Tax Clinic FAQs

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• What do I need to do to prepare for my clinic?

  In late February, the ICAA will send you a volunteer information package for you to review prior to your clinic. The package includes abbreviated tax guidelines for completing 2009 taxes. You may also wish to review the CRA General Income Tax and Benefit Guide, available at http://www.cra-arc.gc.ca/formspubs/t1gnrl/llyrs-eng.html, or at your local post office.

   

  We recommend confirming your appointment with the clinic ahead of time to go over any parking or equipment concerns. You should plan to arrive at least 15 minutes prior to the start of the clinic in order to have the proper time to set up before your first appointment.

• What do I need to bring to the clinic?

  You should come equipped with any office products (pencils, paper, envelopes, stapler, stapler remover, and whiteout), calculator and other supplies you might require, as well as the income tax guideline provided in your volunteer package. If you are planning on using a laptop and tax software, please confirm with your clinic ahead of time to discuss the set-up. Some clinics might not have printers available for use and/or you may need to bring cables to connect to the Internet, etc. The clinic should have extra blank tax forms on hand, but to be safe you may want to consider bringing extra blank copies as well.

• What do I do if there isn’t a photocopier on-site (and you don’t have access to a printer)?

  The ICAA advises the organization holding the tax clinic that if there isn’t a photocopier available on-site, volunteers will not be able to complete a second copy of the return due to time constraints. If you have extra time available and are able to complete a second copy by hand, you may do so. In instances where there isn’t enough time, the best thing you can do is to instruct the client that they need to get a copy of the return made before filing their return (Post-it notes or reminders attached to the return are useful.)

• What do I do if there isn’t a printer on-site?

  Use the computer and tax software to run the calculations, transcribe the information onto a hardcopy tax form, and make a photocopy of the return.

• What do I do if there isn’t access to the Internet?

  If the organization does not have access to the Internet, the client will require two copies of their return—one to file with the CRA and one to keep for their personal records. See response above for what to do in case the organization does not have a photocopier available on-site.

• What happens if there is a problem with the software?

  You can always seek an answer in the “Help” tab in the Profile program, or call the Profile Help line at 1-800-452-9970, Monday to Friday 10:00 a.m. to 7:00 p.m. (EST).

• What happens if I need to cancel my clinic?

  Please notify both the ICAA and the clinic as soon as possible. Depending on the circumstance, an alternate date can be arranged between you and the organization or the ICAA can try and find a substitute volunteer.

   

  Some organizations are unable to make alternate arrangements for their clinics as they may have clients who have arranged transportation with D.A.T.S and face cancellation fees. Therefore, the earlier the ICAA knows about your cancellation the better chance there is on finding a replacement.

• What if the client does not meet the gross earnings guideline?

  Volunteers reserve the right to complete a return that does not meet the gross earnings guideline. Best practice is that if the return is still fairly simple and does not grossly go over the earnings guideline, complete the return. Upon completion of the return, you should kindly remind the clinic organizer how many clients exceeded the guidelines and by how much.

   

  Volunteers are not required to complete returns for individuals who have self-employment income, rental income or real estate holdings, regardless of the amount of income. Also, volunteers are unable to complete returns for clients who have passed away, as these returns are too time consuming to be completed in the time allotted.

• Do I need a laptop in order to volunteer at a clinic?

  No, you do not need a laptop to volunteer for the tax clinic program. Completing returns using a pencil, calculator and hardcopy tax forms is more than acceptable.

• Do I need to bring extra copies of the general tax forms?

  Clinic organizers will be provided with extra copies of the tax forms to assist those who have forgotten their return. In addition, most locations have a photocopier on-site.

   

  If the clinic runs out, you can also download extra copies from the CRA website at http://www.cra-arc.gc.ca/formspubs/menu-eng.html, provided you have access to the Internet. Additional copies can also be picked up at the post office.

   

  It’s always a good idea to call the clinic prior to arriving and confirm with them any additional resources they need you to bring.

• Can I bring the returns home to complete or print?

  We strongly advise volunteers to avoid bringing any returns home to complete or print. Only under extreme circumstances should you bring anything home. If you bring a return home, you must get permission from the client and advise the organization that you are doing so, as well as leave your contact information with both the client and organization. Returns should be completely and mailed promptly upon taking the return home (within two days).

• As a CASB student, do the tax clinic hours count towards my tax chargeable hour requirements?

  The volunteer time spent at an ICAA Tax Clinic may count towards your tax chargeable hour requirements, provided the time is approved and verified by the individual within your CA Training Office who signs off on your overall chargeable hour requirements. Prior to volunteering, you must discuss with that individual whether these hours may possibly apply for chargeable hour credit. The Institute does not have authority to decide on whether or not the volunteer time spent may count towards your tax chargeable hour requirement.

• (For University students) Can I volunteer if I’m not sponsored by a CA?

  In order to volunteer, you will need to be paired with a CA mentor who will attend the clinic with you provide assistance, and answer any questions you might have on-site. If you do not know a qualified CA, ICAA will try its best to pair you with a Tax Clinic Mentor.  

• What happens if I run out of time to complete the returns scheduled?

  Several options are available. You can work with the organization and client to return at a different date to complete any returns needed, or, if the organization is running additional clinics, the client might be able to attend at an alternate date and time.

• How do I get a copy of ProFile for use during the tax clinics?

  Thanks to Intuit, our corporate partner for the Tax Clinics, volunteers will receive access to a copy of ProFile tax software for use at the CA Tax Clinics. In late February, the ICAA will send out an email asking individuals who wish to use the tax software to sign a confidentiality agreement. Once the ICAA receives your signed agreement, you will receive a link and access code to download the software.

   

  The licence of the software will expire on April 21, 2010.

• Can I use the tax software to complete my family’s returns or returns outside of the tax clinic program?

  Under no circumstance are you permitted to use the tax software for use outside the tax clinic program. If you wish to use the software for personal use, you can purchase a copy at www.profile.intuit.ca.      

• I’ve never used ProFile tax software before, how can I get experience with the program before my tax clinic?

  To get experience with the software before your clinic, you can download a trial version of the software at www.profile.intuit.ca.  Intuit has also created free online self-paced training modules for ProFile. To access the modules, visit www.profiletraining.ca.

• I’ve downloaded the trial version and can’t get the live version to install.

  If you have already installed the trial software, go to Help > License and add the access code provided to you by the ICAA to launch the program.

   

• After installing ProFile, I get an installation error in French.

  To fix installation errors with French.FRC language related errors, follow the directions below.

  1. Select Control Panel

  2. Select "Regional and Language Options"

  3. Select the "Advanced" tab

  4. Select "English (United States)" in the drop down box.

  5. Restart computer.

  6. Install ProFile.

  7. Repeat steps 1 - 3 and return language to original setting.
  8. Restart computer.