1. David W. Hutchison, SC December 7, 2017
Volunteer Management
David W. Hutchison, SC
December 7, 2017

2. Outline Orientation to the AARP Volunteer Portal
Recruiting and Mentoring New Counselors
Reimbursements
Continuing Education
CO1 LC Training 2017

3. Orientation to the Volunteer Portal
Accessing the Portal
Portal Overview
Site Management
Program Metrics
Reimbursements
Ordering Materials
CO1 LC Training 2017

4. New Counselors Recruitment Vetting Prospective Volunteers
Through the AARP system
Locally
Vetting Prospective Volunteers
Why vet?
Who does the vetting?
CO1 LC Training 2017

5. New Counselors Mentoring, Coaching, Taking Care of Gaps in training
Orient to site operations and personnel
Pre-season meeting
First day (new Counselor observe)
Work as CF
Screen returns assigned to new Counselor
Other ideas
CO1 LC Training 2017

6. Reimbursements
The Tax-Aide program authorizes reimbursement to volunteers for expenses they incur for tax assistance, training, and administrative activities
Reimbursements are intended to ensure that volunteers are not excluded from participation in the program due to cost
While Tax-Aide aims to reimburse volunteers for all reasonable and necessary out-of-pocket expenses, it may be that reimbursements do not cover the total cost of their participation
Travel reimbursements are the single greatest expense to the Tax-Aide program
CO1 LC Training 2017

7. Reimbursements
Site personnel (Counselors, Shift Coordinators, EROs, Client Facilitators, and Support Facilitators) are authorized reimbursement for travel expenses for
Training (Expense Code T)
Counseling activities (Expense Code I)
Counseling activities are subject to a cap on expenses
For this tax season the cap is $500 (about 930 miles)
The mileage cap applies ONLY to Expense Code I on an itemized reimbursement request; it does not apply to training or any other reimbursements
CO1 LC Training 2017

8. Reimbursements Flat Rate Reimbursement
Tax-Aide volunteers may elect to receive a one-time, flat-rate expense reimbursement
Volunteers receive $35
Volunteer leaders receive $50
No other reimbursement is permitted for the season
CO1 LC Training 2017

9. Reimbursements Flat Rate Mass Approval
Volunteer Leaders in a supervisory position (LC, DC, SC, RC) may enter flat- rate reimbursements for their people using the mass approval form
Use this procedure as a convenience for volunteers who cannot or choose not to enter a reimbursement themselves
CO1 LC Training 2017

10. Reimbursements Itemized Reimbursement
Use an itemized reimbursement request for site coordination and operating expenses
Paper (Expense Code S)
Office supplies (Expense Code Z)
Travel to coordinate with site facility manager, post-season tax service, etc. (Expense Code B)
See handout for other expense codes
CO1 LC Training 2017

11. CE Credits Who can get continuing education credits
Enrolled agents, non-credentialed tax preparers, certified public accountants who serve as Tax-Aide volunteers
Procedure for Volunteers:
Register in Link & Learn, complete applicable fields on the “My Account” page, and pass the required tests including the Advanced Test
The “Circular 230 Federal Tax Law Update” test does not qualify for CE credits
Each candidate must volunteer for a minimum of 10 hours as a tax preparer, instructor, or quality reviewer to earn 14 CE credits
If, in addition to the above, a volunteer passes a specialty certification test on Link & Learn, e.g., HSA, he or she will earn 18 CE credits
CO1 LC Training 2017

12. CE Credits Procedure for LCs: When approved
Each volunteer must submit their Link & Learn-generated Form showing their test results to their Local Coordinator
The Local Coordinator must complete and sign the Continuing Education Credits section of Form to validate completion of the CE requirements
LC submits the completed Form to the local SPEC contact
NLT April 18, 2018, but do it as soon as the volunteer obtains their 10 hours
Incomplete forms will be rejected by the IRS!
When approved
The IRS will upload the CE credits for volunteers with PTINs to the volunteers' PTIN accounts
For CPAs without a PTIN, the Area Analyst will prepare and send a certificate via
For all others, CE certificates will be mailed to the volunteers by SPEC
CO1 LC Training 2017