Extension.usu.edu Remote File Taking VITA to Rural Communities.

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Remote FileRemote FileTaking VITA to Rural CommunitiesTaking VITA to Rural Communities

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Why Remote File?Why Remote File?

• Rural counties have a higher percentage of qualifying taxpayers but a lower availability of VITA sites

• Barriers include:• Lack of certified volunteers• Transportation issues• Lack of technology

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What is Remote FileWhat is Remote File

Remote file is a VITA delivery procedure that

does not require a certified volunteer to be present at rural sites.

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Remote File HistoryRemote File History

• Created by Dean Miner of Utah State University Extension and Beta Alpha Psi of Brigham Young University

• Process has evolved over four tax seasons and has been used on more than 400 returns

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Remote File OverviewRemote File Overview

• Remote file involves two locations• The remote or rural site with a non-certified

volunteer facilitator• The preparation site, typically in an urban area,

with certified volunteer tax preparers

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Remote file overviewRemote file overview

• At the remote site:• A non-certified volunteer greets the taxpayer

and provides the needed intake sheets• The volunteer scans and uploads the

completed intake sheets and other tax documents such as W-2 forms and 1099s to a secure document management website

• The taxpayers are then connected via computer and telephone to a tax preparation site at a different location

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• At the preparation site, the certified volunteer, working with a dual screen computer: • Goes to the document management site and

opens the files containing the taxpayer intake sheet and tax documents

• On the second screen the volunteer opens Taxwise and shares this screen with the taxpayer, who is at the remote site

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• At the remote site the taxpayers watch their return being prepared with Taxwise on the computer screen. Via telephone they can clarify any issues and note any data entry errors they observe.

• The certified volunteer at the preparation site prepares the return and has a second volunteer complete a quality review.

Note: In our situation, we found the telephone to be the most reliable audio connection.

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• Remote site non-certified volunteer is notified when the return is completed.

• Volunteer prints a copy of the tax return and obtains needed authorization from the taxpayer to e-file.

• After authorization is received, the return is e-filed from the preparation site.

• Rejected submissions are handled by the preparation site.

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Remote File – Remote File – Hints For SuccessHints For Success

• Remote file will almost always require a collaborative effort between a VITA Coalition with a pool of certified preparers, and a rural entity with the needed resources:• A trusted identity with rural clients• Has adequate communication and computer

resources• Flexible office environment

• Hours, computer access, office space

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That is end of the overview. If you That is end of the overview. If you think you would like to know more, think you would like to know more, the remaining slides offer hints for the remaining slides offer hints for

success and details on the resources success and details on the resources we used.we used.

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• Preparation site• We initially used student members of the Beta

Alpha Psi chapter at BYU to prepare taxes• As the process evolved from year to year, the

students had less flexibility so the local coalition coordinator recruited certified volunteers to assist at set times at a set location

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• Thoroughly rehearse procedures at both sites prior to opening. Insure that all technical quirks have been resolved. It is important that non-certified volunteers at the remote sites are comfortable with the office equipment and procedures.

• Have a site coordinator assigned for remote file to oversee VITA operations

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Remote File - PartnersRemote File - Partners

• Rural Extension offices have worked very well as remote sites in Utah• They have had the needed resources• They were already promoting EITC awareness• They had an interest in attracting additional

consumers to their offices in order to introduce them to Extension programming

• They often had the means of offering some concise financial education to visiting taxpayers

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Remote File - Remote File - ResourcesResources

• Our coalition purchased portable scanners for placement at rural sites. We have used a variety of Canon models that cost between $100 and $175. Many alternatives exist.

• Utah State University had a license to use Adobe Connect for sharing computer screens so we used that. Many alternatives exist.

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• When choosing an online document management vendor, look for these features:• Reasonably priced and confidently secure• Offers the ability to upload quickly all

documents for a specific taxpayer as a single file

• Offers the ability to customize document management headings to facilitate remote file activities

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See slide show notes

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Remote File – Contacts Remote File – Contacts

• Dean Miner, Utah State University Extension• [email protected]

Ben Hennick, IRS [email protected]

Melissa Jensen, Utah VITA Coalition Coordinator

[email protected]

Extension.usu.edu Remote File Taking VITA to Rural Communities.

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