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TRANSMITTER (ERO) TRAINING

TRANSMITTER (ERO) TRAINING. The ELECTRONIC RETURN ORIGINATOR (ERO) is the Transmitter in Tax-Aide. ERO QUALIFICATIONS. Must have a working knowledge of personal computers, software, and electronic communication systems

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TRANSMITTER (ERO) TRAINING

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  1. ERO TRAINING TRANSMITTER (ERO)TRAINING The ELECTRONIC RETURN ORIGINATOR (ERO) is the Transmitter in Tax-Aide

  2. ERO TRAINING ERO QUALIFICATIONS • Must have a working knowledge of personal computers, software, and electronic communication systems • EROs are required to be certified Tax-Aide volunteers. This allows the ERO to correct a rejected return (its important this be done in consultation with the counsellor from that site. • Must become proficient with the IRS-supplied tax preparation software.

  3. ERO TRAINING TAXPAYER DATA SECURITY – TOP PRIORITY • Taxpayer data must be encrypted • Protect Taxpayer Information • Secure Computers • Remove taxpayer data from computers as soon as practical • By April 30th taxpayer data must be deleted and purged from all computers, personal or loaned

  4. ERO TRAINING ERO TRAINING MORE CRITICAL THAN EVER • Technology requirements increase every year • Protection of taxpayer information continues to be prime concern • Computer setup requirements more complex • Networking and Tax Wise On Line

  5. ERO TRAINING TRAINING OF EROs • TRS is responsible to make sure that the lead instructor in each district understands that it is his/her responsibility to work with the DC and TC to determine the process for training EROs. • TCS is responsible for training TCs • In some districts training may be conducted by instructors with support from TC and in other districts the TC may conduct the training supported by instructors.

  6. ERO TRAINING ERO TRAINING CAN VARY • Returning EROs only require an update on changes for the season. • New EROs require more extensive training • PLUS • An experienced ERO to support hands-on training and act as a mentor throughout the filing season.

  7. ERO TRAINING EROTRAINING OVERVIEW • This overview is designed to cover the essential control concepts for returning EROs • The specific power point presentations on the next slide are available on the Resource CD and the extranet for more detailed presentations for new EROs

  8. ERO TRAINING ERO TRAINING MODULES • Module 1 – Site Operations • Module 2 – Getting ready to transmit • Module 3 – The Transmit process • Module 4 – Acknowledgements • Module 5 – Reports • Module 6 – State and Federal Updates • Module 7 – Utility Program • Module 8 – Troubleshooting & Best Practices • Module 9 – Post Season

  9. ERO TRAINING ERO SUPPORTING DOCUMENTATION • Pub 3189 – “Volunteer e-file Administrator Guide” • AARP Tax-Aide Training Guide • AARP Tax-Aide Tech Management Guide • TaxWise 2007 User Manual • IRS Pub 1345 Electronic Filing Handbook • IRS Pub 1345a – Filing season supplement for authorized IRS e-file providers

  10. ERO TRAINING IRS Publication 1345 • Handbook for Authorized IRS e-file Providers of Individual Income Tax Returns • Rules and regulations • Dos and don’ts • Last revised 11/04

  11. ERO TRAINING Appendix A to Publication 1345 • Filing season supplement – Seldom used • Now only electronic copy • Download from irs.gov • Latest version 12/05 • Error Code explanations

  12. ERO TRAINING ERO MAJOR RESPONSIBILITIES • Coordinate w/site manager to set procedures • Restore returns • Transmit returns • Get acknowledgements • Assure protection of tax payer data • Important to consult with a counsellor at the site to fix rejected returns & retransmit • Do not email returns outside TaxWise system • Update computers to latest major TaxWise release • Record keeping • Disposition of equipment at end of season

  13. ERO TRAINING COORDINATE WITH SITE MANAGER – SET PROCEDURES • Use Tax-Aide Site Sign-in Sheet • Only one Transmitting PC per EFIN • ASSURE SEPARATE BLOCK OF DCNS FOR EACH PC OR SERVER (FOR LAN) • ASSURE SIDN AND DATA RETENTION ARE IN DEFAULTS • Establish process for updating computers

  14. ERO TRAINING COUNSELOR DUTIES • Prepare tax return for taxpayer • Create E-file which assigns DCN • Backup all returns at end of day • Give daily Log and Backup File to ERO • Give Forms 8453 & 8879, W2s and 1099Rs to ERO as applicable

  15. ERO TRAINING EFIN TRANSMITTING • One transmitting computer per EFIN for entire season • Must use Encrypted computers for transmitting • Acknowledged returns must be maintained until end of season

  16. ERO TRAINING TRANSMITTING FOR MULTIPLE EFINS • Must have TCS order EFIN with TRANSMISSION CODES for additional EFINS • EFIN Set used all season • Same Computer all season

  17. ERO TRAINING PREPARE TO TRANSMIT RETURNS • Restore returns to transmitting PC • Assure that every entry on log matches returns on backup, and 8879s with attachments are provided as needed • Suggest using Return Stage to identify returns to be transmitted • Establish Internet or Dial-up connection

  18. ERO TRAINING

  19. ERO TRAINING TRANSMIT RETURNS • Select Federal and State Returns for batch • Check DECLARATION CONTROL REPORT (DCR) • Indicates whether each return is Federal or State • Indicates whether return signed with PPIN or SSPIN • Check for duplicate DCNs

  20. ERO TRAINING CONTROL FOR TRANSMITTING RETURNS • Assure that DCR data matches Log Sheet • Some returns may be listed as errors • Some returns may not be listed • If so, do NOT transmit • Go back and correct problems, then process again • If DCR correct, print DCR, then transmit the batch to UTS

  21. UTS UTS UTS transmits returns to IRS via FTP protocol Form 1040 Processes e-file and DB info Batches returns for IRS Service Centers ERO transmit returns to UTS EFC Batch is received by IRS IRS checks returns for various errors Acknowledgement files are generated IRS drains returns Midnight & Noon Ack files posted to IRS Systems & Transmitters Ack file split & distributed to EROs Ack File received and processed by UTS Life Cycle of an E-file

  22. Is Return Accepted? ERO receives & processes Ack files ERO corrects return and re-creates e-file YES NO ERO completes return processing IRS sends info to MasterFile for posting & refund processing Paper Check processed & printed for mailing on 15th day Direct Deposit sent via ACH for posting on 8th day IRS drains accepted returns Thursday See Pub 4012 for actual dates for direct deposit and check mailed dates S 22

  23. ERO TRAINING GET ACKNOWLEDGEMENTS • Get ACKS or Receive ACKS after another Transmit • IRS Acknowledgements – lists accepted/ rejected • State Acknowledgements – lists accepted/ rejected • Print ACKS and details of any rejects • Check off accepted returns on Log • Assure every Federal and State return is accounted for

  24. ERO TRAINING Most common reject codes • Reject Code 500 - Primary SSN and Primary Name Control must match the IRS Master File • Reject Code 501- Qualifying SSN of Schedule EIC and the corresponding year of birth must match data received from the SSA or Qualifying SSN of Schedule EIC and the corresponding Qualifying Child Name Control must match IRS Master file • Reject Code 503 - Secondary SSN and Spouse’s Name Control of the Tax Form must match the IRS Master File • Reject Code 504 - Dependent’s SSN of Form 1040/1040A and corresponding Dependent Name Control must match the IRS Master File

  25. ERO TRAINING FIX REJECTED RETURNS • Erroneous fields usually in red • Fix errors by contacting taxpayer or by referencing retained W2s and 1099Rs • Run Diagnostics on corrected return • Transmit the corrected return • NOTE: Must get new signature if: • Taxpayer Name or SSN changes • Difference in Total Income or AGI > than $50 • Refund or Amount Owed is more than $14

  26. ERO TRAINING E-FILE RETURNSUBMITTAL REQUIREMENTS • For PPIN, retain 8879's and/or attachments until end of season or earlier for submittal to IRS Relationship Manager • For SSPIN, retain W-2s, W-2Gs and 1099s with Fed withholding until end of season or earlier for submittal to IRS Relationship Manager • Mail one copy of Form 8453 with applicable Form to IRS within 3 days after ACKS. Retain second copy along with applicable attachments until end of season or earlier for submittal to IRS Relationship Manager

  27. ERO TRAINING END-OF-SEASON REPORTING • Send copy of requested summary reports to local IRS Relationship Manager • Send copy of all returns on a CD or flashdrive to local IRS Relationship Manager

  28. ERO TRAINING END-OF-SEASON RECORD KEEPING • Create a CD of all returns with Data Retention Authorized and send this to the TCS (or person designated by the SC) • Remove all TaxWise return information from non IRS PCs with TP clear • Return or securely Store Equipment

  29. ERO TRAINING QUESTIONS/COMMENTS? 29

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