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NTTC Virtual Training�Tax-Aide Intake Booklet (Form 13614-C)

Video: https://ta-nttc.tiny.us/Intake-Booklet-video

July 2025

National Tax Training Committee

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FOR USE BY AARP FOUNDATION TAX-AIDE VOLUNTEERS ONLY

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Purpose

Tax-Aide Intake Booklet

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Intake booklet Components

Describe

Key areas

Highlight

Why and how to use the Intake booklet to prepare an accurate return

Discuss

https://ta-nttc.tiny.us/Tax-Aide-Intake-Booklet

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Intake Interview and Quality Review Sheet (Form 13614-C)

Taxpayer completes with information about their personal tax situation

Must be completed each year
Must be completed for correct tax year

Client Facilitator may review to confirm taxpayer has all necessary documents
Counselor uses as a guide to conduct intake interview and make notes
Quality Reviewer uses to double check information during their review

Tax-Aide Intake Booklet

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The “Intake Booklet”

The Intake Interview and Quality Review Sheet, which is commonly referred to as the [CLICK] Intake Booklet, is an IRS document that TaxAide adapts for its use. [CLICK] The booklet helps the certified tax counselor conduct an effective interview, which is key to completing an accurate return, and its use is mandatory in the AARP TaxAide program. [CLICK] The taxpayer uses it to provide information about their personal tax situation. It must be completed each year and for the correct tax year.

[CLICK] In some locations, a certified Client Facilitator reviews the Intake Booklet to make sure it’s complete and that the taxpayer has all the necessary documents.

[CLICK] The counselor uses the information in the booklet to conduct their intake interview, make any changes, and ensure they have all the necessary information to complete the return. [CLICK] Finally, the Quality Reviewer uses the booklet to re-interview the taxpayer and verify that the Counselor has entered all their information correctly.

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Intake Sheet Page 1

Tax-Aide Intake Booklet

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Known to site

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Intake Sheet Page 1

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Tax-Aide Intake Booklet

Taxpayer Personal Information

[CLICK] The taxpayer personal information section is at the top of the first page. Single taxpayers do not fill in the boxes marked for the spouse’s information.

[CLICK] Taxpayers can identify whether they are in the U.S. on a visa, instead of answering “no” to the U.S. citizen question. In this section, if the statement doesn’t apply to either the taxpayer of the spouse, then the answer is “No’’.

[CLICK] If the taxpayer indicates that they have an Identity Protection Pin, it must be entered into TaxSlayer for the return to correctly e-file. IP PINs can be provided by the IRS if the taxpayer’s identity has been stolen, in which case the taxpayer will have a letter from the IRS, or the taxpayer may have requested one on the IRS website, in which case, they won’t have a letter.

[CLICK] Note that there is also a column for Identity Protection Pins for any dependents in the section at the bottom.

[CLICK] The form has a specific question about digital assets. This is important because some digital asset transactions are out of scope, and this allows you to identify this early in the interview process.

[CLICK] In this section the taxpayer identifies their marital status, which the Counselor uses to help determine the taxpayer’s filing status. For divorced or separated taxpayers, the date can be important in determining filing status or taxability of almiony, so it must be filled in.

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Tax-Aide Intake Booklet

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Intake Sheet Page 1

Banking
Language
Election Campaign Fund

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Intake Sheet Page 1

TaxAide Intake Booklet

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Dependent Information

https://ta-nttc.tiny.us/QC-QR-Tool

This version of form shows you what it should look like when it’s been filled in by the taxpayer and annotated by the tax counselor.

[CLICK] Note the grey sections on the form: The certified tax counselor is responsible for completing these areas, after discussing them with the taxpayer.

[CLICK] The taxpayer answers the question about whether they or their spouse can be claimed on anyone else’s return. The counselor may need to discuss this with the taxpayer to arrive at the correct answer.

[CLICK] The taxpayer enters information at the bottom of this page about anyone other than the spouse who may be claimed on the return – that includes people who lived with the taxpayer or who they supported.

[CLICK] The information in this area helps the counselor determine whether the individuals listed are considered Qualifying Children or other Qualifying Relatives and which, if any, tax benefits they are entitled to on this return. To make this decision the counselor may need to consult Tab C in Pub. 4012 or the Qualifying Child and Qualifying Relative Resource Tool.

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Intake Sheet �Page 2

Tax-Aide Intake Booklet

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Taxpayer Income

NONE

INSURANCE SETTLEMENT THAT IS NOT TAXABLE

N/A

NONE

NO

N/A

NONE

NO

N/A

Page 2 is where [CLICK] the taxpayer and spouse enter their income information. [CLICK] The taxpayer fills out the left side.

Note the specific questions about [CLICK] renting out a personal residence for fewer than 15 days [CLICK], or personal property such as a vehicle and that [CLICK] Gambling winnings is a separate item in the income section. The last question on this page allows the taxpayer to note any other income that isn’t listed above. This additional income may require a discussion with the taxpayer to determine whether it should be report and if it is taxable.

[CLICK] The Counselor uses the grey area on the right side of this form when conducting the interview to make notes. It’s organized in a way that helps the Counselor verify that the taxpayer isn’t missing any information. [CLICK] This side of the booklet contains helpful notes about which forms are associated with each type of income.

[CLICK] On both sides, at the beginning of each item, you’ll see a B for Basic, A for Advanced, or an M for military. These indicate the certification level that is required for that type of income. Some counselors may be certified at the Basic level, so it’s important to check this information. An additional Military certification is required to do M returns.

[CLICK] There is a space for the Counselor to indicate whether the taxpayer itemized last year when discussing any state tax refund they received, to help determine whether the refund should be included as income on this year’s return.

[CLICK] On the far right, there are boxes in which the counselor or Quality Reviewer can make notes.

Many districts find it helpful to have counselors and Quality Reviewers each use a different color pen to add their notes.

Once completed by the Counselor, your form will look something like this. Each district may have different conventions for indicating that a question doesn’t pertain to a taxpayer. [CLICK] In this example we’ve used NO, NONE, or N/A to indicate this, but we don’t recommend using a X , since that’s what is used in the box when an item does apply. Check with your LC or instructors for what is used in your district.

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Intake Sheet�Page 3

Tax-Aide Intake Booklet

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Taxpayer Expenses and Credits
Additional Information

STANDARD FOR FEDERAL AND ITEMIZED FOR STATE

PER DISCUSSION WITH TP NONE OF THESE ITEMS APPLY IN THE CURRENT YEAR.

PER DISCUSSION WITH TP NONE OF THESE ITEMS APPLY IN THE CURRENT YEAR

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TP HAS PAID INVOICES AND CERTIFICATION TO SUPPORT ENERGY EFFICIENT DOORS AND WINDOWS CREDIT

IPPINs 136143 and 341631

NONE

N/A

X

Page 3 covers expenses incurred by the taxpayer and certain life events that might have tax consequences for them. [CLICK] As on page 2, the taxpayer completes the left side [CLICK] and the counselor marks up the gray areas.

[CLICK] It’s advisable to confirm the taxpayer’s charitable contributions, even if they don’t itemize, in case there is a deduction for taxpayers who do not itemize for this tax year.

[CLICK] The counselor may need to check for scope on some items: for example, if a home was rented out or the home office deduction was taken, then the sale is out of scope.

[CLICK] Note that this page is where the taxpayer indicates that they’ve paid estimated taxes.

[CLICK] The counselor marks whether the taxpayer is using the standard deduction.

[CLICK] The Counselor confirms with the taxpayer everything that needs to be marked, and [CLICK] adds notes based on their interview. The Quality Reviewer adds any additional notes when they conduct their interview with the taxpayer.

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Demographic Questions� �Privacy Act

Tax-Aide Intake Booklet

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Intake Sheet

Page 4

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Intake Sheet�Page 5�

Tax-Aide Intake Booklet

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Counselor or Quality Reviewer

Notes

BANK INFO: ROUTING #123456789 ACCOUNT #0123459876 CONFIRMED ON TP PHONE

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Knowledge Check #1

Marge arrives at the site without having completed her Intake Booklet. When the Client Facilitator asks her to fill it in, Marge responds that she has last year’s sheet so doesn’t need to fill in one this year.

Is this acceptable? YES/NO

Tax-Aide Intake Booklet

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NO

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Knowledge Check #2

The Counselor and Quality Reviewer can choose whether or not to use the Intake Booklet when conducting the interview with the taxpayer.

TRUE OR FALSE

Tax-Aide Intake Booklet

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FALSE

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AARP Consents�

Tax-Aide Intake Booklet

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Explanations
Global Carry Forward
Consent to Disclose Information to AARP Foundation
Consent for AARP to Use Tax Return Information

Refer to https://ta-nttc.tiny.us/Intake-Screening-video

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Additional Resources

This video was a brief overview of this topic. For more information, use the resources below.

NTTC Pub 4012: https://ta-nttc.tiny.us/NTTC-4012
NTTC Scope Manual: https://ta-nttc.tiny.us/Scope-Manual

NTTC Intake Screening: https://ta-nttc.tiny.us/Intake-Screening-video

Intake Interview and Quality Review Sheet (13614-C): https://ta-nttc.tiny.us/Tax-Aide-Intake-Booklet
IRS Pub. 5838 VITA/TCE Intake/Interview and Quality Review Handbook: https://www.irs.gov/pub/irs-pdf/p5838.pdf
IRS Pub. 5101 VITA/TCE Intake/Interview and Quality Review Training: https://www.irs.gov/pub/irs-pdf/p5101.pdf

Tax-Aide Intake Booklet

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