Administrative Training

Tax Year 2024

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Agenda

• What’s new
• Reimbursement
• Processing New Volunteer
• Leave of Absence
• Returning Volunteer
• Certification
• End Volunteer assignment
• Volunteer Record Maintenance
• Site Management

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What’s New

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What’s New

• Tip Sheets
• New Volunteer QuickStart Portal Training
• Enhanced Portal Login Security
• LMS and Certification
• Application and PV Notification

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Tip Sheets

The following Tip Sheets have been updated in the Portal:

• 01 Accessing the Portal
• 04 Prospective Volunteer Processing
• 07 Site Management
• 05 Certification

They can be accessed in the Portal at Libraries > Tax-Aide: Volunteer Portal

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Quick Start Portal Training

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Why? – When a new Volunteer first logs into the Volunteer Portal they have no online guidance as to what to do next

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What? – Short Simple Video targeted at tasks a new Volunteer would want to know about the Portal

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When? – Completion date is targeted for October 2024

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Who? – NOC committee team of Susan Sulcs (R05 RAA), Brenda Duffey (R04 RAA), and Cindy Platz (WI1 ADS)

� Quick Start Video

Portal Log In – Enhanced Security

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• Enhanced security – Forces log out of Portal after 90 minutes of inactivity

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• “Still There?” warning for 30 seconds, then logged out

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• Requires logging in again – email, password, security challenge

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• After logging in, sometimes you’ll get an “Unavailable” screen
• Clicking on a saved Portal bookmark will take you to the Home Page

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LMS and Certification

• Technology & Security; Policies & Procedures
• Module 1 is a 10 question test – True/False and Multiple Choice; Module 2 is the LMS course content
• Newcomers directed to by-pass the test and go to course content
• Returning volunteers may choose either the test (Module 1) or go to the course content (Module 2)
• If they choose to test, returning volunteers have one chance to score 80% or higher
• If their score is below 80% they will be directed to Module 2 – course content; They will not be able to re-test

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Certification credit awarded either by passing the test or taking the course

TY24 LMS Tentative Timeline

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Applications TY 24

• As of 8/7, the Tax-Aide Application was modified so that Prospects now either login to aarp.org or create an aarp.org account as part of the overall application process. So far the new application process is working smoothly. The recommended application link is: www.aarpfoundation.org/taxaidevolunteer
• The V03 Recruitment Tip Sheets have also been updated in the Volunteer Portal Library to reflect this new process

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What Happens when an Application is Submitted?

• Contact Record created in Volunteer Portal
• Record will have a Program Volunteer record for Tax-Aide with status Prospect and Prospective Volunteer assignment with status Submitted
• Split State and District assigned per Prospect’s Zip Code
• Email sent to Volunteer confirming application
• Email sent to PVS and DC informing them of new Prospect

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Reimbursements

Data Clean Up

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References / Resources

• Policy and Procedures Manual – Section 10
• Volunteer Portal Library – Tip Sheets in Section 9 divided into subfolders for 1) All Volunteers and 2) Leaders
• Videos – Listed in “Portal Training Videos” in Volunteer Portal Library
• Pre-Approval Reimbursement Requests (8:00 min.) https://tinyurl.com/y37u85md
• How to Complete and Submit Flat Rate Mass Approval Forms (3:20 min.) https://tinyurl.com/2wjvx3eu

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References / Resources

Volunteer Portal Library – Tip Sheets in Section 9 Reimbursements has two subfolders

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REIMBURSEMENTS FOR ALL VOLUNTEERS

• Reimbursements Overview
• Submit a Flat Rate Reimbursement
• Submit an Itemized Reimbursement Using the Wizard
• Submit an Itemized Reimbursement Using the Classic Form
• Create a New Reimbursement from an Approved Pre-Approval

REIMBURSEMENTS FOR LEADERS

• Approve or Reject Expenses or Pre-Approvals
• Complete and Submit a Flat Rate Mass Approval Form
• Submit a Pre-Approval for Exceeding the Split State Cap
• Submit a Pre-Approval for Additional Expenses
• Submit a Pre-Approval With Regional Funds

Reimbursements : General Info

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Volunteers who volunteer at least 40 hours have the options of:

• No Reimbursement
• Flat Rate ($50 for volunteers; $80 for leaders)
• Itemized Reimbursement

Timing

• Grant season October 1 – September 30
• For working during tax season, submit and clear by June 30
• Leaders – suggestion is to submit itemized requests for expenses quarterly
• Wait for reimbursement to clear before ending assignments (retirement, leave of absence)

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Reimbursements : Flat Rate General Information

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One per year (Oct 1 – Sept 30) per volunteer, no matter how many sites worked

Cannot claim flat rate mileage and itemize for purchases (e-filing supplies/Program equipment such as paper, staples, Ethernet cables, routers, etc)

Use highest assignment

Supervisors can submit a mass flat rate approval form for their direct reports (Typically, Local Coordinators for Counselors and Client Facilitators)

Can be paid by check to address on record or by direct deposit

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Reimbursements : Itemized General Info

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• All requests start from a specific assignment
• Volunteers should submit an itemized request for EACH site regularly worked
• Policy requires a separate line (date, mileage) for each trip
• All expenses except mileage require an attached receipt
• Policy and Procedures manual 10.3.2 lists acceptable items which can be reimbursed using Expense Code “Z” E-file Supplies / Program Approved Equipment

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Reimbursements : Itemized General Info (cont.)

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• Funding Code field is automatically populated and should not be changed (in most cases)
• Supervisor will receive email that request is waiting for approval
• Request will be escalated to next layer if no action within 5 days
• Volunteer may be paid by check or direct deposit
• State Caps apply only to “I” counseling mileage (not “T”, not “B”)

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Reimbursements : Itemized General Info

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Status of reimbursement requests :

Submitted – Reimbursement has been saved and submitted to their volunteer leader for approval.

Pending - Reimbursements awaiting approval by the volunteer leader.

Further Action Required – Reimbursement has been rejected by approver and is awaiting correction from the submitter (i.e., receipt missing).

Approved by Program - Volunteer leader has approved the reimbursement request. Last status for pre-approvals.

Scheduled for Payment – This is the final status of the request, meaning that the status will not update to indicate when payment is sent.

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Reimbursements : Reports Available

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* Best reached from Split State Supervisor Dashboard (3^rd column)

Flat Rate Mass Approval

Flat Rate Mass Approval

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• Volunteer leaders who hold a supervisory position may enter and approve flat-rate reimbursement requests in the Portal for their direct reports using the mass approval form.
• Leaders should print the form, have volunteers sign the form if they want flat rate, and verify the mailing address. (Volunteers may decline all reimbursement or submit an itemized request for mileage)
• Leaders can then submit the requests (ONLY for those volunteers who signed)

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Flat Rate Mass Approval

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Instructions:

Video : “Tax-Aide: How to Complete and Submit Flat Rate Mass Approval Forms” (3:20 minutes) https://tinyurl.com/2wjvx3eu

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Tip Sheet: “VP09 - Complete And Submit Flat Rate Mass Approval Form”

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Flat Rate Mass Approval

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Situations Requiring Pre-Approval

A Pre-approval is needed:

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• Spending for additional expenses
• Supplies purchased by non-leader
• Itemized request after Flat Rate claimed
• To attend meetings as non-leader
• Exceeding the state cap for “I” expenses
• State coordinator approves the pre-approval
• Direct supervisor approves the reimbursement request
• Using regional funds
• Purchase of items not covered by grants
• Requires Regional Coordinator approval

Sequence of Events

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1. Pre-approval submitted
2. Pre-approval approved/rejected
3. If pre-approval approved, submitter spends funds
4. Reimbursement request submitted, connected to pre-approval by RE########
5. Reimbursement approved and paid

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Key Points

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System tries to prevent errors

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Warning Dialog box

Red for Reimbursement Request

Green for Pre-Approvals

Processing New Volunteer

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Volunteer Record Management Tip Sheets

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VP04.02 – Processing a Prospective Volunteer (DC / AC)

VP06.01 – Volunteer Record Management Overvie

VP06.02 – Add A Volunteer Assignment (DC /AC)

VP06.03 – End a Volunteer Assignment (DC /AC)

VP06.04 – Returning Retired or Leave of Absence Volunteer – Standard Process (DC / AC)

VP06.05 – Returning Retired or Leave of Absence Volunteer – Expedited Process (DC / AC)

VP06.06 – Volunteer Leaves Active Service with Tax-Aide Program (DC / AC / ADS)

VP06.07 – Transferring Volunteers Across Split States (DC / AC / ADS)

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Processing New Volunteer - Vetting

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• Dashboards > TA-R03-VA1-Prospects
• If not on you Recent, type VA1 in global search, scroll down to Dashboards on the left and select
• Open Prospects

Processing New Volunteer - Vetting

• Filter by your district
• Click on View Report under Prospects
• Click on Export
• Select Details Only then Export in .xlsx format
• Save report

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Processing New Volunteer - Vetting

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• Partial view of the exported spreadsheet
• Can send interest email
• Other fields
• Home phone
• Mobile
• Address
• Skills

Processing New Volunteer - Vetting

• Use information on report to contact PVs
• Annotate spreadsheet with results of contact
• Do multiple contacts
• Go back to Active Prospects report on portal
• Update records on portal with new status
• No Match – No fit, select appropriate No Match Reason
• On Hold – Can’t attend training this season
• Candidate – Can attend training
• Should not have Prospects Active from prior to 01/01/2024

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Processing New Volunteer - Vetting

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Start

End

PV status

SUBMITTED

PV vetted

Try again later

PV

certified?

NO

NO

PV

accepted?

YES

NO

YES

NO

Can attend Training?

PV Status CANDIDATE

Attends Training

PV Status

ON HOLD

(Will attend training later)

PV Status

NO MATCH

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YES

YES

End

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Processing New Volunteer – Update Record

• Update record by right clicking in Prospects first or last name and open in new tab

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Processing New Volunteer – Update Record

1. Click down arrow on Volunteer Assignments and click Edit
2. Select appropriate status from drop down list
• Candidate, On Hold, No Match
3. If No Match, select appropriate reason
4. Enter Start Date (if No Match, enter prior date)
5. If No Match, enter date one day after Start Date as End Date
6. Click Save

If Candidate, no Start Date, Is Active becomes Checked – Access to Portal

Send access notification

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Processing New Volunteer - Assignment

• Candidate certifies for designated position(s)
• Open their Program Volunteer record by clicking on their PV number (1)
• Enter their certification (covered later)
• Open Volunteer Contact record (2)
• Edit PV Assignment

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1

2

Processing New Volunteer - Assignment

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Reopen Volunteer Assignment and Enter required and/or related fields, including:

• Position:
• Name of position in the Position field (e.g., TA-R03-VA1-Dnn-Snnnnnn). If assigned to a site, type Snnnnnn in Position field
• Status: Approved
• Start Date: Enter desired start date of “today”
• Save

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Processing New Volunteer - Assignment

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Volunteer assignment now appears in the Volunteer Assignments related on the Contact Record.

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Program Volunteer status automatically updates to Volunteer when a Volunteer assignment has been made.

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Will cover Certification shortly

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Prospective Volunteer Does Not Certify

Prospective Volunteer is not available this tax season, but is good match for Program in the future

• Volunteer Assignment
• Status: On Hold
• Start Date: Blank
• End Date: Blank
• Program Volunteer
• Status: Assignment Ended
• Reason: On Hold

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Prospective Volunteer Does Not Certify

Prospective Volunteer is NOT a good match for Tax-Aide

• Volunteer Assignment
• Status: No Match
• Reason: Various
• Start Date: Blank
• End Date: Blank
• Program Volunteer
• Status: Declined

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Prospective Volunteer Does Not Certify

Leave of Absence

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Handling Leave of Absence Volunteers

• Every fall need to check LOA volunteers
• Stay on leave (rule of thumb 2-3 years, then retire)
• Be retired
• Or become active volunteer
• LOA volunteers need to be contacted each year to determine their intention

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Leave of Absence - Dashboard

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Leave of Absence - Report

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Alternate Leave of Absence Report

• Type “National” in the global search box
• Scroll down to Reports on the left and select “National Leave of Absence Report”

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Alternate Leave of Absence Report

• Click on the filter icon
• Click Program Route to
• Edit “starts with” field to your full district designation, e.g., D18 in place of Dxx

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Alternate Leave of Absence Report

• This report contains the LOA Start Date
• Can be sorted using the down arrow in the LOA/Suspension Start Date column

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Handling Leave of Absence Volunteers

• If a volunteer is coming back for 2024 tax year from LOA or Retired
• Volunteer prior to TY 2022
• Use a Prospective Volunteer assignment
• VP06.04 Returning Retired or Leave of Absence Volunteer - Standard Process
• Volunteered TY 2022 or 2023
• Use Expedited Process
• VP06.05 Returning Retired or Leave of Absence Volunteers - Expedited Process
• Key Point – to maintain accurate Net Years of Service, need to keep the gap in their record by giving them a new assignment

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Handling Leave of Absence Volunteers - Expedited

Bring Back LOA Direct Portal Entry Method:

• Go to the volunteer’s Contact Record
• Create a new assignment for the position(s) certified (Tip Sheet: VP06 - Add A New Volunteer Assignment)
• Set the Start Date as today’s date
• Set the Status as Approved and Click Save.
• The Program Volunteer status will change automatically to Volunteer.
• If the Volunteer will serve in multiple positions, other new assignments will need to be added.

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Returning Volunteer

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Returning Volunteer Certifies

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Start

End

Mark Certification Complete and enter date certified

Add Assignment(s)

Status

APPROVED

New Assignment Needed

Unused Active Assignment?

YES

YES

NO

NO

Enter end date in all unused active assignments

Returning Volunteer does NOT Certify

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Start

End

Returning volunteer does not certify for current tax year

Enter end date in all active assignments

Enter RETIRED in assignment ended reason. If DECEASED, submit ticket. Do NOT end assignments

Volunteer Leaving Tax- Aide

YES

NO

Enter end date in all unused active assignments

Enter LEAVE OF ABSENCE in assignment ended reason

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Tip Sheet: VP06.06 Volunteer Leaves Active Service with Tax-Aide Program

Certification

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TY 24 Certification

• TY 24 Certification is basically the same as TY 23 with the exception of the Test-out option for the two required LMS courses – Policy and Procedures and Technology and Security.
• Volunteers who have completed those courses online in TY 23 are eligible to take the Test Out version. If they pass the test with a score of 80% or higher that will count as their LMS requirement for that Course.
• NEW volunteers and those who did not take those courses in TY 23 courses will still be required to take the traditional LMS courses.

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Certification

• All volunteers working during TY 2023 MUST BE CERTIFIED

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Red=LMS

Green=Link & Learn

Blue=Local

*Min covers Support Facilitator, Technology Coordinator, Communications Coordinator and some other positions

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**Missing LMS courses in the table:

- 1^st year DC training

- 1^st year Service Delivery Model training

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***For TY24, P&P and Tech & Security LMS courses have a ‘test-out’ option available to those who have taken the actual full courses the previous year. Must pass the 10-question test with 80% or higher; not passing will require taking the regular course.

Certification Requirements for TY2023

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Certification Policies

• Each District sets rules on who is responsible for entering and finalizing the certification requirement
• The ADS is responsible for monitoring the process, not for doing it
• The certification report is the official (and only) method for notifying the IRS
• No information should be provided to the local SPEC office
• All volunteers must complete the IRS and LMS certification requirements for their role(s) before doing any tax work
• IRS certification MUST be completed using Link & Learn

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Entering Certification

An easy way to certify a group of volunteers

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1. Put in your Split State in Global Search (click on Dashboards in left side bar)

2. Click on Certifications Dashboard (After first time it will be in your "Recent”)

3. You can filter by District or by Certification Status or by Volunteers vs. PVs

4. Run the report under the pie chart

5. Right click on the volunteer's PV# and select “Open in new tab” , scroll down to Certification Bulk Edit, check boxes, including “Completed Certification Requirements", "ID verified", "Date Certification Requirements Met and ID Verified", “Date Certification Data Was Entered” & click on "Update Certifications"

6. To go back to your Report – close the tab and repeat – click on next volunteer's PV#.....

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Entering Certification

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1

2

Entering Certification

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3

4

Entering Certification

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Entering Certification

• From the volunteer Contact record, click on the Program Volunteer ID
• Scroll to the bottom to the Certification Bulk Edit section
• Check the Complete box for

all certifications completed

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Entering Certification

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• Ensure all check boxes at the bottom of the form are checked and certification dates are entered
• Click on the Update Certifications at the bottom of the form

End Volunteer Assignment

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End Volunteer Assignment

• Tip Sheet – VP06.03 – End a Volunteer Assignment
• Go to Volunteer Contact report
• From Volunteer Assignment list, click on drop-down arrow next to the Assignment you want to end
• Click on Edit

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End Volunteer Assignment

• Assignment Record:
• End Date: Add date
• Save

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Note: When last assignment is ended, reason for exiting program is REQUIRED

Can be Retired or Leave of Absence Do not put On Hold

Volunteer Departs Tax-Aide

• End all Active Assignments
• DO NOT END FOR DECEASED
• Add end reason in Program Volunteer Record
• Retired
• Leave of Absence
• DO NOT ADD FOR DECEASED
• Volunteer is Deceased
• VP06 – Volunteer Departs from AARP Foundation Tax-Aide Program
• Submit A Request to ADS with following information
• Deceased Volunteer’s name and volunteer ID
• Date on which the volunteer passed
• Who informed you of the volunteer’s passing
• Portal Staff will end the assignments and mark volunteer as deceased

Tip Sheet – VP06.06 – Volunteer Departs from AARP Foundation Tax-Aide Program

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Volunteer Record Maintenance

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Volunteer Record Maintenance (1 of 2) – Tip Sheets

• New volunteers – Onboarding:
• VP04.06 - Converting A Candidate To A Volunteer (remember to end PV assignment)
• VP06.02 - Add A New Volunteer Assignment

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• Returning volunteers – Update assignments:
• VP06.02 - Add A New Volunteer Assignment
• VP06.03 - End a Volunteer Assignment
• VP06.04 - Returning Retired or Leave of Absence Volunteers – Standard Process
• VP06.05 - Returning Retired or Leave of Absence Volunteers – Expedited Process

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• Existing volunteers - End assignments:
• VP06.03 - End a Volunteer Assignment (Hint – Status = “Approved”)
• NEVER end Volunteer Assignments with “On Hold” or “No Match.” (For Prospective Volunteer assignments ONLY)
• VP06.06 - Volunteer Leaves Active Service Tax-Aide Program

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Volunteer Record Maintenance (2 of 2)

• Mailing addresses:
• Current addresses needed for mailing of training materials directly to volunteers
• LOA cleanup:
• If not coming back, update “Reason” from “LOA” to “Retired” (2-3 years)
• Data Clean Reminders:
• To Find: Reports > All Folders > Tax-Aide: ADS Data Cleanup
• Run Data Clean reports and make corrections
• Zip code routing updates:
• Check for missing zip codes for your Split State
• Also needed for “redistricting” or reorganizing sites / districts
• NOC is developing a Tip Sheet for “Zip Code Route To” updates

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Changing Route To Zip Code

• Open volunteer Contact record
• Under Program Volunteer click Program Volunteer link
• Click on the edit pen in the Preferred Zip Code
• Enter the corrected zip code to route to the appropriate district

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Changing Route To Zip Code

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Zip code used – usually from address

Preferred Zip Code: Use this field to edit

Routing based on zip code routing table

Click pen to edit

Volunteer Record Maintenance

• Mailing addresses – Up-to-date addresses needed for mailing of training materials direct to volunteers
• LOA cleanup –
• If not coming back, update “Reason” from “LOA” to “Retired”
• Data Cleanup Reminders
• To Find in Library: Reports > All Folders > Tax-Aide: ADS Data Cleanup
• Run Data Clean up reports and make corrections
• DATA CLEAN VOL - PV=Vol VA=Appr Multi
• DATA CLEAN PVs - PV=Vol VA=Appr
• DATA CLEAN - No Prog Vol
• DATA CLEAN - Assignment Ended Reason Empty
• Clean up Assigned Ended - On Hold

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Volunteer Record Maintenance

• Onboarding of new (and returning) volunteers – Tip Sheets:
• VP04.06 - Converting A Prospective Volunteer To A Volunteer
• VP06.02 Add A Volunteer Assignment
• VP06.04 Returning Retired or Leave of Absence Volunteer - Standard Process
• VP06.05 Returning Retired or Leave of Absence Volunteers - Expedited Process
• Correctly end assignments – Tip Sheets:
• VP06.06 Volunteer Leaves Active Service with Tax-Aide Program (Hint – Status = “Approved”)
• Never end site assignments with “On Hold” or “No Match”, except for Prospective Volunteer assignments
• Clean up assignments incorrectly ended with “On Hold”

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Email Correction

• Volunteers with foundation emails in the Portal will NOT be able to have new Google (Chromebook) accounts created. [Any email address with “@aarpfoundation.org”.]
• All these should be changed to a permanent email.
• Call Member Services @ 1-866-839-0463
• Mon – Fri 8 am to 8 pm to Request Foundation email be deleted/disabled and that their preferred personal email be made the Primary

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Site Management

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Site Change Requests

• The following changes require a request be submitted:
• Opening a new site
• Re-opening a site
• Closing a site
• Moving a site
• Renaming a site
• Ad Hoc to regular OR Regular to Ad Hoc
• All requests must be submitted by the ADS with CC: to the DC
• Tip Sheets for each type of Site Change at Libraries > Tax-Aide: Volunteer Portal > 07 Site Management >

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Opening a New Site

• DC submits open site request to ADS with requisite data
• ADS submits Open Site Request on portal with assigned SIDN
• Site established on portal
• ADS submits e-Services request to IRS
• IRS issues EFIN
• ADS provides EFIN to DC

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Program Location Management

• Program Location Info can be updated anytime in the portal but before Site Locator goes live

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Fields to update:

• Open/Close Dates
• Site Days/Hours
• Locator Comments
• Session Management Info
• Open to the Public Yes/No
• Volunteer Contact
• Point of Contact
• Point of Contact Phone
• Appt Required Yes/No

• Service Type
• Intake and Prep at Separate Locations
• Site Information
• Service Systems Used

Questions

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