Administering and Managing TWO

1. Administering and Managing TWO 79 sites – 77 using TWO

2. Do you know how to login? The first time user “admin” logs in the password is the 20 digit registration code (all caps with hyphens)

6. Who are Administrator users? Could be TC, ERO, LC - anyone • ADMIN user • Any user given the role of Administrator

7. ADMIN user • ADMIN is the name of the “original” TWO user – that is, ADMIN is the only program user when a Client ID is assigned. • ADMIN is the user to first open the new Client ID (by logging in). • ADMIN initially uses the Registration Code as the password; later it can be changed to an 8 character password. • ADMIN must accept the CCH License Agreement for each tax year to open that year’s program for tax preparation. • ADMIN creates additional users and assigns user roles.

8. What do Administrators do? 1. “Build” the program using: a. Manage Users b. Settings c. Return Templates 2. “Repair” the program using: a. Delete Returns b. Clear Sent E-files c. Restore Deleted Returns d. Move Returns

9. Building Tools Repair Tools

11. Suggestions? Suggest - Local Coordinator’s email address Active = check in box; Inactive = no check in box Return Preparer = pre-certification SuperUser = after certification Administrator = 3 per site Interviewer = not used Template Manager = admin only Reviewer = QR Efile Manager = ERO only

12. “Add/Change Admin Message”, for users locked out:

13. Are we good so far?

18. Still good?

19. Return Templates Screen

20. “New Return Template” window: Choosing an existing template to modify simplifies creating a new template – using the Master Template is not recommended

21. “Assign Return Template” window: Choose the template that is to be assigned Check the boxes to identify who will use this template to prepare future tax returns

22. How are we doing?

23. Repair Tools (on TWO Home Page)

24. This screen lists all submitted e-files, not yet acknowledged and is only completed when requested by CCH. This tool is rarely used.

25. Screen lists all returns in the database. “Move Returns” removes the identity of originating user, replacing it with new user’s identity. Select a user; select returns; click “Move”; wait; click “Close”

26. CLIENT LETTER (OPTIONAL)

27. Login to TW13 Training with ADMINprivileges Name your template Select Create

28. Make any desired changes to the Client Letter in your Word processor. • Highlight the entire letter. Copy to the clip board. • Return to your Client Letter Template and paste. • This puts the client letter in your list of client letters and can be selected when the return is completed.

29. Any other admin duties we need to talk about?

30. Managing TWO and the ERO

31. ERO Primary Duty Electronically file Federal and State tax returns with the IRS and State tax agencies using TaxWise™ software (TWO) once returns are Quality Reviewed

32. Responsibilities Establish a process to insure all returns are promptly submitted Track status of all returns from creation to acceptance Receive return acknowledgments Ensure all rejects are promptly corrected & accepted, or converted to paper returns

33. UseActivity Reporting/ Quality Review ERO Tracking Log Use the ERO Tracking Log to track status of federal and state returns, questions asked, paper returns or pending completion ERO Tracking Log is available on Sharenet (Search on “Activity Log”) Site can modify the form if needed to meet local needs.

34. ERO Tracking Log

35. ERO Tracking Log

37. Return Stage Return Stagein TaxWise can be helpful in tracking return status Return Stage –Can be helpful in keeping the ERO informed on the status of each return All volunteers can update the Return Stage each time a return is changed

38. Return Diary Information • Taxpayer Diary new last year • Used to provide information on in process returns

39. E-file Process Quality Reviewer validates return, creates e-file(s) and sets Return Stage Complete ERO Tracking Log to see that all completed returns are accounted for

40. Now Wait Federal and state acceptance estimated timeframes 15 – 60 minutes – Federal returns Time varies for State returns Review acceptances/rejections – If using ERO Tracking Log, update Correct rejects Provide feedback to all counselors

41. State Returns State returns submitted together with a Federal will be held (Desktop or TWO) until the Federal Return is accepted After Federal acceptance transmit State – Preferred State returns can also be submitted on their own by checking [unlinked] on state return

42. A Return Was Rejected! Correct error New 8879 signatures needed if : SSN or name changed Change in total income or AGI is $50 or more and…. Change in total tax, federal tax withheld, refund or amount due is more than $14 Advise taxpayer of change and provide a corrected copy If cannot be e-filed, convert to paper The taxpayer must mail the return Provide feedback to counselor, quality reviewerand LC

43. ERO / MANAGING TWOQUESTIONS???