Remote File
Remote File is an electronic method of processing returns. Through Dean Miner, USU Extension and the Earn it. Keep it. Save it. Coalition of Utah, Remote File has been used to reach rural areas. This method lets coalitions with limited volunteers maximize their time and service in such areas.

How Can I be involved with Remote File?

Remote File has been widely used in rural areas of Utah in many ways.
  • Tax filers
    If you are looking for free tax help call 2-1-1 to see if there is a remote site near you.
  • Partners
    You may consider hosting a remote file site.
  • Volunteers
    We are always looking for people to help us with remote file, in some cases you don’t even have to certify as a tax preparer!

How Remote File Works

Today, after four years, there are 2 main methods for Remote File: Traditional Remote File and Live Remote File. The Earn it. Keep it. Save it. Coalition uses both methods and find that both work for our diverse rural communities.

Why use Remote File?

  • Surveys have shown that rural tax payers are completely satisfied with the process despite the wait and/or use of technology.
  • Process allows up 35% more returns to be prepared.
  • Offers a great way for volunteers to become involved with limited pressure.
  • Provides an opportunity to expand and grow coalitions.
For questions please contact Dean Miner at dean.miner@usu.edu

Traditional Remote File

  • Returns prepared by offsite certified volunteers within a week
  • Tax payer receives finished return one week later
  • One onsite certified volunteer required to quality review tax return with tax payer
  • More returns can be completed per hour of volunteer onsite time
  • Returns are better prepared when there is no time crunch
Volunteer Requirements
  • Onsite certified volunteer to answer intake questions, scan documents, quality review, print returns, and review finished return with tax payer
  • Offsite certified tax preparers to prepare tax return on their own time
  • Offsite certified site coordinator to oversee site and handle rejects
Hardware & Software Requirements
  • TaxWise online
  • Secure online file sharing (Fileworks.com, etc.) Visit www.fileworks.com
  • Document scanner
  • Printer
Scheduling
  • Traditional appointments
    • Intake on Tuesday and Thursday, with appointments every 30 minutes
    • Return appointment the following Wednesday, with appointments every 20 minutes
  • Use 2-1-1 and VITA Scheduler
    • 2-1-1 Staff must understand and explain to taxpayer which method (traditional or live) their appointment will be
  • Allow site host to access scheduler as most rural tax payers will contact them directly.

Live Remote File

  • Returns prepared by offsite certified volunteers in real time
  • Tax payer receives finished return same day
  • Onsite volunteer simply scans documents and prints return; certified volunteer reviews return with taxpayer over phone and shared computer screen
  • No travel required, even if there is no certified volunteer on site
  • Takes about the same amount of time as traditional VITA sites
Volunteer Requirements
  • Onsite noncertified volunteer to greet taxpayers, scan documents, and print returns.
  • Offsite certified tax preparers to prepare tax return in real time
  • Offsite certified site coordinator to oversee site and handle rejects
Hardware & Software Requirements
  • TaxWise online
  • Secure online file sharing (Fileworks.com, etc.)
  • Document scanner
  • Printer
  • Screen sharing application (Adobe Connect, Go to Meeting, etc.)
  • Phone line
Scheduling
  • Live appointments depend on the number of offsite certified volunteers available
  • Use 2-1-1 and VITA Scheduler
    • 2-1-1 Staff must understand and explain to taxpayer which method (traditional or live) their appointment will be
  • Allow site host to access scheduler as most rural tax payers will contact them directly.