Issue Committee (W & I EITC) Meeting Minutes
February 18, 2004
Opening of the Meeting
Handelman opened the meeting at 2:07 p.m. EST.
Roll Call
Quorum not met.
Panel Members Attending
- Laura DeMarais
- Dan Drumel
- Gwen Handelman
- Cheyanna Jaffke
- Leslie Malcolmson
- Agnes Tillerson
- Faith Vinikoor
- Nan Wilson
Panel Members Absent
- Jim Banks
- Catherine Kelly
- Steven Landauer
- Shamsey Oloko
- Joe Reder
IRS Staff
- Audrey Y. Jenkins, TAP Program Analyst
- Sandra Ramirez, Program Manager
Handelman stated that since there is not a quorum the Committee could not make a final decision on the date and place of the second face-to-face meeting.
Approval of Minutes
DeMarais mentioned that Landauer requested a correction to the December 17, 2003 meeting minutes. He wanted to add to the section under the Marketing and Research Subcommittee report that we have found a national contact, Ron Smith to work with the YMCA.
The approval of the minutes from the December and January meetings will be carried over to the March meeting since we did not reach a quorum in this meeting.
Follow up on Action Items from the Previous Meeting
Jenkins
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Members confirmed in January meeting that they received article via email.
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Jenkins mailed the Committee the EITC dollar amounts by state.
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DeMarais circulated the December meeting minutes to the Committee.
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Jenkins is in the process of setting up a conference call for the Education Subcommittee with a subject matter expert from Forms Testing. She has been working with Brenda James and Denise Fayne. (Carried over to March)
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Jenkins will set up a Subcommittee teleconference on rural outreach with Jan Zombro, who was recommended by Kay Farrow. (Carried over to March)
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Jenkins will invite Ron Smith, Sue Sottile and a SPEC contact to the March teleconference to discuss VITA partnering with the YMCA and with other organizations (how a partnership is established, what kind of commitment is required from an organization, what literature about partnering is available, etc.).
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Farrow has been added to the group e-mail distribution list of the EITC members.
Farrow
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Farrow checked the status of the Form 3498 revision and found out that SB/SE writes part of that publication and W&I writes part of it. As far as SB/SE is concerned it has been revised and is due out by March 2, 2004 . The Committee previously provided Bill Phillips with feedback on the recertification report. Farrow isn't sure the Committee's changes were incorporated into the revised document. If not, W&I is considering a revision because some of the publication needs to be more applicable to the Service Center process. Farrow will forward the draft of Form 3498 revisions to the committee before the next meeting. Handelman asked if our input would be timely if done in May. Farrow said she believed that they were looking at a publication date of FY2005 with a deadline for feedback of October/November.
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Farrow forwarded the link for the on-line Tool Kit to Jenkins, which went out to the group. Farrow spoke to Bob Ericsson regarding forms testing; and was told there is not a standing focus group or focus groups. There is a contractor who will solicit for focus groups and put them in place when the agency needs a form reviewed. Thus, it is very expensive and is not done for minor forms, only for the high-end forms. For instance, focus groups were formed to evaluate Form 8836 for the EITC qualifying child certification and several years ago the EITC worksheet was reviewed. The cost for reviewing Form 8836 was $80,000. The contacts that Jenkins located should be able to describe to us the process of requesting review of a form by a focus group. Wilson stated that this Subcommittee was initiated because of the Committee's review of GAO Report 03-486 that stated that only two EITC forms were tested in a 5 year period. Farrow stated that she knew that the Schedule EIC worksheet was one, and she will find out the other. There were four focus groups involved with Form 8836, in four different parts of the country, Farrow added. Vinikoor said that the report stated there was a substantial decrease in errors as a result of the focus groups, Wilson agreed and added that the benefits of input before forms were issued outweighed the costs.
Handelman
Landauer
Education, Publication & Forms Subcommittee
Marketing and Outreach Subcommittee
- Jenkins will set up teleconference call with Jan Zombro from SPEC re: rural outreach.
- Jenkins will invite Margaret Warren, Director, SPEC Partner and Product Development to the March teleconference.
Office Report
Jenkins has made arrangements for our face-to-face meeting in Las Vegas at Circus, Circus for May 12-15, 2004 . Drumel asked to try to book the Circus Circus-Tower opposed to the Circus Circus-Manor. Jenkins will verify our arrangements as they are finalized.
Program Owner Report
Farrow began to address prioritization of Committee assignments. Handelman requested that Subcommittee Reports precede her comments, as it might give her a better sense of what issues members are interested in pursuing.
Marketing and Outreach Subcommittee Report
Malcolmson stated that the Marketing and Outreach Subcommittee is still interested in rural outreach and the partnerships between SPEC and partner organizations.
Overclaims Analysis Subcommittee Report
Vinikoor stated that the Overclaims Analysis Subcommittee is still interested in the open items from last month's report:
- Reviewing the existing audit process and improving the quality of communication with taxpayers
- Preparer due diligence
- Reviewing the 3107 – EITC Tax Professional Guide
- Reviewing the 3107E – Evergreen EITC Tax Professional Toolkit
- Reviewing the revised Publication 3498
- Modification of W-2 and W-4 forms, allowing employers to provide information on EITC eligibility.
Education, Publications and Forms Subcommittee Report
Wilson stated that the Education, Publications and Forms Subcommittee still is interested in forms testing. She also stated that they were charged at the last meeting to come up with what they thought the composition of focus groups should be. It was generally agreed that focus groups should be made up of individuals who fill out the forms, mainly low-income individuals or VITA volunteers who deal with the EITC. She went on to state that the composition of the focus groups does not seem to be the problem. She thinks the problem is that focus groups are not used enough and there aren't any written criteria for determining which forms should be tested. She is unsure if the Subcommittee should work the composition of focus groups any further. Farrow stated that she now understands that the Subcommittee is concerned about the standards for and lack of focus groups, as well as the small number of forms that are reviewed. Farrow will research the written criteria for the selection of forms to be tested.
Program Owner Wish List
Farrow, along with Boehmer, decided that the number one priority is the Committee's feedback on the results of the “proof of concept test,” or the certification test for a qualifying child. Unfortunately, Farrow does not think she will have the test results until the April meeting. Then, Farrow stated, she would want a quick turnaround.
The number two priority, which could be on-going, is the review of the EITC section of the IRS website, www.irs.gov. Farrow and Boehmer would like the Committee to look at navigating the website as a taxpayer would if they had questions about the EITC. If you go to www.irs.gov/EITC how many clicks did it take you to end up in the right place? How difficult was it for you to find the information or forms you needed? Were you able to find a Low Income Tax Clinic or VITA site? Farrow stated that they are trying to refer people with EITC questions to the IRS website, and if the information they are seeking isn't clear or is missing, then they have failed.
Members agreed that it would be beneficial if Farrow and Boehmer provided them with specific questions. The Education Subcommittee will focus on the perspective of an individual taxpayer and the Overclaims Analysis Subcommittee will evaluate it from a preparer point-of-view. Farrow stated that feedback would be timely in late summer for the next tax season.
Farrow went on to state that the topic of Non-response to IRS Audit Notices, which is currently in the parking lot, is another item. She stated that there is an internal group that is trying to work on a stuffer that would go in notices that are sent to taxpayers that would read something like “ALERT: please respond to this notice so you can get the EITC.” It is in draft form right now and she recommended to that group that they allow the Committee to look at it to provide feedback. Farrow will provide it to the group and would like any feedback very quickly.
Boehmer was intrigued by Advance EITC, which is another item in the parking lot. Farrow wondered if the Committee was interested in education efforts or improving participation. Vinikoor referred back to a prior comment from Banks about people not wanting to adjust their withholding and looking forward to getting a refund check each year. Farrow said there might be a taxpayer who received an advance credit, and would then owe money at the end of the year. She agreed it is very hard to promote.
Handelman stated that the Committee could work on the other three issues: (1) Notice stuffer, (2) results of the qualifying child certification test, and (3) irs.gov/EITC. After asking Farrow for approximate project timelines, Handelman stated that the Committee would work on having our recommendations on (1) and (2) completed at the May face-to-face meeting and (3) feedback finalized at the summer meeting.
Vinikoor asked if Farrow could add working on the draft of Form 3498 to the list for the committee. Farrow stated yes and stated that she would get the draft to the Committee as soon as it is available.
Handelman asked if Farrow thought it would it be a good use of the Committee's time to draft comments on the Q&As on the Qualifying Child certification test on-line. Farrow stated yes, particularly if we find something that is totally wrong. Errors can be fixed immediately, matters of clarity will be changed later. Handelman will collect and compile the Committee's comments and send then to Farrow ASAP.
Wilson asked if the Committee should continue working on the EITC forms testing. Farrow will get more information on this. Handelman stated that if there is a draft of standards to be reviewed, the Committee needs to know the deadline for our comments.
Joint Committee Report
Handelman stated there is money in the budget for seven additional face-to-face meetings. Committee chairs discovered there were only seven committees who were interested in having a second face-to-face meeting this year.
All individuals who expressed an interest in serving a third year have been approved. Ramirez stated the individuals who have requested to stay on for a third year should be receiving a confirmation letter directly from Washington . The recruitment process to fill open positions will begin soon. Some states will only be recruiting for alternates. There will be information on open positions on the improveirs.org website.
Area 5 received a response to their proposals on improving the FreeFile program. Area 5 will communicate again with the Program Owner, since Area 5 felt some of their proposals were not addressed in the response and others were misinterpreted.
New Business
Handelman stated that she received feedback from Committee members on their availability for the second face-to-face meeting. After discussion, the Committee tentatively agreed on August 15-17. Staff will research the cost of meeting in Anaheim, Atlanta, Denver, Seattle, and San Diego.
Meeting Close
Tillerson stated that there was an article about EITC, “Uncle Sam Willing to Give Money Back” with a graphic of an eagle holding a dollar bill and a man and woman in a nest with their mouths open, in the Jacksonville, Florida Times Union newspaper. Tillerson will send the article to the Committee.
Vinikoor mentioned an article on AMT she received from Area 2. She recommended a website, www.ReformAMT.org to members who are interested in this issue.
Ramirez reported that Jenkins tried to send out intranet links on EITC marketing materials that were inaccessible to non-IRS staff, and offered to have her send them in a more accessible format. Handelman requested them; DeMarais, Tillerson and Wilson do not wish to receive them. Jenkins will send links to EITC marketing materials.
Drumel made a motion to adjourn and Tillerson seconded it. The meeting was adjourned at 3:07 p.m. EST.
Next meeting: Wednesday, March 17, 2004 at 2:00 p.m. EST.
Action Items
Jenkins
- Set up a conference call for the Education Subcommittee with a subject matter expert from Forms Testing. She has been working with Brenda James and Denise Fayne. (Carried over to March 17, 2004 meeting.)
- Set up a subcommittee conference call for rural outreach with Jan Zombro (Carried over to March 17, 2004 meeting.)
- Invite Ron Smith, Sue Sottile and a SPEC contact to the March 17, 2004 teleconference to discuss VITA partnering with YMCA and with other organizations (how a partnership is established, what kind of commitment is required from an organization, what literature about partnering is out there, etc.).
- Confirm arrangements for the Las Vegas face-to-face meeting.
- Research Anaheim, Atlanta, Denver, Seattle and San Diego for the period of August 15th through August 17th.
Farrow
- Inform Committee of EITC Forms that were tested.
- Forward the draft of Form 3498 revisions to Committee.
- Provide the Committee with written criteria for forms testing.
- Provide Committee with draft of the stuffer that would go in notices that are sent to taxpayers.
- Provide the Committee with specific EITC questions related to the website irs.gov.
All Members
- Submit comments to Handelman re: Qualifying Child Residency Test Q&As.
Handelman
- Submit to Kay Farrow member comments re: Qualifying Child Residency Test Q&As.
Landauer
- Present the W-4 written proposal and attachments of the Overclaims Analysis Subcommittee.
Tillerson
- Provide Committee with EITC article from the Jacksonville , Florida Times Union newspaper.
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