TaxSlayer Frequently Asked Questions (FAQs)

Transcription

1 TaxSlayer Frequently Asked Questions (FAQs) Background: The VITA/TCE software contract has been awarded to TaxSlayer, LLC. TaxSlayer will be the new software provider for the VITA/TCE Programs beginning with filing season Our primary focus is the 2016 filing season and to ensure our partners and volunteers that SPEC is prepared to provide the service and support needed. However, since this announcement we have received feedback and inquiries asking about the impact this transition will have on the current way we do business. Below you will find feedback to the most Frequently Asked Questions about the software vendor, TaxSlayer. Contract Question 1: In what way were the non-cost factors to the VITA partners considered? Answer: Award of the contract was made based on the Lowest Price Technically Acceptable proposal that met the needs of SPEC goals and the VITA/TCE partners/sites/volunteers. Question 2: Was the procurement strategy for this contract Lowest Price Technically Acceptable (LPTA) or Best Value (BV)? Answer: Award of the contract was made based on the Lowest Price Technically Acceptable competition. Which means any vendors whose proposal meets or exceeds all of the technical requirements and has the lowest evaluated price will receive the award. Question 3: Who pushed for this strategy IRS Procurement or SPEC? Answer: The process used in the acquisition for a software vendor was in accordance with all applicable Federal laws, rules and regulations for government contract bidding. Question 4: Were the standards developed too low, thereby allowing every software company that submitted a bid to meet the acceptable hurdle, leaving cost as the evaluation factor? Answer: No. All proposals were evaluated based on their ability to meet or exceed all technical requirements. Failure to meet any of those requirements resulted in the proposal being determined technically unacceptable. Question 5: What measures or standards will there be to monitor TaxSlayer s built out of its infrastructure to accept the technological demands of the VITA program? Answer: The software may have changed but SPEC s standards and expectations are the same. SPEC will work with TaxSlayer, partners and volunteers to ensure the infrastructure and technological demands of the VITA/TCE program are met. Question 6: What was the impetus behind the switch from TaxWise to TaxSlayer? Answer: The contract with CCH-TaxWise will expire October To secure a new contract there is an open competitive bidding process for any software vendor to submit a proposal. All proposals were evaluated based on their ability to meet or exceed all technical requirements and within the Lowest Price Technically Acceptable competition. Question 7: Will customer service and support expectations be the same under the new contract? Answer: Sites can expect the same or higher level of customer support from TaxSlayer. They will provide help desk support to volunteers via toll-free number, or chat.

2 Question 8: We understand that this is a one year contract, with an additional four year option. Is this correct? Answer: Yes this is correct. Question 9: When will IRS decide to continue with the optional years? Answer: Option years are considered and exercised annually. Question 10: What happens if the IRS chooses not to continue the contract for optional years? Answer: At this time, TaxSlayer is expected to be the software vendor for the next five years. Question 11: Several retired IBM managers wanted to pass along that the Service Level Agreement in the contract should at 99%. Answer: SPEC worked closely with Information Technology to develop the industry standards for the Service Level Agreement in this new contract. Functionality Question 12: Will the carry forward data from TaxWise go to TaxSlayer? Answer: TaxSlayer has a mechanism to allow returns prepared in TaxWise to be uploaded into the TaxSlayer database. SPEC is working with Counsel for guidance to ensure taxpayer return data disclosure rules are not violated. More information will be shared once logistics are completed. Question 13: Does TaxSlayer offer a Desktop version? Answer: Yes. TaxSlayer will provide the following suite of products: TaxSlayer Pro Online is a web-based professional application that is accessed via the internet. TaxSlayer Pro is a client/server based professional application that can be run on a stand-alone computer or in a local network environment. TaxSlayer.com is a web-based self-preparer application that can be accessed via the internet Question 14: Does TaxSlayer only run on Windows Machines with Internet Explorer (IE)? Answer: No. TaxSlayer web based software is compatible with Microsoft IE 8.0 or higher, Safari Browser 5.1, Firefox Browser version 13 and Google Chrome. Question 15: Will partners be able to access TaxWise from April 15 th through December 31, 2016? Answer: After November 9, 2016, users will not have access to their Client IDs in the TaxWise system. Question 16: Will partners be able to access their own Client ID in TaxWise any time after December 31, 2016? Answer: No. After November 9, 2016 users will not have access to their Client IDs in the TaxWise system. Client IDs belong to TaxWise. Question 17: Will there be collaboration with TaxWise to share tax data? Answer: SPEC is working with Counsel and CCH-TaxWise to ensure taxpayer return data disclosure rules are not violated. More information will be shared once logistics are completed. Question 18: Will prior year taxpayer information roll over? Answer: Yes. After the initial year, prior data will be available.

3 Question 19: Will TaxSlayer provide service in other languages other than English? Answer: TaxSlayer has the ability to print in Spanish. Question 20: Since TaxWise Desktop has data portability, we assume programs can back up and restore data to TaxSlayer. Is this assumption correct? Answer: Yes. TaxSlayer has a mechanism to allow returns prepared in TaxWise Desktop to be uploaded into the TaxSlayer database. Question 21: Currently TaxWise Online does not allow for data portability. We will need TaxWise to address access to prior year data, so data is available in TaxSlayer for prior year and current year tax preparation? Answer: SPEC is working with Counsel for guidance to ensure taxpayer return data disclosure rules are not violated. More information will be shared once logistics are completed. Question 22: When a data portability solution is achieved, will partners need to download and maintain copies of data securely? Can the data be transferred directly to TaxSlayer or use IRS as intermediary to keep information more secure? Answer: SPEC is working with Counsel for guidance to ensure taxpayer return data disclosure rules are not violated. More information will be shared once logistics are completed. Question 23: Will sites use prior year versions of TaxWise with Online or Desktop for the programs wanting to use it for stopped filers and amendments? Answer: After November 9, 2016, prior year and amended returns must be filed using TaxSlayer software. Question 24: If a coalition chooses to be an early adopter, will they be able to have combined data from TWO sites and any sites using TaxSlayer? Answer: No. SPEC will not issue any data on returns prepared in the 2016 filing season using TaxSlayer software. Question 25: Do early adopting sites need to convert an entire EFIN/SIDN to TaxSlayer? Answer: Yes, the entire EFIN/SIDN must be assigned to software package. The same EFIN/SIDN cannot be used on two different software packages. Question 26: Does TaxSlayer support 1040NR returns? Answer: Yes. TaxSlayer products are capable of electronic return preparation for the 1040 series of forms which includes 1040NR, and 1040NREZ. Question 27: Does the version of TaxSlayer that will be used for VITA only allow interview features or can we see the forms? Answer: TaxSlayer software offers form based and interview based tax preparation features. Question 28: Will we have access to software for all states? Answer: Yes Question 29: Which editions of TaxSlayer will be available to VITA? (TaxSlayer has a classic edition and a Premium edition.) Answer: VITA/TCE sites will use the Classic edition of TaxSlayer.

4 Question 30: Will users have unique logins as they do now in TaxWise? Answer: Yes. The Online and Desktop products will allow the site administrator to generate user names and passwords for volunteer preparers. The volunteer will be required to change their passwords on their first login. Question 31: TaxSlayer shows the use of a flash drive for installations, updates, and return preparations. This won t be used when IRS starts using it right? Answer: TaxSlayer Pro (desktop) does not require the use of a flash drive for installation, updates, and preparing returns. Question 32: What prior year software will be available to the partners to support clients? Answer: TaxSlayer Pro (Desktop) and TaxSlayer Pro Online will support the current year and three prior year versions of the software. Question 33: Will TaxSlayer provide service in other languages? Answer: No. TaxSlayer will provide customer service and technical support in English. But there will be the ability to print returns in Spanish. Question 34: Will we be able to view federal and state returns at the same time or will we have to close federal to see state? Answer: TaxSlayer products allow access to either the federal or the state at one time. The preparer will have the ability to view a PDF of the return while navigating back through either the federal or state return. Question 35: Does TaxSlayer anticipate any bandwidth/capacity issues with the addition of VITA customers? Answer: No. SPEC will continue to work with TaxSlayer to ensure infrastructure and the technological demands of the VITA/TCE Programs are met. This is top priority. Question 36: Will there be support for sharing templates and settings across multiple EFINS as is currently done in TaxWise? Answer: The TaxSlayer Pro Online application does not have a sharing feature between locations. TaxSlayer is working with the transition team to ensure tax return templates and settings meet the needs of the sites. Question 37: With the online product, will sites be able to limit access to a specific IP address? Answer: This is currently not a feature in the Pro Online application. Question 38: Will all returns be visible to preparers or only returns created by the user or moved to the user? Answer: Visibility of returns is controlled by security templates assigned to the user. Question 39: Will we be able to track all users associated with a return? For example, if a return is started by one user and given to another to complete, will both usernames be associated with the return to track errors and respond to inquiries? Answer: TaxSlayer has a comprehensive audit trail feature that tracks changes in the return which includes the preparer.

5 Question 40: Will it support credit only filing for States? Answer: Yes. The applications accommodate the ability to electronically file state returns that do not have a federal filing requirement. Question 41: Will TaxSlayer handle city income tax returns for Michigan, New York and others? Answer: Yes. TaxSlayer does support city income tax returns for a variety of cities. Question 42: If a VITA/TCE site choose to purchase software so we can stay with TaxWise, will the site be allowed to keep the same EFINs and Client IDs used now as well as will they have access to previous years information? Answer: If a VITA/TCE site chooses to stay with TaxWise (CCH SFS), the site can keep their same Client ID and EFIN. Client ID is what allows users to have access to prior years and carry forward of data within TaxWise Online. Question 43: What is the workaround when web based software is not available? Answer: Access to return preparation is interchangeable between TaxSlayer Pro Online and TaxSlayer Pro for any licensed site. IRS Licensees will be allowed to switch between the TaxSlayer Pro Online and non-networked TaxSlayer Pro desktop versions. This will allow the volunteers to continue preparing and transmitting returns in the event of an outage that necessitates the usage of the established contingency plan. Question 44: Is there anything retained on computer when using the online version? Answer: TaxSlayer Pro Online does not retain any data on the computer being used to access the application. Question 45: Is communication between computers and TaxSlayer servers encrypted and secure? Answer: TaxSlayer Pro uses 256 bit encryption for saving returns and for all artifacts that contain, or potentially contain, Taxpayer Information (TPI). TaxSlayer Pro Online and TaxSlayer.com are web based applications where all return data is stored on the secure servers hosted by TaxSlayer. Question 46: How is the return printed? Is it PDF format or direct to the printer? Answer: TaxSlayer Pro Online utilizes PDF for printing. TaxSlayer Pro allows you to select your printing options during configuration. Question 47: With TaxSlayer, for how many years will we have access to the returns we prepared during the current tax season? Answer: TaxSlayer Pro and TaxSlayer Pro Online will support the current year and three prior year versions of the software. Question 48: Will we be able to access prior years' returns in TaxWise? Answer: No, users will not have access to prior year returns in the TW software. Question 49: Will there be access to multiple EFINS by a single user? Answer: TaxSlayer Pro Online and TaxSlayer Pro allow for the central transmission of returns for multiple EFINs at a single site or user.

6 Reports Question 50: Programs currently use reports that help identify errors made by volunteers (and monitor for suspicious activities) and to report outcomes to funders and key stakeholders. To what degree will TaxSlayer and TaxWise reporting be comparable? Answer: TaxSlayer has a comprehensive audit trail feature that tracks changes in the return which includes the preparer.. Question 51: What fields from the 1040 and other forms will be available for data reporting? Answer: SPEC is working with TaxSlayer to ensure reporting capabilities for the VITA/TCE sites are comparable to the reports we are using now. Question 52: Will reports be available at both the aggregate and return level data? Answer: SPEC is working with TaxSlayer to ensure reporting capabilities for the VITA/TCE sites are comparable to the reports we are using now. Question 53: What reports and data extraction options are currently available in TaxSlayer? Answer: SPEC is working with TaxSlayer to ensure reporting capabilities for the VITA/TCE sites are comparable to the reports we are using now. Question 54: Because organizations have different data reporting needs, is there a system for extracting data from TaxSlayer for more complete data or are there smaller reports as currently in TaxWise? Answer: TaxSlayer Pro (desktop) allows authorized preparers the ability to create and run customized reports based of variable data field filters. TaxSlayer Online reports allow customization based on variable data field filters. Question 55: Return status reporting is an important data point. Will it be available in reporting? Answer: Yes, TaxSlayer will have return status/stage information. Question 56: Does TaxSlayer support relational EFIN option for generating reports across many sites? Answer: Yes. TaxSlayer has mechanisms in place that will allow for reports to be generated across multiple sites. Question 57: Are there custom fields within the software we are able to use to collect survey data and extract as part of data reporting? (Like Prep Use fields in TaxWise.) Answer: TaxSlayer will be expanding on existing capabilities of capturing information that is not typically found on a tax return in a format that will be part of data reporting. Question 58: Will the data collection reports generate in Crystal Reports (TaxWise now) Access or another system? Answer: The TaxSlayer Pro (desktop) reports do not require access to a third party tool for report generation. Question 59: Would reports be able to sort data by site ID even if site is part of a relational EFIN? Answer: TaxSlayer has mechanisms in place that will allow for reports to be generated across multiple sites. The web generated reports have the ability to be sorted by site.

7 Question 60: Will programs have the ability to create their own data reports? Answer: TaxSlayer Pro (desktop) allows authorized preparers the ability to create and run customized reports based of variable data field filters. TaxSlayer Online reports allow customization based on variable data field filters. Training Question 61: How is this change of software going to affect the training that is already beginning? Answer: There will be no impact on our current training plans for filing season Question 62: The transition from TaxWise to TaxSlayer will require SPEC employee training, revision of Publication 4012 and 4491, etc. How soon will SPEC employees receive training? Answer: Development of training materials will be an ongoing process. All employees and volunteers should retain their current copies of Publication 4012 and 4491, for use during the initial phase of training. Training for SPEC employees will begin shortly after the 2016 filing season. Question 63: How soon will we have information needed to train site coordinators on how to set up defaults, create user profiles, e-file, etc.? Answer: Training for SPEC employees will begin shortly after the 2016 filing season. Question 64: Will we have access to any version of TaxSlayer software prior to when it goes live in January 2017? Answer: Yes. For the purposes of training, limited access will be provided. Question 65: When will IRS start updating training and reference publications with TaxSlayer information and examples? Answer: After the 2016 filing season. Question 66: Will the IRS be able to print enough new training publications for all volunteers with TaxSlayer information? Answer: TaxSlayer will provide electronic training publications for all volunteers. We are still very early in the planning stages for training and all the needs associated. We will continue to keep our partners informed as logistics are resolved. Question 67: Will there be a TaxSlayer practice version; that is, a Practice Lab? Does TaxSlayer provide online preparer training? If so, when will the program be accessible? Answer: TaxSlayer will provide a practice version of the Pro Online application that is comparable to the existing Practice Lab that is launched from Link and Learn platform. TaxSlayer will be providing online preparer training. The training platform and training delivery will be available during the month of May Question 68: What training will be available from TaxSlayer? Answer: TaxSlayer will provide web based tutorials, recorded sessions, live web based training, face to face sessions, and corresponding training guides to help users understand how to use the software to prepare quality returns.

8 Question 69: Will there be a training platform that we can use to create training returns? Answer: No. There will not be a separate training platform. The web-based training environment that TaxSlayer will be launching to work in conjunction with Link and Learn will allow all IRS volunteers to create training returns. The training application mimics the live version of TaxSlayer. Transition Planning Question 70: When is the deadline for notifying SPEC representatives regarding interest in testing TaxSlayer? How is the relationship manager notified of willing volunteer testers? Answer: There will be many opportunities for employee, partner and volunteer engagement as we transition to TaxSlayer software. SPEC will solicit volunteers for transitioning activities throughout Any volunteers or partners that are interested in participating will be vetted by relationship managers, territory managers and/or Area staff. Question 71: Will we get a Fact Sheet soon to delineate the differences between TaxWise and TaxSlayer? Answer: Yes. TaxSlayer will be working with a transition team to create a crosswalk document. This information will be available after the 2016 filing season.