October 6, 2017

Community Intake Sites

Thank you for coming onboard as a Community Intake Site for the 2019 tax season! We are thrilled to have you participate in the second year of this pilot.

Below is a short overview of site roles and responsibilities, including the timing for each activity, contact info, and more!

PARTNERS

  • Community Intake Sites
  • That’s you! We hope to work with 30 community intake sites throughout the Bay Area during the tax season to help clients access free tax preparation at trusted locations that are convenient for them.

  • Hub Sites
  • Hub sites are long-time free tax preparation providers who have committed to providing a different service by processing returns remotely. The hub sites for the 2019 season include Fremont Family Resource Center, Sacred Heart Community Service, and Chinese Newcomers Service Center. You will be paired with a hub site based on availability and the language capacity of their volunteers.

  • United Way Bay Area
  • UWBA manages the EKS coalition and will be your main point of contact for questions and training during the season.

  • IRS SPEC
  • The IRS Stakeholder Partnerships, Education, and Communication (SPEC) team is responsible for ensuring that you have all of the information that you need to comply with IRS rules and regulations. They will help collect your sponsor agreements and can be a resource for questions during the season.

 

PROGRAM TIMELINE

November

 
December

  • Confirm days and hours of operation, address, and other pertinent info and submit to United Way if you haven’t already!
  • Begin promoting your site to clients, general public, etc.
  • Fill out United Way training survey online (coming soon to assess training needs for you and your staff)

January

  • Ensure all staff and volunteers that will be participating in intake have passed the Standards of Conduct and Intake/Interview training and keep records on hand
  • Attend Community Intake Site and Hub Site Meet up (we will try and a find a mutually good tim for all!)
  • Maintain contact information and communication with your Hub Site as new volunteers or staff are added
  • Ensure all staff and volunteers attend community intake site training with United Way Bay Area
  • Review Community Intake site toolkit with staff and volunteers
  • Role play and test forms
  • Test connectivity and scanners, submit test documents to the community intake VITA site systems

February-April

  • Tax season begins!
  • Attend brief monthly webinar during the tax season (hosted by United Way)
  • Troubleshoot as necessary

April-May

  • Fill out end of season survey/evaluation for United Way Bay Area
  • Troubleshoot as necessary

 

TECHNOLOGY

We will be providing the same technology support and platforms that we provided for Virtual VITA last year, including the secure online storage platform Tresorit, and a Google sheet that will be used for communication between Hub Sites and Intake Sites. All Community Intake Sites will need access to a computer with Wifi/Internet connectivity as well as a printer/scanner. Please contact UWBA as soon as possible if you need help with additional equipment.

 

TRAINING

All staff or volunteers working with clients as part of the community intake site must complete IRS training and take two brief tests that cover 1. Standards of Conduct and 2. Intake/Interview. These certifications are available on via the IRS Link and Learn: https://www.linklearncertification.com/d/

UWBA will also host a training for community intake sites, both new and returning. We will send out a training form that will help us design the information needed for the training, as well as what times, dates, and locations might work best for you and your staff and volunteers. Please be on the lookout for this survey in December.

We will also host a meet and greet for sites that are participating in community intake, as well as hub sites. The training survey will also try and get a feel for a good location for this meeting (to take place in Late January).

 

SITE SET-UP

IRS has quality site requirements, many of which apply to Community Intake Sites. Ensure you have both the IRS Publication 4053, Civil Rights Poster and IRS Publication 4836, Vol Tax poster in the waiting area or entry point for your clients. You can print and download these posters online or get them from UWBA.

4053 4836

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