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PTSTAX Office Procedures Manual Revised 12/2017

OFFICE PROCEDURES MANUAL

2017/2018


TABLE OF CONTENTS I. Getting Ready for Tax Season

File Cabinet and File Box Setup ---------------------------------------- 3 Binder Setup ---------------------------------------------------------------- 4 Marketing Material Placement ----------------------------------------- 4 Check Storage and Control ---------------------------------------------- 5

II. Procedures Paperwork ------------------------------------------------------------------- 6 Transmitting Return ------------------------------------------------------ 8 Acknowledgments --------------------------------------------------------- 8 Check Printing -------------------------------------------------------------- 8 Check Re-Hanging ---------------------------------------------------------- 9 Void Check Procedures -------------------------------------------------- 10 Check Distribution---------------------------------------------------------- 10 Reports & Acknowledgments ------------------------------------------- 11

III. Compliance & Responsibility ------------------------------------------- 12

IV. Forms Customer Sign-In/Tracking Log --------------------------------------- 15 Taxpayer Intake Sheet ---------------------------------------------------- 16 Itemized Deductions – Schedule A ------------------------------------ 20 First-Time Homebuyer Credit Questionnaire ---------------------- 21 Authorization of Services & Disclosures ---------------------------- 19-20 Tax Preparer’s Checklist ------------------------------------------------- 21 How to Transmit Return ------------------------------------------------- 22 Void Check Log ------------------------------------------------------------- 23

V. Required Forms Samples/Audit Info Form 8879 IRS e-file Signature Authorization ---------------------24 Form 8867 Earned Income Credit Checklist -----------------------25-26 River City Bank Application --------------------------------------------- 27 Tax & Audit Assistance (TAA) Form----------------------------------- 28 Tax Folder Checklist ------------------------------------------------------- 29 Audit Checklist ------------------------------------------------------------30-31

Preparer Best Practices Checklist ------------------------------------- 32 Samples – Reg. 7216 Disclosures --------------------------------------33-38


GETTING READY FOR TAX SEASON

File Cabinet Setup

1. Drawer One/File Box One – Label “Processing Returns/Rejected Returns”; This drawer/file box is to be separated with two labeled tabs:

• Tab One: Processing Returns”- 2016

These files have been processed and are waiting for refunds.

• Tab Two: “Rejected Returns” Files in which the IRS rejected the return or the IRS is auditing the return the IRS may mail the refund directly to the taxpayer.

NOTE: All rejects should be corrected and retransmitted if possible. 2. Drawer Two/File Box Two – Label “Permanent File Drawer

• “Permanent File Drawer” Files of taxpayers who have received refund checks. Create a separate file for each tax year return is filed. All files are to be placed in alphabetical order within each file drawer. * PAPERWORK SHOULD NOT BE EXPOSED IN SUCH A WAY THAT ONE CUSTOMER MAY VIEW ANOTHER CUSTOMER’S DOCUMENTS/DATA. FILES SHOULD BE STORED IN A SECURE LOCATION ACCESSIBLE ONLY BY AUTHORIZED PERSONNEL; PREFERABLY IN A LOCKED FILING CABINET OR LOCKED STORAGE ROOM. REVIEW Federal Trade Commission “Protecting Personal Information – A Guide for Business” http://www.business.ftc.gov/documents/bus69-protecting-personal-information-guide-business **DO NOT REMOVE OR DISPOSE OF PERMANENT FILES WITHOUT APPROVAL FROM PTSTAX.

http://www.business.ftc.gov/documents/bus69-protecting-personal-information-guide-business




GETTING READY FOR TAX SEASON Binder Setup

Label a 3” binder “Electronic Filing” (followed by current tax year). The following tabs are to be set-up in your binder:

• Customer Sign-in/ Tracking Log (if used)

• Void Check Log / Check Rehang Requests

• Check Register

• PTS Transmission Confirmation

• IRS Acknowledgment Reports

• State Acknowledgment Reports

• Bank Authorization Reports

• Bank Funding Report

Marketing Material Placement Display marketing materials provided by PTS and River City Bank in accordance with federal, state and local regulatory agencies. Tax Banner should be prominently displayed in a manner which is acceptable to local ordinances. River City Bank Applications At the end of tax season each signed and complete River City Bank Deposit Account Agreement must be returned to River City Bank for storage. To assist with the process:

• Create file labeled “RIVER CITY BANK” • Place signed copy of each bank application (see page 27) in file as

returns are completed o Signed check stub should also be attached to bank

application once check has been issued to client


GETTING READY FOR TAX SEASON

Check / Debit Card Storage and Control When you receive your check stock & ELEVATE prepaid Visa cards:

• Report any missing checks to PTSTAX immediately.

• Store check stock and ELEVATE Cards in a secure location. Examples of a secure location are a safe, a locked cabinet or locked room. If your printer is not in a secure room, you must not store your unused check stock in your printer tray. Adequate precautions must be taken to ensure the check stock and ELEVATE cards cannot be accessed by unauthorized persons. Only appropriately trained employees should have access to the check stock.

• Additional check stock may now be ordered online through

River City Bank GATEWAY. Orders placed before 12:00 p.m. (noon) EST will be shipped the same day and sent regular mail. Please allow 3 to 5 business days to deliver.

• NO OVERNIGHT shipments of check stock may be sent without

providing a Fed Ex account number to River City Bank at time of order.

• Do not allow check inventory to fall below 50 checks.

REMEMBER: MULTIPLE CHECKS MAY BE REQUIRED FOR ONE TAXPAYER.

• Email [email protected] to re-order ELEVATE pre-paid Visa cards.

REVIEW “GETTING READY FOR TAX SEASON” COURSE IN PTS UNIVERSITY

mailto:[email protected]


PROCEDURES Paperwork Step 1: Have the customer sign-in on Customer Sign-In/Tracking Log. (see Page 15)

Step 2: Obtain the following from the taxpayer:

• W-2’s • Any other income statements: 1099’s, Unemployment, etc. • Driver’s License (taxpayer and spouse) • All Social Security cards (including dependents)

Step 3: Request the taxpayer complete the Taxpayer Intake Sheet (See Pg. 16) and Authorization of Services & Disclosures form (See Pg. 19-20). Step 4: Photocopy the following on one sheet of paper (if possible):

• Driver’s Licenses • All Social Security cards (including dependents)

Step 5: Return original Driver’s License and all original Social Security cards to taxpayer.

Step 6: Set up taxpayer’s folder as follows

• Record taxpayer’s last name, first name and last 4 digits of social security number on the customer’s file, Filing year (2016 Tax Return)

• Place copies of identification, Taxpayer Intake Sheet and Authorization of Services & Disclosures form inside folder along with income statements (W-2, 1099s)

• Place Tax Folder Checklist (see pg. 29) inside front cover of file folder

Step 7: Interview taxpayer asking questions to confirm the information provided on Intake Sheet is complete and accurate. “If you hear it, write it down.” Step 8: Review all W-2s, 1099s, etc. “If you see it, make a copy.”

Step 9: Enter data into tax program


Paperwork (continued)

Step 10: Print two copies of federal and state return, and three copies River City Bank Application

Step 11: Obtain customer signatures on all forms

Step 12: Place the following inside the folder:

1. Signed copy of completed Federal 8879 (See Page 24) 2. Signed copy of completed State 8453 (if applicable) 3. Signed copy of entire federal return Form 1040 4. Copy of Due Diligence Form 8867, if applicable (See Page 25-26) 5. Copy of Driver’s License/Social Security cards 6. Copy of completed Taxpayer Intake Sheet (See Page 16) 7. Copy of completed Authorization of Services & Disclosures (See Page 19-20) 8. Signed copy of Tax & Audit Assistance form (See Page 28) if

applicable (NOT AVAILABLE ON PAPER FILED RETURNS)

9. Completed and signed bank application (See Page 27) for returns requesting a bank product.

Federal & State return should be placed on right hand side of folder secured by fasteners. Remaining forms/documents should be placed on left side of folder secured by fasteners with the bank application placed on top. (Refer to BOB SMITH sample folder provided by PTS)

IMPORTANT REMINDER: RETURN CANNOT BE TRANSMITTED UNTIL FORM

8879, FORM 8453 AND BANK APPLICATION ARE SIGNED P R E P A R E R M U S T A L S O S I G N F O R M S.

Step 11: Give customer a copy of signed bank application along with Disclosure Booklet provided by River City Bank.

Step 12: Place one signed copy of bank application in file labeled “RIVER CITY BANK” to be forwarded at the end of tax season and the other in client folder.

Step 13: File taxpayer folder in alphabetical order in the cabinet/box labeled “Processing Returns”

PRINT THE TAX PREPARER’S CHECKLIST (PAGE 21) FOR EASY

REFERENCE TO THESE STEPS.


PROCEDURES

Transmitting Returns Review “Creating Tax Return A-Z” course in PTSU

Once all information has been input in tax program and return has been printed and signed, you must transmit all electronically filed returns to the IRS to be processed. You will immediately receive a transmission confirmation once the return has been successfully sent to PTS. Place the transmission confirmation behind the appropriate tab in your binder. (PRINT

HOW TO TRANSMIT RETURN ON PTS DESKTOP SOFTWARE FOR STEP BY STEP INSTRUCTIONS (PAGE 22))

Acknowledgments Review “Creating Tax Return A-Z” course in PTS University

As you transmit returns, you will also be receiving acknowledgments for previously filed returns. You should always check for acknowledgements each morning. (# 2 e-file / # 2 Receive Acks Only) Print and review all reports which are available. These reports communicate the status of your clients’ returns. Review “Creating Tax Return A-Z” course in PTS University Place each report in the appropriate section of the binder.

Check Printing Review “Refund Check Processing” course in PTS University

Once the IRS has deposited the funds to River City Bank, you will receive a Bank Authorization report indicating you have checks to print. Place report in the appropriate section of the binder and complete check printing process. River City Bank utilizes web printing which will automatically identify when the check has been successfully printed. Always assure you are able to complete the entire process before selecting to print checks as the web site will “time-out” if left unattended for several minutes. After timing out, you could find the check print records are no longer available. If this occurs, and all checks were not successfully printed, you will be required to complete a “Check Rehang Request” in order to continue printing/reprinting the checks. Check printing errors occurring due to incorrect placement of check into printer or mismatched check numbers may be corrected simply by selecting to reprint the check. You will be able to reprint any misprinted checks within thirty (30) minutes of the original printing. All checks which were incorrectly printed must be voided. (See Void Check process on page 10)


PROCEDURES

Check Rehang Review “Refund Check Processing” course in PTS University

This process is necessary if the preparer did not realize there was an error during check printing and the allotted time for reprinting the checks has expired.

The steps for requesting a CHECK REHANG are listed below:

• Write “VOID” across the face of check (not the stub) which was incorrectly printed

• Complete the ONLINE Check Rehang Request located on RCB Gateway under FORMS

• Print a record of the online Check Rehang Request and place in appropriate section of binder along with copy of voided check.

• Complete Void Check Procedures (pg. 10) Check numbers assigned to clients but actually printed onto

plain paper MUST BE VOIDED and not used in reprint attempts.

NOTE: If you fail to print checks within 72 hours of the original check print authorization being made available, an ONLINE Check Rehang Form must be completed and submitted on RCB Gateway. (Follow steps above) Remember: Promptly print checks when made

available and take time to review checks carefully before completing the check print

process in order to avoid delays and inconvenience to your tax customers.


PROCEDURES

VOID CHECK PROCEDURES

If necessary to void a check, complete the following:

• Write VOID across the face of the check. • Complete the Void Check Log (See Page 23) • Make a photocopy of the voided checks • Retain the copies of the voided checks along with the Void Check

Log in appropriate section of binder. • Place actual voided check in RIVER CITY BANK folder. At end of

tax season all original voided checks should be shredded according to the document destruction requirements set forth in the River City Bank Admin. Guide.

NOTE: Checks numbers issued to clients but were actually printed onto plain paper MUST BE VOIDED and not used

in reprint attempts. Check Distribution Review “Refund Check Processing” course in PTS University

• Verify photo identification. • Obtain customer signature on upper portion of the check stub • Photocopy full check (including stub) with Driver’s license

overlaid on check before detaching signature stub and placing in River City Bank file attached to the signed bank application.

• Provide the following to the customer: - River City Bank check (including the check stub) - Complete copy of return (1040) - Employee copy of W-2(s)

NOTE: Copy of River City Bank Deposit Account Agreement (pg. 27) and River City Bank Disclosure Booklet should have been given to customer at time return was filed.

• File tax office copies of River City Bank check inside taxpayer folder in “Permanent File Drawer”. [Place on left side of folder on top of RCB Deposit Account Agreement].


REPORTS AND ACKNOWLEDGMENTS You will receive various reports during the tax season to inform you of the status of returns. When you receive acknowledgements, you will be alerted of any available reports. Select Print Reports from the Electronic Menu and select the reports indicated (>>>) on the Print Menu. The following is a brief description of our various reports: Transmission Confirmations: indicates returns electronically transmitted were successfully received by PTS. NOTE: If you do not immediately receive a transmission confirmation, you should RETRANSMIT the return(s). IRS Acknowledgments: reports acceptances and rejections from the IRS. Reject codes are listed for the returns that rejected. Use these codes to locate the error in the return then make necessary corrections for retransmission. State Acknowledgments: acknowledges acceptance of electronic state returns. Bank Authorizations: indicates you have checks available to print. Bank Fee Deposits: communicates preparer fees have been deposited Bank Funded Reports: your list of IRS deposits received by the bank for your bank product returns. Returns Not Accepted: this identifies returns that were rejected by the IRS that have not been corrected and retransmitted. You should print this report periodically to ensure that you have not overlooked any rejected returns. Old IRS Acknowledgments: will allow you to reprint all of your IRS acknowledgments or the IRS acknowledgments for a specified date range.


COMPLIANCE AND RESPONSIBILITY Paperwork Compliance An ERO (Electronic Return Originator/Preparer) must keep available the following items. These must be readily accessible in the event an IRS auditor requests them. All tax documentation must be at the business address from which the return originated (the office location):

1. A copy of any signed Forms 8453, Forms 8879 and paper copies of Forms W-2, W-2G, and 1099-R, as well as any supporting documents.

2. A complete signed copy of the tax return. However, this can be maintained on computer and/or diskette which can be made readily available.

3. The acknowledgment file (stating that the IRS accepts the electronic portion of the taxpayer’s return for processing) received from the IRS. An ERO must also retain this material until the end of the calendar year in which a return was filed. Then it must be made available to the IRS upon request.

4. In addition to the above required documents, it is strongly suggested that copies of the IDs used to verify taxpayer’s names, SSNs, and current addresses also be retained.

Please utilize the Tax Folder Checklist (See Page 29) to assist you in your compliance efforts. At the end of the tax season, please use the Audit Checklist (See Page 30) to ensure all necessary documents were retained for all prepared returns. Due Diligence Preparers are expected to follow the due diligence guidelines set forth by the IRS to ensure the accuracy of returns. This includes making adequate efforts to verify the eligibility of dependents, requiring proper documentation for income, credits and deductions, and taking other reasonable precautions to verify data. Review Due Diligence Courses in PTS University.


COMPLIANCE AND RESPONSIBILITY

River City Bank Products

You must ensure you follow proper procedures and fully complete bank applications. This includes:

• Following customer identification policy • Properly recording identification information • Providing proper contact information • Ensuring customer is given a copy of the application and all

disclosures • Placing preparer signature on bank application verifying all

the above have been followed

REVIEW – River City Bank Compliance Course in PTS University

River City Bank End of Season Process

PTS will send instructions when it is time to complete the process.

Document Retention Each ERO should retain a separate signed copy of bank applications throughout the tax season to be forwarded to River City Bank for storage. All signed bank applications along with signed acknowledgment of receipt of check (stub taken from top of actual check) must be mailed to the address below no later than June1st of each year.

River City Bank P.O. Box 389

303 Hillview Drive Irvington, KY 40146

Check Stock Destruction

River City Bank check stock expires June 16th of each year. Beginning early June, River City Bank will print and mail all bank product checks to the tax office for disbursement to client.

When instructed, • Print Check Detail Report to account for all checks processed • Record unused check numbers • Shred or burn unused check stock • Report completion of End of Season process to PTS


Return Preparer Regulations

All paid preparers must register and obtain a Personal Tax Identification Number (PTIN) from the IRS. Presently, there is no registration or renewal fee. But every PTIN holder is required to renew their PTIN each subsequent year of practice.

Sign Up Electronically

Access to the online PTIN registration system is available through https://rpr.irs.gov - When creating new PTIN accounts, you MUST use a personal email address which you are able to access.

PTS provides detailed instructions for renewing PTINs and reporting preparer information to PTS.

View messages inside PTIN account to retrieve PTIN Welcome Letter 24 – 48 hours after registration/renewal is completed.

You will receive instructions for REPORTING your PTIN information to PTS.

https://rpr.irs.gov/


CUSTOMER SIGN IN/TRACKING LOG

Date: __________ Office Name: ________________________________________ EFIN: ______________

Customer Name

Arrival

Time

Return

Type

Completed?


Intake Sheet TAXPAYER INFORMATION # of W-2s Received ______ # of 1099s Received _________ Social Security Number First Name Middle Name Last Name

Date of Birth

(MM/DD/YYYY)

Job Title Phone Number with Area Code Email

Mailing Address, City, State & ZIP Code Cellphone Number

TXT OK? Are you a:

United States citizen? Yes No This past year were you:

legally blind? Yes No a full-time student? Yes No

covered by Health Insurance? Yes No Purchased on Market Place? Yes No

getting Unemployment? Yes No paying daycare expenses? Yes No

More questions: Can anyone else claim you on their tax return?

Yes No Unsure Get First Time Homebuyers Credit in 2008? Yes No

Have you ever been a victim of identity theft? Yes No Have you ever adopted a child? Yes No

SPOUSE’S PERSONAL INFORMATION # of W-2s Received _____ # of 1099s Received __________ Social Security Number First Name Middle Name(s) / Maiden Name Last Name

Date of Birth

(MM/DD/YYYY)

Job Title Phone Number with Area Code Email

This past year was spouse:

legally blind? Yes No a full-time student? Yes No

covered by Health Insurance? Yes No Purchased on Market Place? Yes No

getting Unemployment? Yes No paying daycare expenses? Yes No

Cellphone Number

TXT OK? Is spouse a:

United States citizen? Yes No More spouse questions:

Can anyone else claim spouse on their tax return? Yes No Unsure

Get First Time Homebuyers Credit in 2008? Yes No Has spouse ever been a victim of identity theft? Yes No

Has spouse ever adopted a child? Yes No

DEPENDENTS: Other than your spouse, list the names of everyone you provided more than ½ of total support last year Name As It Appears on Social Security Card

Date of Birth mm/dd/yyyy

Relationship (son,

daughter, parent, etc.)

Months lived in

your home in

2016

US Citizen

Resident of US,

Canada or Mexico in

2016

Single or Married as of 12/31/2016

Full Time

Student

Totally & Permanently

Disabled (IRS Pub 524)?

/ / Y / N Y / N S / M Y / N Y / N / / Y / N Y / N S / M Y / N Y / N / / Y / N Y / N S / M Y / N Y / N / / Y / N Y / N S / M Y / N Y / N / / Y / N Y / N S / M Y / N Y / N / / Y / N Y / N S / M Y / N Y / N

Please return to preparer this form along with all W2’s, 1099’s, 1098’s, Social Security Cards, photo ID and any other tax documents.

Signature: Spouse Signature:

Single

Married Divorced Legally Separated Widowed

http://download.ptstax.com/Intake-Sheet-Current.pdf




PARTICIPATED IN THE 2008 FIRST TIME HOMEBUYER CREDIT

Please complete the following information: Address: ______________________________________________________________________________

______________________________________________________________________________ Purchase Price of Home: $ _______________________________ Credit Amount received: $ _______________________________

(Maximum credit was $7,500) This credit is to be paid back to the IRS beginning with the 2010 Tax Return, portion (6.67% of credit or $500) to be repaid each year for 15 years. Also, if home is sold before the 15-year repayment period ends, then outstanding balance of repayment amount recaptured on sale. Taxpayer Signature: ______________________________________ PREPARER NOTE: YOU MAY ACCESS THE FIRST TIME HOMEBUYER CREDIT LOOKUP TOOL TO

DETERMINE THE AMOUNT OF REPAYMENT AND BALANCE OWED ON IRS.GOV http://www.irs.gov/Individuals/First-Time-Homebuyer-Credit-Account-Look-up or https://sa2.www4.irs.gov/irfof-fthb/ for direct input of information. Print copy for your file. **Must report on Form 5405 if home ceases to be PRIMARY residence – each spouse must report separately if FTHB Credit was on MFJ return. **

http://www.irs.gov/Individuals/First-Time-Homebuyer-Credit-Account-Look-up

http://www.irs.gov/Individuals/First-Time-Homebuyer-Credit-Account-Look-up

https://sa2.www4.irs.gov/irfof-fthb/


FIRST TIME HOMEBUYER CREDIT - ADDITIONAL INFORMATION

FEATURE

CREDIT AS CREATED JULY 2008 APPLIES TO ALL QUALIFIED PURCHASES ON OR AFTER

APRIL 9, 2008

REVISED CREDIT - EFFECTIVE FOR PURCHASES ON

OR AFTER JANUARY 1, 2009 AND BEFORE DECEMBER 1, 2009

Amount of Credit

Lesser of 10 percent of cost of home or $7,500.

Maximum credit amount increased to $8,000

Eligible Property

Any single family residence (including condos, co-ops, townhouses) that will

be used as a principal residence. No change

All principal residences eligible.

Refundable

Yes. Reduces (or can eliminate) income tax liability for the year of

purchase. Any unused amount of tax credit refunded to purchaser.

No change Purchasers will continue to

receive refund for unused amount when tax return is filed.

Income Limit

Yes. Full amount of credit available for individuals with adjusted gross income of no more that $75,000

($150,000 on a joint return). Phases out above those caps ($95,000 and

$170,000).

No change

same income limits continue to apply.

First-time Homebuyer

Only

Yes. Purchaser (and purchaser's spouse) may not have owned a

principal residence in 3 years previous to purchase.

No change Still available for first-time purchasers

only. Three-year rule continues to apply

Revenue Bond Financing

No credit allowed if home financed with state/local bond funding.

Purchasers who utilize revenue bond financing can use credit.

Repayment Yes. Portion (6.67% of credit or

$500) to be repaid each year for 15 years, starting with 2010 tax filing.

No repayment for purchases on or after January 1, 2009 and before

December 1, 2009

Recapture

If home sold before 15-year repayment period ends, then

outstanding balance of repayment amount recaptured on sale.

If home is sold within three years of purchase, entire amount of credit is recaptured on sale.

Applies only to homes purchased in 2009.

Termination July 1, 2009

(But note program changes for 2009) December 1, 2009.

Effective Date

Purchases on or after April 9, 2008 and before January 1, 2009.

Repayment to begin for 2010 year.

All revisions are effective as of January 1, 2009.


AUTHORIZATION OF SERVICES AND DISCLOSURES

• If eligible for an income tax refund, you may choose how you file your

return and receive your refund. • You may file your income tax return electronically without applying for an

Electronic Refund Check (ERC), Freedom Advance or ELEVATE prepaid Visa card and receive your refund directly from the IRS for free.

• You may direct the IRS or State to send your refund check to you or directly deposit your refund to an existing account without applying for an Electronic Refund Check (ERC) or ELEVATE prepaid Visa card. The time it takes to get refund will be approximately the same with either an ERC, debit card or an electronically filed return with direct deposit by the IRS to an existing account.

• Bank fees are in addition to tax preparation fees & transmission fees

My signature below declares I have- - been provided with clear explanations of the various ways of filing

returns and the additional costs associated with each.

- no knowledge of any unpaid prior year tax obligation; delinquent child support and/or alimony payments, student loans, V.A. Loans or other Federally sponsored loans.

- provided true and correct statements and information given to the

tax preparer and employees to prepare my tax return are complete and accurate.

I promise to pay the preparer fees and associated transmission charges regardless of whether a refund is issued by IRS. _______________________________________________ ________________ Taxpayer Signature Date _______________________________________________ _________________ Spouse Signature (if applicable) Date

Page 1 Rev. 12/2017

http://download.ptstax.com/Authorization-Of-Services-and-Disclosures-current.pdf




AUTHORIZATION OF SERVICES AND DISCLOSURES Part B – Types of Returns

Paper Client is responsible for payment of fees at time of service. Return is completed by preparer based upon information provided by taxpayer, printed out and mailed to IRS. Unless client’s existing bank account information is listed on return the refund check will be mailed directly to the address on the return by the IRS. (There is no accurate way of determining amount of time to receive a refund check due to the uncertainty of when the return is received and accepted by the IRS - you generally should expect the refund within 6 – 8 weeks) PREPARER NOTE: *TAA not an option on PAPER filed return

**IRS e-file Mandate requires Form 8948 be completed

Electronic Mailed/Direct Deposit Client is responsible for payment of fees at time of service. Return is completed by preparer based upon information provided by taxpayer and then transmitted electronically to the IRS. You may elect to have the refund deposited directly into your existing checking or savings account or have a check mailed from the IRS to the address on the return. (Refer to IRS “Where’s My Refund?” feature at www.irs.gov for information) *Transmission fee may apply.

Bank Product Options: Fees are deducted from refund deposit amount. Return is completed by preparer based upon information provided by taxpayer and then transmitted electronically to the IRS. Refund is deposited into a direct deposit account established by the bank with the option to receive funds via one of the following methods:

Electronic Refund Check (ERC): after deducting associated fees from deposited funds, the balance of refund is then issued by the bank through the tax office printing a check. *Transmission fee involved. Additional Bank fee $ _44.95_for federal; $ _.00_ for state. See bank application for details.

Refund Electronic Transfer (RET): after deducting associated fees from deposited funds, the balance of refund is deposited by the bank into the client’s existing checking or savings account. *Transmission fee involved. Additional Bank fee $ _44.95_for federal; $ _.00_ for state. See bank application for details.

ELEVATE Card (Prepaid Visa Card): after deducting associated fees, funds are placed on the ELEVATE Card. *Transmission fee involved. Additional Bank fee $ _44.95_for federal; $ _.00_ for state. See bank application for details. Monthly Fee of $ 4.95* *Refer to ELEVATE card disclosure booklet for complete details.

Direct2Cash: Upon receipt of funds, the Bank will send a Reference Code to email address provided at time of application. Customer presents ID and reference code at a participating Walmart location to claim the proceeds of their refund. After successfully validated, cash will be disbursed for the balance of refund after associated fees. Available for Federal and State refund disbursements up to $7,500 *Transmission fee involved. Additional Bank fee $ _44.95_for federal; $ _.00_ for state. See bank application for details. $5.30 Direct2Cash processor fee per transaction

Freedom Advance Additional bank product option available with any disbursement method; $ 1,750.00 advance; proceeds available shortly after IRS acknowledgment for qualified taxpayers who have chosen bank product with advance feature. *No additional cost above $ 44.95 service charge for federal deposit. Page 2 Rev. 12/2017

http://www.irs.gov/


TAX PREPARER’S CHECKLIST Greet Taxpayer – Use Customer Sign-In Sheet to track Tax Customers

1. Taxpayer completes and signs Taxpayer Intake Sheet 2. Taxpayer completes and signs Authorization of Services form 3. Make copies of Driver’s License of taxpayer (and spouse, if applicable) 4. Make copies of all Social Security Cards (including dependents) 5. Obtain all W-2 forms 6. Obtain other income statements (1099, unemployment income, etc) 7. Create taxpayer’s file

a. Write taxpayer’s last name, first name, and last 4 digits Soc Sec # on the file b. Place all copies in the file (Driver’s License, SS Cards, W2s etc)

8. Interview taxpayer asking questions to confirm information provided; “If you hear it, write it down”.

9. Review all W-2s, 1099s provided; “If you see it, make a copy”

*************COMPLETE TAX RETURN IN COMPUTER SYSTEM*************

Once Tax Return has been completed and printed: 1. Obtain taxpayer’s signature on Federal 8879 and State 8453 (both taxpayers’ signatures if joint return) 2. Obtain taxpayer’s signature on Tax & Audit Assistance form (if applicable). 3. Obtain taxpayer’s signature on the bank application

(both taxpayers’ signatures if joint return) 4. Place PREPARER SIGNATURE on BANK APPLICATION INDICATING VERIFICIATION OF IDs – file

bank copy in River City Bank file. 5. Give taxpayer a copy of the bank application and disclosure booklet

provided by River City Bank 6. Place PREPARER SIGNATURE ON TAX FORMS. 7. Place taxpayer’s completed file in the “Pending Returns” file

Taxpayer must sign the items listed above before transmitting tax return.

Once the refund has been FUNDED and the check is ready to be picked up:

1. Verify Photo ID of taxpayer 2. Have customer sign top portion of check as confirmation of receipt 3. Photocopy entire check with ID overlaying -Place copy in tax customer file. 4. Detach top section signed by customer & place in River City Bank file. 5. Give refund check and check stub to taxpayer 6. Give taxpayer a copy of the completed tax return 7. Give taxpayer a copy of the Tax & Audit Assistance form (if applicable) 8. Complete the Customer Sign In/Tracking Log 9. Place taxpayer’s file in the “Completed Tax Return” file


How to Transmit Return in PTS Software

Step 1: Click on number 2. “E-File”

Step 2: Click on number 1. “Transmit Electronic Returns”

Step 3: Review the names on the list to confirm all returns listed are ready to be e-filed. (NOTE: You should select

remove any returns from transmission table you DO NOT wish to transmit.)

Step 4: Click “Transmit” button on bottom right corner of the screen.

Step 5: Click “Yes” for printed list of returns being sent.

Step 6: Click “Yes” to confirm client list printed correctly.

Step 7: Click “Connect” (NOTE: Once you click CONNECT you cannot remove any returns or stop the transmission)

Step 8: When prompted to exit - Click “Exit”.

Step 9: Click on number 3. “Print reports”

Step 10: Click on number 1. “Transmission Confirmation” (NOTE: You should print any other reports which have indicators “>>>”)

Congratulations! You have successfully transmitted a tax return!!


VOID CHECK LOG

1. Write VOID across the front of the check 2. Complete the Void Check Log 3. Make a photocopy of the voided check(s) 4. Retain the copies of the voided checks and the Void Check Log in a binder labeled Void

Check Log. 5. All original voided checks should be placed in River City Bank folder until the end of tax

season; then shredded according to the document destruction requirements set forth in the River City Bank Admin. Guide.

Office Name: _________________________________ EFIN: ______________

Date

Employee Initials

Check Number

Reason for Void


Link to Official Form 8867

https://www.irs.gov/pub/irs-pdf/f8867.pdf


River City Bank Application


TAX & AUDIT ASSISTANCE (TAA)


TAX FOLDER CHECKLIST


Tax Office End of Season Audit Form

EFIN: _____________ Company Name: _________________________

IRS Requirements

A signed copy of a federal 8453 or federal 8879 is on file for every accepted federal electronic return.

A signed copy of a state 8453 is on file for every accepted state electronic return. Paper copies of forms W-2, W-2G, and 1099R—as well as any supporting documents

as listed on pg 2—are on file for every completed tax return. A paper copy of every completed tax return is on file or can be retrieved from

computer and/or diskette and made readily available. All acknowledgments received, in reference to electronic returns prepared, are

maintained in the tax office. Form 8867 EIC Checklist is on file for every applicable completed tax return. A signed “7216 regulation” disclosure form for TAA and/or Bank All tax documents are at the business address from which the return originated.

PTS Requirements (In addition to IRS requirements)

Copies of IDs, such as driver’s license and social security card, are on file with every electronically prepared return.

A signed Tax & Audit Assistance (TAA) form is on file for every applicable tax return. A signed bank application is on file for every tax customer who purchased a bank

product (ERC/ERD). A photocopy of check with recipients’ signature at the time of disbursements. A signed PTS Authorization of Services. A signed copy of Taxpayer Intake Sheet.

I have completed an audit of the above named office and have determined all documents:

□ have been successfully retained, bearing signatures on pertinent forms and stored in a manner consistent with IRS regulations. OR □ have NOT been successfully retained as listed on the following form. We are currently working diligently to retrieve them in a timely manner.

SIGNATURE: ____________________________ TITLE: ____________________ DATE: ____________

CONTACT SHERI MCALLISTER, COMPLIANCE MGR. @ (706) 602-0597, EXT. 117 FAX COMPLETED FORM TO (706) 403-0365


TYPES OF SUPPORTING DOCUMENTS 1098-T for education credits (Form 8863) Proof of payment made to child care provider (Form 2441) - statement or other such document

- record of checks paid to caregiver - CANNOT be paid to a dependent on return Written documentation of mileage claimed. (Form 2106 or Sch. C/C-EZ) Listing of receipts for itemized deductions (Sch. A)

- medical expenses - medical mileage - charitable contributions - gambling losses

Sample of “7216 regulation” disclosures continued next four pages There are four (4) separate forms; - Consent to Disclose (Bank) - Consent to Use (Bank) - Consent to Disclose (TAA) - Consent to Use (TAA)


“7216 REGULATION” DISCLOSURE FOR BANK - SAMPLE

Consent to Disclosure of Tax Return Information ___________________________________________________ ("we," "us" and "our") Printed name of tax preparer Federal law requires this consent form be provided to you ("you" refers to each taxpayer, if more than one). Unless authorized by law, we cannot disclose, without your consent, your tax return information to third parties for purposes other than the preparation and filing of your tax return. If you consent to the disclosure of your tax return information, Federal law may not protect your tax return information from further use or distribution. You are not required to complete this form. If we obtain your signature on this form by conditioning our services on your consent, your consent will not be valid. If you agree to the disclosure of your tax return information, your consent is valid for the amount of time that you specify. If you do not specify the duration of your consent, your consent is valid for one year. You have indicated that you are interested in applying for a bank product. In order to have your bank product application processed, we must disclose all of your current tax return information to River City Bank. You may request a more limited disclosure of tax return information, provided that you authorize disclosure of all of the information required by the River City Bank to consider your application.

If you would like us to disclose your tax return information to River City Bank for this purpose, please sign and date your consent to the disclosure of your tax return information. By signing below, you (including each of you if there is more than one taxpayer) authorize us to disclose to River City Bank all of your tax return information so that River City Bank can evaluate and process your application for a bank product. You understand that if you are not willing to authorize us to share your tax information with River City Bank, you will not be able to obtain a bank product, but you can still choose to have your tax return prepared and filed by us for a fee. Return prepared for ____________tax year Printed Name of Taxpayer: ___________________________________ Taxpayer Signature: ____________________________________ Date: ____________ Printed Name of Joint Taxpayer: _______________________________ Joint Taxpayer Signature: ________________________________ Date: ___________ If you believe your tax return information has been disclosed or used improperly in a manner unauthorized by law or without your permission, you may contact the Treasury Inspector General for Tax Administration (TIGTA) by telephone at 1-800-366-4484, or by email at [email protected].



“7216 REGULATION” USE FOR BANK - SAMPLE

Consent to Use of Tax Return Information _______________________________________ ("we," "us" and "our") Printed name of tax preparer Federal law requires this consent form be provided to you ("you" refers to each taxpayer, if more than one). Unless authorized by law, we cannot use, without your consent, your tax return information for purposes other than the preparation and filing of your tax return. You are not required to complete this form. If we obtain your signature on this form by conditioning our services on your consent, your consent will not be valid. Your consent is valid for the amount of time that you specify. If you do not specify the duration of your consent, your consent is valid for one year. For your convenience, we have entered into an arrangement with River City Bank to provide qualifying taxpayers with the opportunity to apply for a bank product offered by River City Bank. To determine whether a bank product may be available to you, we will need to use your tax return information by analyzing it and calculating the amount of your anticipated refund.

If you would like us to use your tax return information to determine whether a bank product may be available to you while we are preparing your return, please sign and date this consent to the use of your tax return information. By signing below, you (including each of you if there is more than one taxpayer) authorize us to use the information you provide to us during the preparation of your tax return to determine whether to present you with the opportunity to apply for a bank product. Return prepared for ____________tax year Printed Name of Taxpayer: ___________________________________ Taxpayer Signature: ____________________________________ Date: ____________ Printed Name of Joint Taxpayer: _______________________________ Joint Taxpayer Signature: ________________________________ Date: ___________ If you believe your tax return information has been disclosed or used improperly in a manner unauthorized by law or without your permission, you may contact the Treasury Inspector General for Tax Administration (TIGTA) by telephone at 1-800-366-4484, or by email at [email protected].



“7216 REGULATION” DISCLOSURE FOR TAA - SAMPLE

Consent to Disclosure of Tax Return Information (TAA)

___________________________________________________ ("we," "us" and "our") Printed name of TAX PREPARER

Federal law requires this consent form be provided to you. Unless authorized by law, we cannot disclose, without your consent, your tax return information to third parties for purposes other than the preparation and filing of your tax return. If you consent to the disclosure of your tax return information, Federal law may not protect your tax return information from further use or distribution.

You are not required to complete this form. If we obtain your signature on this form

by conditioning our services on your consent, your consent will not be valid. If you agree to the disclosure of your tax return information, your consent is valid for the amount of time that you specify. If you do not specify the duration of your consent, your consent is valid for one year.

You have indicated that you are interested in obtaining Tax & Audit Assistance. To

provide you with this service, we must forward your tax return information, as indicated below, to the office that provides this service.

If you would like us to disclose your tax return information to the office providing this

service, please check the corresponding box for the service in which you are interested, provide the information requested below, and sign and date your consent to the disclosure of your tax return information.

I authorize preparer to disclose to Tax & Audit Assistance that portion of my tax

return information for that is necessary for Tax & Audit Assistance to review and provide information regarding the audit of my ________ tax return.

Printed Name of Taxpayer: ___________________________________ Taxpayer Signature: ____________________________________ Date: ____________ Printed Name of Joint Taxpayer: _______________________________ Joint Taxpayer Signature: ________________________________ Date: ___________

If you believe your tax return information has been disclosed or used improperly in a

manner unauthorized by law or without your permission, you may contact the Treasury Inspector General for Tax Administration (TIGTA) by telephone at 1-800-366-4484, or by email at [email protected].



“7216 REGULATION” USE FOR TAA - SAMPLE

Consent to Use of Tax Return Information Federal law requires this consent form be provided to you. Unless authorized by law, we cannot use, without your consent, your tax return information to third parties for purposes other than the preparation and filing of your tax return. If you consent to the disclosure of your tax return information, Federal law may not protect your tax return information from further use or distribution.

You are not required to complete this form. If we obtain your signature on this form

by conditioning our services on your consent, your consent will not be valid. If you agree to the disclosure of your tax return information, your consent is valid for the amount of time that you specify. If you do not specify the duration of your consent, your consent is valid for one year.

For your convenience, we have entered into arrangements with Tax & Audit

Assistance regarding the reviewing of audited returns. In order to assist you through an audit, Tax & Audit Assistance will need to use your tax return information.

If you agree to allow Tax & Audit Assistance to use your tax return information to

provide you with direction in regards to an IRS audit on your 2012 return, provide the data requested below, and sign and date this consent to the use of your tax return information.

I, __________________________ authorize Tax & Audit Assistance to use the tax return

information I provide to tax return preparer during the preparation of my _______ tax return to assist in the event of an IRS audit.

Printed Name of Taxpayer: ___________________________________ Taxpayer Signature: ____________________________________ Date: ____________ Printed Name of Joint Taxpayer: _______________________________ Joint Taxpayer Signature: ________________________________ Date: ___________

If you believe your tax return information has been disclosed or used improperly in a manner unauthorized by law or without your permission, you may contact the Treasury Inspector General for Tax Administration (TIGTA) by telephone at 1-800-366-4484, or by email at [email protected].



Consent to Disclosure of Tax Return Information (Tax Loan) ___________________________________________________ ("we," "us" and "our") Printed name of TAX PREPARER Federal law requires this consent form be provided to you ("you" refers to each taxpayer, if more than one). Unless authorized by law, we cannot disclose, without your consent, your tax return information to third parties for purposes other than the preparation and filing of your tax return. If you consent to the disclosure of your tax return information, Federal law may not protect your tax return information from further use or distribution. You are not required to complete this form. If we obtain your signature on this form by conditioning our services on your consent, your consent will not be valid. If you agree to the disclosure of your tax return information, your consent is valid for the amount of time that you specify. If you do not specify the duration of your consent, your consent is valid for one year. You have indicated that you are interested in applying for a Tax Loan. In order to have your application processed, we must disclose all of your tax return information to _________________________ (printed name of finance company). You may request a more limited disclosure of tax return information, provided that you authorize disclosure of all information required by the finance company to consider your application.

If you would like us to disclose your tax return information to _________________________________ (printed name of finance company) for this purpose, please sign and date your consent to the disclosure of your tax return information. By signing below, you (including each of you if there is more than one taxpayer) authorize us to disclose all of your tax return information so that _________________________________ can evaluate and process your application for a Tax Loan. You understand that if you are not willing to authorize us to share your tax information, you will not be able to obtain a Tax Loan but you can still choose to have your tax return prepared and filed by us for a fee. Return prepared for ____________tax year Printed Name of Taxpayer: ___________________________________ Taxpayer Signature: ____________________________________ Date: ____________ Printed Name of Joint Taxpayer: _______________________________ Joint Taxpayer Signature: ________________________________ Date: ___________ If you believe your tax return information has been disclosed or used improperly in a manner unauthorized by law or without your permission, you may contact the Treasury Inspector General for Tax Administration (TIGTA) by telephone at 1-800-366-4484, or by email at [email protected].


Consent to Use of Tax Return Information (Tax Loan)

_______________________________________ ("we," "us" and "our") Printed name of TAX PREPARER

Federal law requires this consent form be provided to you ("you" refers to each taxpayer, if more than one). Unless authorized by law, we cannot use, without your consent, your tax return information for purposes other than the preparation and filing of your tax return.

You are not required to complete this form. If we obtain your signature on this form by conditioning our services on your consent, your consent will not be valid. Your consent is valid for the amount of time that you specify. If you do not specify the duration of your consent, your consent is valid for one year.

For your convenience, we offer qualifying taxpayers the opportunity to apply for Tax Loan. To determine eligibility, we will need to use your tax return information by analyzing it and calculating the amount of your anticipated refund.

If you would like us to use your tax return information to determine whether a Tax Loan may be available to you while we are preparing your return, please sign and date this consent to the use of your tax return information.

By signing below, you (including spouse if filing jointly) authorize us to use the information you provide to us during the preparation of your tax return to determine whether to present you with the opportunity to apply.

Printed Name of Taxpayer: ___________________________________ Taxpayer Signature: ____________________________________ Date: ____________

Printed Name of Joint Taxpayer: _______________________________ Joint Taxpayer Signature: ________________________________ Date: ___________

If you believe your tax return information has been disclosed or used improperly in a manner unauthorized by law or without your permission, you may contact the Treasury Inspector General for Tax Administration (TIGTA) by telephone at 1-800-366-4484, or by email at [email protected].


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