August 28, 2017

Site Coordinator Timeline

EKS Calendar of Events for Site Coordinators


September

To do:

  • Attend your county-specific Site Coordinator Kick-Off Meeting (for more about EKS, IRS, TaxSlayer and VITA program updates).
  • Start thinking about your site details:
    1. VITA site’s dates and hours of operation. Reserve room for operating hours during tax season.
    2. Volunteer needs (how many you need, as well as languages and certifications).
    3. Equipment needs.

  • Contact past volunteers through personalized email or call.
  • As soon as you have secured your hours, dates, and location of operation, please complete the Tax Season VITA Site Information PDF form so that both IRS SPEC and the UWBA EKS team have the information for the database, volunteer recruitment, and maps used for client outreach. (If you don’t define your hours and dates early on, you might miss out on volunteers who are looking at our website for sites to sign up for!)
  • SPONSOR AGREEMENT: Complete and sign IRS Form 13533 (VITA Partner Sponsor Agreement) PDF . Email it to your IRS SPEC Relationship Manager by the end of October so that your software can be ordered for the upcoming season. Note that the sponsor name and address should be the name and address of your site. However the sponsor signature and printed name at the bottom should be one of the site coordinators. If you have multiple Site Coordinators, any of them can sign this form.

October

To do:

Important Dates

  • 10/1: You can begin to order TaxSlayer software for your site through the IRS, as long as your site paperwork has been completed. Contact your IRS SPEC Relationship Manager to specify the type of software you want them to order for you (Traditional, FSA Standalone, or FSA Fusion).
  • 10/1: Day that the F2333-V Site Order Form goes out to all existing Site Coordinators.
  • PASSED! – 10/8: ALAMEDA COUNTY Site Coordinator Meeting. Monday, 9:30am-11:30am at the Location4C’s in Hayward.
  • PASSED! – 10/9: EARLY DEADLINE to order site materials for early delivery (around Thanksgiving).
  • PASSED! 10/15: EARLY DEADLINE to turn in VITA site information via Google Form PDF
  • PASSED! 10/25: IRS/TAXSLAYER TRAINING: Desktop/Contingency Plan (Series 1 of 5). Thursday, 11am-1pm. REGISTER TO ATTEND the Oakland Viewing Session or the San Jose Viewing Session.
  • PASSED! 10/29: WEBINAR: EKS Volunteer Sign-up Process and System. Monday, 11am-Noon. REGISTER TO ATTEND and learn how to use the new EKS volunteer sign-up tool and back-end system for Site Coordinators!
  • 10/30: REGIONAL EKS Conference. Tuesday, 9:30am-3:30pm at the LocationCalifornia Endowment in Oakland. REGISTER TO ATTEND at https://eksregional.eventbrite.com.
  • 10/31: EARLY DEADLINE turn in Sponsor Agreement to IRS so they can order TaxSlayer for your site, if you want to set it up early (you get early access around Thanksgiving)
  • 10/31: DEADLINE to order site supplies (intake sheets, envelopes) for delivery before end-of-year

November

To do:

  • Reach out to last year’s site volunteers. Invite them to visit the Returning Volunteers webpage to sign up for your site again, as well as sign up for any training.
  • Start directing new volunteers to sign up on the EKS website.
  • BEST PRACTICE: Within a week of someone signing up for your site, be sure reach out to them via email or phone (introduction and welcome to your site team).
  • BEST PRACTICE: Identify volunteer(s) who will serve as alternate site coordinator(s) in your absence and ensure that they take the read through the Pub. 5088 (IRS Site Coordinator Training) PDF and complete the IRS Site Coordinator module within IRS Link & Learn. (If you can’t see the coordinator link when logged into Link and Learn, click here for instructions on how to enable the Site Coordinator module.)
  • Inform returning volunteers about IRS Link & Learn certification being available again. This usually becomes available around November 15th.
  • Determine quality review process at your site.

Important Dates


December

To do:

  • Continue to reach out to those who have signed up as prospective site volunteers (greeting and encouragement).
  • Attend county-specific Site Coordinator Meeting (TBA).
  • Reach out to your prospective site volunteers and let them know about any final site details or pre-season events (like site orientation if you have one).
  • Begin gathering office supplies for VITA site.
  • Begin distributing client outreach materials from UWBA (postcards, flyers).

Important Dates

 


January

To do:

  • Check the EKS website and confirm that your days/hours of operation are correct. If they are not correct, submit site listing changes via email to your EKS County Lead!
  • Check-in with your site volunteers through email/phone. Ask about their training progress and collect their signed IRS Form 13615 (Volunteer Agreement) PDF before their first volunteer shift. Be sure to sign off on their Volunteer Agreement once you have verified their ID.
  • BEST PRACTICE: Hold a site orientation for your volunteer team to go over workflow, site procedures, and even role-play a sample return if time allows.
  • Make sure you have collected all site supplies/equipment in time for season open.

Important Dates


February

To do:

  • Open and operate tax site!
  • Check the EKS website and confirm that your days/hours of operation are still correct. If they are not correct, submit site listing changes via email to your EKS County Lead!

Important Dates


March

To do:

  • Prepare taxes!
  • Continuously show appreciation toward your volunteers.
  • Check the EKS website and confirm that your days/hours of operation are still correct. If they are not correct, submit your site listing changes

Important Dates


April

To do:

  • If not staying open after tax season, close the site following all IRS procedures.
  • Submit the following documents to your IRS SPEC Relationship Manager (DCN report and anything else they need).
  • Check the EKS website and confirm that your days/hours of operation are still correct. If they are not correct, submit your site listing changes
  • BEST PRACTICE: Organize a volunteer appreciation event (example: potluck on your last day of operation or after tax season).
  • Attend an EKS debrief meeting and/or celebration for your county.

Important Dates


May

To do:

  • BEST PRACTICE: Send volunteers final site results!

Important Dates

Translate »