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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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slide1
ERO TRAINING

TRANSMITTER (ERO)TRAINING

The ELECTRONIC RETURN ORIGINATOR (ERO) is the Transmitter in Tax-Aide

slide2
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.
slide3
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
slide4
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
slide5
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.
slide6
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.
slide7
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
slide8
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
slide9
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
slide10
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
slide11
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
slide12
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
slide13
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
slide14
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
slide15
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
slide16
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
slide17
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
slide19
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
slide20
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
slide21

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

slide22

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

slide23
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
slide24
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
slide25
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
e file return submittal requirements
ERO TRAININGE-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
slide27
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
slide28
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
slide29
ERO TRAINING

QUESTIONS/COMMENTS?

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