computer rather than prepare it on
IRS paper forms. The computer could be, but does not
need to be, connected to the internet.
At an E-File site, the TaxPayer has the option of filing
an electronic return or a paper return. If the
TaxPayer chooses to file a paper return, the return can be
printed up and given to the TaxPayer for filing. If
the Taxpayer chooses to have the return filed
electronically, then a paper copy is printed out for the
Taxpayer, in addition to the paper work to file
electronically.
At the end of the day, all the returns to be E-Filed are
transferred to a transmitting computer from which it is sent
to the IRS. The transfer can be done using
diskettes.
Thank you for offering the use of your computer! It
must be a PC with operating system Microsoft Windows 2000 or
later. At this time, the TaxWise software must be
loaded into your computer and the registration information
assigned by the IRS VITA Contact or the Site Coordinator. Due to
licensing agreements and logistical considerations,
you must bring your computer to the IRS Building and get the
software installed in the computer. Please email
to
vita_coordinator@vita-volunteers.org to arrange for a
suitable time. Please remember that
E-filing means the ability to create E-files ready for
transmission to the IRS. Even though you have the
software on your computer, you are not authorized to
transmit returns electronically unless your computer is the
transmitting computer for the EFIN, and you are the
authorized transmitter.
VITA has a limited number of Windows
XP Professional laptop
computers with the TaxWise Software installed. The
computers are checked out on a site basis, and in very rare cases
on an individual or shared basis. Since demand for
these computers is greater than the number available, they
will be allocated by the IRS VITA Contact based on the
potential for the largest number of returns that can be
completed on them. Past experience showed that lack of
familiarity with the computer can cause computers to lock
up. During the busy tax season, it is hard to find
someone with time to reinstall the software, and the the computer is removed from service.
Computers may be assigned to people familiar with laptops who are knowledgeable about Windows
XP, and TaxWise.
This means you must have taken the TaxWise E-File 3 hour
training or have had prior experience with TaxWise.
The VITA E-File enabled designation is given to sites on
the basis of previous history with filing returns.
This means that someone there is at least one person with a computer on
site to do returns. By donating the use of your own computer
loaded with the software, you can convert your favorite site
into an E-File enabled site. Once the return is
prepared on the computer, it can be transferred to a
transmitting computer by diskette. Some taxpayers
prefer to file paper returns, so any returns filled using
the software can be printed and given to the taxpayer.
Certainly! Not all Tax Preparers are familiar with
or trained in TaxWise. Many experienced VITA
volunteers are very productive and comfortable filling paper
returns, and many TaxPayers are not comfortable filing
electronically. However, as computers have become such
an integral part of everyday life, and as the tax laws have
become more and more complex, it has become harder and
harder to prepare any except the very simplest returns on
paper.
Remember that the data from paper returns are entered
into the computer by the IRS, and that in the data entry
process there could be mistakes. Returns transmitted
electronically are checked by the IRS computers for
consistency, and any errors can be quickly resolved.
Refunds are also received faster for electronic filing.
Any errors found on the E-File gets bounced back to the
transmitting EFIN computer; the transmitter must then
contact the Taxpayer to resolve the issue and send the
corrected E-File, or have the Taxpayer send a corrected
paper return.
Because of privacy reasons. This website is open to
all visitors and search engines and spiders that gather
email addresses for the purposes of Unsolicited Commercial
Email (also known as spam). We certainly don't want
our volunteers' email addresses to be spammed! In
addition, we do not want strangers calling up the
volunteers. Email and phone numbers are
available to site coordinators on a password protected site.
Remember that there is usually a long line of people and
not enough volunteers to help the taxpayers. There are
some volunteers who welcome the opportunity to do tough and
complex returns. The Webmaster recommends trying to
help people needing help. Examples of tough
situations:
- A taxpayer comes in with early retirement
distribution and stock sales because of job loss.
This is clearly a complex return (with a Schedule D).
Since the taxpayer is unemployed, where possible they
should be helped. The important thing to be sure
is that the volunteer is able to help the taxpayer; if
not, it is better to point the taxpayer to a more
experienced volunteer or to a different site.
- A taxpayer comes in with a simple return (one W-2,
single, no deductions) with income of $80k. This
taxpayer is clearly outside the general guidelines for
being helped. However, it is likely that the time
taken to prepare this return is very short, and you
will be doing a public service by pointing out that
- it it likely that the California
State Tax withheld plus the CASDI will make it
advantageous for them to itemize their deductions
- the taxpayer should read up on tax
rules for the own self-interest
- the taxpayer should consider going to
a paid tax preparer
- A taxpayer comes in with returns that need to be
filed for one or more past years. If the
volunteer has the forms and or the software for the
previous years' returns, there is no problem helping
them. If tax is owed, there is no
time limit on how far back to go to file tax returns.
Most volunteers will not be able to help such a
taxpayer. However, there are some volunteers who
are experienced and willing and able to help such
taxpayers. A list of such experienced volunteers
is available.
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