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25 • QSR - 9 – Correct Electronic Filing Identification Number (EFIN). The correct Electronic Filing Identification Number (EFIN) is required to be used on every tax return prepared. All applicants must use the online IRS e-file application process located in E-Services to apply for an EFIN or update an application. A separate EFIN is required for each physical location. E-file administrators set the tax software defaults to ensure the correct EFIN automatically appears on Form 8879, IRS e-file Authorization. QSR - 10 – Security. Sites must follow all security, privacy, and confidentiality guidelines as outlined in Publication 4299, Privacy, Confidentiality, and Civil Rights - A Public Trust. A copy (paper or electronic) of this publication must be available at every site and used when referring to security, privacy, confidentiality, and civil rights issues. Publication 4299 is the resource document for providing guidance on securing and protecting personally identifiable information (PII) shared by taxpayers, volunteers, and partners. All coordinators must have security procedures in place as described in Publication 4299 for the following processes:

– Preparing an annual security plan to safeguard taxpayer data. (Sites can use Form 15272, VITA/TCE Security Plan, or a similar document that captures the same information.)

– Protecting all computers with passwords.

– Using a hard-wired internet connection or encrypted and password-protected all wireless internet connections.

– Securing computers, printers, and all equipment after site operating hours.

– Safeguarding personally identifiable information (PII) at the site by safely storing and/or properly disposing of the information.

– Securing IRC Section 7126 consent notices as required.

– Limiting volunteer access privileges to the tax software based on assigned roles.

– Restricting volunteer access to the tax software after operating hours.

– Deactivating usernames in the tax software when volunteers quit, resign, or are no longer working at the site. To help prevent identity theft at TCE sites, IRS-certified volunteers must identify themselves to the taxpayers they assist. Volunteers at in-person sites must wear or display name identification, including work identification badges, IRS name badges, and Tax-Aide name badges. At a minimum, this identification must include the full first name and first letter or the volunteer’s last name. Form 14509, VITA/TCE Volunteer ID Insert, is an optional product developed for volunteers to display their names and can be obtained by contacting the territory office. Virtual sites can use electronic means to provide the volunteer’s name to the taxpayers. Where to locate information The Quality Site Requirements can be found in the following locations: • Publication 5683, VITA/TCE Handbook for Partners and Site Coordinators • Publication 5166, VITA/TCE Volunteer Quality Site Requirements • www.irs.gov - Key word search: Quality Site Requirements 6. Publicity You are responsible for developing a publicity plan for publicizing your TCE Program and site information but also to recruit volunteers for your program. It should publicize the TCE Program and ensure that the targeted audience is emphasized as the elderly (taxpayers age 60 years or older). Plans for publicity should be made well in advance of the dates assistance is to be offered. All publicity must mention that tax assistance is offered FREE of charge to those taxpayers 60 years of age or older. See Publication 5683, VITA/TCE Handbook for Partners and Site Coordinators, for more information on publicity and marketing; including draft copies of news releases that you can utilize for recruiting volunteers or advertising site availability. Publication 5683 can be found on www.irs.gov. Site Management