VITA coalition and partnerships discussion Thursday, 10/15 at 2 pm Eastern

Dear Colleagues:

The Society for Free Tax Assistance will host its monthly discussion on leading VITA coalitions and working in partnerships. Thursday, October 15 at 2 p.m. Eastern, 1 p.m. Central, Noon Mountain, and 11 a.m. Pacific

Register on Zoom once to attend this recurring event.

https://us06web.zoom.us/meeting/register/0hlaMwJyTQmF87yOi6Z9QQ

The Working Agenda for the VITA coalition and partnerships discussion:

We will discuss outreach to local officials in preparation for the Filing Season

  • Introductions and housekeeping
  • Who are you engaging currently, and how do you engage them?
  • What do you want? Volunteers, outreach, sites, funding, policy change, etc.
  • What do they want? Constituent services, economic growth, voter goodwill, helping low-income families  
  • Other thoughts
  • Next Steps and Conclusion

I share registration, notes, and agendas for my events on vitaquality.org.

The Society for Free Tax Assistance

VITA Meet-up Working Agenda

VITA Meet-up – Wednesday, October 14, 2026

Time: 1 pm Eastern, Noon Central, 11 am Mountain, and 10 am Pacific

Location: On Zoom VITA Meet-up Space

Working Agenda:

  • What’s on your mind? Your successes, challenges, and other updates.
  • Site operations discussion – Signing and Exit
    • What is your “exit” process?
    • Tools you use beyond IRS intake and pub. 4012
    • Ensuring Taxpayers review their returns.
    • 7216 consents: last chance
    • The taxpayer’s experience, what they want and what we want for them?
  • Next Steps
  • Conclusion

We share meeting notes and agendas on vitaquality.org. Your colleagues can also register for the VITA meet-up there.

If you are not registered for the meet-up, register once for the recurring weekly Zoom Meeting:

https://us06web.zoom.us/meeting/register/tZErdOqgqjgoG9ajKBMI39ZRmrGBql5istJK

Society for Free Tax Assistance: VITA Meet-up Schedule Update

Posted September 30, 2026

Next Wednesday’s meet-up is canceled

There will be no VITA Meet-up on Wednesday, October 7, 2026 (1:00 PM Eastern), due to VITACon travel.

Meet-up resumes the following week

The next VITA Meet-up will take place on Wednesday, October 14, 2026, at 1:00 PM Eastern (12:00 PM Central / 11:00 AM Mountain / 10:00 AM Pacific).

Quick Reference

MeetingDateTime
Wednesday meet-up — CANCELEDWednesday, October 7, 20261:00 PM Eastern
Next VITA Meet-upWednesday, October 14, 20261:00 PM Eastern

Notes from the September 30 meet-up will be posted on VITAquality.org.

The Society for Free Tax Assistance  •  VITAquality.org  •  a project of JC Craig Consulting

Society for Free Tax Assistance: VITA Meet-up Notes

Date: September 30, 2026

Topic: Volunteer management software — three program walkthroughs, virtual volunteers, and links to client scheduling

Session Overview

  • Three presenters walked through the systems their programs use to recruit, schedule, and track volunteers, followed by open questions and discussion.
  • Notes are generated with AI assistance and anonymized before publishing — participant names and identifying program details are left out below. Organizations, software, and public resources mentioned by name are kept in for reference.

Salesforce (nonprofit add-on)

  • Why: The program previously used a website form that fed an Excel sheet wiped every year, so volunteers could not be tracked over time. It moved to a Salesforce add-on already used for donor tracking. Setup took substantial time.
  • Volunteer side: Two entry points, new or experienced (“experienced” simply means the person has already completed the registration form, even if they never volunteered). The form collects contact information, LinkedIn profile, company or school affiliation (for corporate outreach and student class credit), language skills, CPA status, emergency contact, and a checkbox acknowledging the volunteer handbook, which covers liability. Each volunteer gets a record and a personal dashboard to update their info, see upcoming shifts and history, and sign up from a calendar. Signing up triggers a confirmation email with the handbook and training video links, plus a reminder email, all pre-programmed.
  • Admin side: Customizable dashboard showing volunteers signed up, top volunteer hours, unique volunteers versus attendees (repeat visits), each opening a detailed report. Shifts list the job and location because volunteers often want a specific site. The program runs many locations, only one of which is a VITA site, all tracked in one database.
  • Check-in: Admins or site coordinators can add volunteers or log hours after the fact. On site, the site manager checks volunteers in on an iPad so nobody (e.g., student volunteers) is signed in by someone else; no-shows get no credit.
  • Build & cost: Built with pro bono help — volunteer programmers, college students, Salesforce employees, and Catchafire (which requires payment or a funder). Free but slow. Salesforce offers nonprofits 10 free user licenses through a certification process. Tip: make a call-out to your own volunteer base for someone with Salesforce experience. Drawback: a plain interface that is hard to customize.

Volunteer Local

  • Eight metro sites had outgrown Excel. Volunteer Local is simple and password-free: volunteers browse shifts, self-sign up, and can see who else is signed up (useful for volunteers who like working with a particular group). Admins search for a volunteer to see years of service, hours, and past, current, and canceled shifts.
  • Check-in: Volunteers check themselves in and out. For senior volunteers, a QR code built in Canva and printed as stickers is placed on each laptop so they can scan to check in. If someone forgets, an admin can check them out manually.
  • Features: Jobs and slots are adjustable by day, time, and role — e.g., off-season needs a site coordinator and three preparers; in season add a greeter, a second coordinator, and more preparers. Each job shows qualifications and duties. Filtering by certification is available (unused here, since all volunteers are advanced-certified). One-click emails everyone signed up for a shift (e.g., weather cancellations). Reports filter by site and job, and hours reporting went from “a nightmare” in Excel to “just a click.”
  • Plan & cost: The Discover (basic) plan is $600/year with unlimited features and two admin seats; hours and attendance tracking are included. Most sites are appointment-only, so shift sign-up counts are used to open taxpayer appointment slots in Waitwhile.

Moving Away from Get Connected (Galaxy Digital)

  • Where it fell short: Get Connected works reasonably well for smaller organizations or programs with fewer volunteers. This program had over 600 volunteers last year and is aiming for about 800, and found it very hard to manage them in such a basic system.
  • Specific problems: It could not link shifts together, took a very long time to load, and its reporting is just a raw dump of responses that then had to go into a pivot table. The training sign-up process could never be plugged into it, so the program ran training registration through a Microsoft Word/Forms setup with a lot of logic, and used Formstack for certificate uploads. The presenter called it “a huge mess” that had been tolerated for years without working.
  • The core requirement: The program does not want volunteers signing up for one-off or “onesie-twosie” shifts. It wants a commitment to the full 13-week tax season on a single fixed weekly slot (e.g., Tuesdays 12 to 4), with no choice of individual dates; if someone cannot do that slot for at least 8 or 10 of the 13 weeks, the program would rather they not volunteer. Many volunteer platforms instead show volunteers the whole menu of shifts and let them pick. Because Get Connected could not link shifts, the workaround was to create “dummy” shifts in which the first shift of the season stood in for the rest.
  • What drove the decision: The presenter had complained about Get Connected for years while cobbling together Get Connected responses, a Microsoft Form, and Formstack uploads. Volunteer management at the organization is essentially one person, who also creates most of the recruitment marketing material and is involved in hiring, so the workload with this many volunteers had become impossible to sustain. The inability to find software that linked shifts had been the “Achilles’ heel” of the search.
  • How it got approved: After finding Rosterfy, the presenter did roughly 18 to 20 hours of demos before feeling confident, then “ambushed” the IT department and pushed the purchase through. When asked by the facilitator how to win buy-in from leadership (CEO, CFO), the honest answer was “brute force” — years of pain and not letting anyone stop it.

Rosterfy

  • What it will hold: The program is moving everything into Rosterfy: the tax shifts (as events), volunteer training, and certification uploads tied to the volunteer agreement. Shifts can be linked, so signing up for one Tuesday signs a volunteer up for all of them.
  • Automation & permissions: Built-in automation that can be made very granular. Seasonal site managers can be added as “light admins,” with permissions set down to the detail — for example, view only certain forms, see only responses, read versus edit access, or see emails but not update them.
  • Data & reporting: Rosterfy saves data to the volunteer’s profile rather than to each form. Instead of pulling raw form responses and merging them with other Excel sheets, the program can build a custom report from any profile information — e.g., training registration responses plus each volunteer’s name and phone number — and save it as a report type to run whenever needed.
  • Groups: Volunteers can be placed automatically into multiple groups (e.g., 2027 volunteers, 2028 volunteers, students), and what each group sees can be controlled — for instance, limiting student volunteers to certain shifts.
  • Volunteer experience & screening: Volunteers can filter by role and location, search for what is closest, or type a site and role. Pre-questions can stop people from registering for shifts they should not take; applicants land in a pending status for review, and ineligible sign-ups can be rejected before they cause confusion. Questions can be asked before and after registration.
  • Cost: $8,000 per year, including SMS texting and other features, on a plan for up to 1,000 volunteers.
  • Follow-up discussion: One participant wanted to track certification level year over year (e.g., 2026 versus 2025) to spot trends. Groups and labels should make that possible, and an automation can add volunteers to a certification group automatically whenever they meet the trigger, so nobody tags each person manually. The automations weren’t all built yet because the focus was on launching. The participant noted their own software keeps adding features that must be relearned each year, with automation buried inside individual events, and that Rosterfy’s approach seemed more logical.
  • Status: Rosterfy had not been live-tested — recruitment was launching the next day — though a couple of tests had gone well. The presenter was optimistic but cautioned that the opinion might change after a full season.

Managing Virtual Volunteers

  • Challenges raised: no manager checking volunteers in and out, tracking remote hours accurately, and having coverage when an intake or quality review call is needed.
  • Approach 1: Experienced volunteers only for virtual tax prep, since a frictionless virtual start can turn new volunteers off; shift times can be looser. A Slack channel assigns volunteers to numbered clients as they move through stages (Contacted, Waiting for Documents, Tax Prepared, QR’d, Ready for transmission), and an open Zoom runs for the whole shift where site managers check in and spot-check Slack statuses.
  • Approach 2: Live Zoom events scheduled in Acuity for both volunteers and clients; volunteers are asked for about 8 shifts from a roughly 44-shift schedule, and client appointments are released based on who signs up. For Get Your Refund, very experienced volunteers handle intake and quality review over Zoom using canned responses and shared Zoom accounts; clients book a 15-minute intake interview, then volunteers prepare asynchronously. Progress is tracked in a spreadsheet, since the stages in Get Your Refund make follow-up hard to see.
  • A program with fully virtual options was offered to be a referral partner for volunteers who want flexible, ad hoc opportunities that fixed-schedule programs can’t accommodate; contact details were shared in chat.

Linking to Client Scheduling

  • Two programs are walk-in only (one is piloting appointments on Sundays at a couple of sites; the other found appointments don’t fit its client base and is trying an RSVP model, where heavy RSVPs let staff suggest another day). One program uses Waitwhile and mostly appointment-only sites, accepting no-shows to avoid long walk-in waits. The facilitator moved from walk-in only to appointments as tools became easier, with reminders.
  • Notes from the earlier appointment scheduling software discussion (September 2) are posted on VITAquality.org: Society for Free Tax Assistance: VITA Meet-up Notes (9/2/26)
  • A participant asked whether DaySmart handles both client and volunteer scheduling; no one knew.

Other Items

  • Has anyone seen the updated Pub 5451 (Volunteer Orientation Guide)? One team has mostly been looking at 1040 changes and the new public charge guidance.
  • Two attendees said RAISE Texas was a great chance to see a large operation and meet people. One participant observed that every system seems to need some adjustment — there is no perfect fit.
  • Prosperity Now VITA grant cohorts were expected to be announced before VITACon; this was not confirmed. Many applied, since last year’s applications were rolled over.
  • VITACon is next week. Because of travel and a personal conflict, the facilitator may cancel the next meeting and will give early notice. A backup facilitator is being considered so the conversation can continue when he is unavailable.

The Society for Free Tax Assistance  •  VITAquality.org  •  a project of JC Craig Consulting

VITA Meet-up (9/30/26): Volunteer Management Software Discussion

The VITA Meet-up meets every Wednesday at 1:00 pm Eastern Time.

Register once using the Zoom link below to join the VITA Meet-up recurring meetings

https://us06web.zoom.us/meeting/register/tZErdOqgqjgoG9ajKBMI39ZRmrGBql5istJK

Volunteer management software is an important tool for many non-profits managing VITA Sites. VITA is a seasonally driven management challenge.

•     Supporting volunteer Recruitment

•     Shift and training scheduling

•     Certification tracking

•     Hours reporting

There are many products to choose from, and the best one for you probably depends on your organization’s needs and capabilities.

Working Agenda

  • 1:00 pm Meeting Starts – Introductions
  • 1:05 pm Tax-Aid, Jill Sturm
  • 1:20 pm Iowa Center, Miasem Abidulrazaq
  • 1:35 pm United Way of King County, Casey Lantz
  • 1:50 pm- General discussion
  • 2:00 pm – Conclude; participants may stay for informal discussions.

Comment on REG-119882-25: IRS Proposal to Restrict Refundable Tax Credits Based on Immigration Status

JC Craig of JC Craig Consulting submits this comment concerning REG-119882-25, RIN 1545-BS06, Docket No. IRS-2026-1057, Application of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) to the Refunded Portion of Certain Federal Refundable Tax Credits.

Interest of the commenter

I have volunteered with the IRS Volunteer Income Tax Assistance (VITA) program for 25 years and prepared returns for thousands of low- and moderate-income taxpayers, including many mixed-status families. I have also developed and led training for volunteer preparers, providing technical assistance to organizations offering VITA service nationwide. I have served as a volunteer liaison between VITA/TCE practitioners and the IRS through the Security Summit and as a member of the IRS Electronic Tax Administration Advisory Committee (ETAAC) from 2017 to 2019. These comments reflect my experience as both a preparer and a leader in this field.

The proposed regulations should be withdrawn

These proposed regulations are poor tax administration. They would direct the IRS’s limited compliance, taxpayer-service, and legal resources toward an eligibility question with no documented history of erroneous claims or fraud, while leaving unaddressed the two problems the agency’s own data identifies as the actual drivers of improper payments on the refunded portion of these credits, discussed below. I urge the Department of the Treasury and the IRS to withdraw proposed §§ 1.23-2, 1.24-3, 1.25A-7, and 1.32-4 in their entirety.

As proposed, these regulations would apply PRWORA’s “qualified alien” test to the refunded portion of the adoption credit, the Child Tax Credit (through the Additional Child Tax Credit), the American Opportunity Tax Credit, and the Earned Income Tax Credit. Treasury’s own regulatory analysis estimates that, of the 24 million taxpayers expected to claim the refunded portion of these credits for tax year 2026, between 200,000 and 700,000 would become ineligible under the proposed rule, disallowing between $0.7 billion and $2.6 billion in refundable credits.

Whatever one thinks of the underlying immigration policy, a change of this magnitude should not rest on reinterpreting a 1996 welfare statute that Treasury and the IRS did not previously believe applied to the refunded portion of these credits. As the preamble itself acknowledges, “[p]rior to 2018, the Treasury Department and the IRS had not viewed tax benefits, including refundable credits, as constituting Federal public benefits under PRWORA.” That view changed only after the Office of Legal Counsel revisited the question in a 2020 opinion and reaffirmed it in a November 19, 2025 opinion, citing Loper Bright Enterprises v. Raimondo, 603 U.S. 369 (2024), as grounds to revisit the earlier reading. Loper Bright means a court reviewing this rule will not defer to Treasury’s interpretation merely because it is reasonable; the court must decide independently whether it is the single best reading of PRWORA. If this interpretation is genuinely the best reading of a statute enacted in 1996, it is difficult to explain why Treasury and the IRS held the contrary view for the next twenty-two years, and why it took two Office of Legal Counsel opinions over five years to arrive at it. If Congress intended the refunded portion of these four credits to be governed by PRWORA’s alien-eligibility categories, it has had roughly thirty years to say so in the Internal Revenue Code itself.

The proposal creates an administrability problem the current statute already avoids

Congress has already written an objective, verifiable eligibility test into three of the four affected credits, tied to whether the taxpayer (and, for the Child Tax Credit, the qualifying child) has a valid, work-eligible Social Security number:

  • Section 32 requires an SSN issued by the Social Security Administration, not one issued solely to receive a federally funded benefit;
  • Section 24(h)(7), applicable to taxable years beginning after December 31, 2024, requires a work-eligible SSN for the qualifying child and for the taxpayer (or at least one spouse on a joint return); and
  • Section 25A requires a work-eligible SSN before the return’s due date.

Congress revisited the Child Tax Credit’s SSN requirement as recently as the 2024 filing-year statutory change and chose not to layer a separate PRWORA “qualified alien” determination on top of it. The proposed regulations would nonetheless impose exactly that additional test — one that turns not on a verifiable Social Security Administration data field, but on an immigration classification that does not appear on any IRS form and that preparers have no reliable way to confirm.

The adoption credit contains no SSN-based or immigration-status eligibility requirement; it requires only that the taxpayer report the adopted child’s name, age, and taxpayer identification number. Proposed § 1.23-2 would create the only immigration-status eligibility gate anywhere in section 23 — not by implementing a term Congress used, but by grafting PRWORA onto a credit Congress never conditioned on immigration status.

The proposed regulations compound this problem by creating a new timing rule solely for immigration status, layered onto credits whose existing eligibility tests already have their own timing rules — a work-eligible SSN by the return’s due date, for example. The preamble states that each taxpayer must be a U.S. citizen, U.S. national, or qualified alien “on the date of filing an initial or amended Federal income tax return first claiming the credit for the taxable year,” reasoning that “the date on which the taxpayer first claims the credit is the most appropriate date” because, in the preamble’s own words, “the nonrefundable and refundable portions of a single credit cannot be claimed at different times.” In practice, this locks in a taxpayer’s qualified-alien status as of whenever they first file a return claiming the credit at all — including the nonrefundable portion, which most taxpayers claim regardless of PRWORA status. A taxpayer who is not yet a qualified alien on that date has no apparent path to recover the refundable portion later by amending once their status changes, even within the ordinary three-year period to file a refund claim under 26 U.S.C. § 6511(a), because the preamble treats the two portions of the same credit as impossible to claim at different times. Eligibility for these credits is already fully established by existing law; immigration status, to the extent it is tested at all, should determine only whether an already-earned refund can be paid, based on the taxpayer’s status whenever they properly file a claim — not on whichever return happened to be the first to mention the credit. No other eligibility requirement for the refunded portion of these credits works this way, and administering a filing-date-dependent test will require new systems logic, forms, and preparer training devoted to a distinction the current statute does not draw. It also creates an incentive to delay filing altogether: a taxpayer expecting to become a qualified alien later may choose to wait rather than file on time and forfeit the refundable portion permanently — the opposite of the timely compliance the tax system depends on.

In my VITA experience, the portion of a credit that reduces tax liability and the portion that is refunded have always been calculated the same way, using the same eligibility test, on the same line of the same form. The proposed regulations would require preparers to apply two different eligibility standards to two slices of a single credit on a single return: the existing statutory SSN test for one slice, and an unverifiable, date-locked immigration classification for the other.

Identity theft and falsely claimed dependents — not immigration status — are the documented fraud risks in these credits

To the extent the proposed regulations are meant to protect the refunded portion of these credits from fraud, they target the wrong risk. The IRS’s own reporting identifies two dominant sources of improper claims: unintentional errors relating to the qualifying-child residency test, and intentional fraud involving stolen identities and falsely or duplicately claimed dependents. Neither is caused by, or meaningfully addressed by, a taxpayer’s immigration status.

On the unintentional-error side, Treasury’s own analysts attribute most EITC overclaims to the qualifying-child residency requirement — whether a child lived with the taxpayer for more than half the year — in part because the IRS receives no administrative data to verify where a child resided. In my experience, taxpayers responding to IRS disallowances struggle to find documentation showing a child lived with them for the required time, because children are generally not listed on leases or mortgages.

On the fraud side, the dominant and well-documented risk is identity theft: a return filed using a stolen Social Security number, or a child claimed by someone before the legitimate taxpayer files. A Treasury Inspector General for Tax Administration report issued in May 2026 found that the IRS stopped roughly $7 billion in fraudulent refunds tied to identity theft in calendar years 2024 and 2025 alone — out of 7.5 million returns flagged by the IRS’s identity-theft filters over that period. That same report found that a substantial share of the flagged returns, roughly half in each of the two most recent years reviewed, actually belonged to legitimate taxpayers whose refunds were delayed while they proved who they were. That is the real administrability trade-off this rulemaking should be weighed against: a screening system that already produces large numbers of false positives among legitimate filers, now paired with a second, harder-to-verify eligibility test layered on top of it.

The IRS already has a targeted response to the false-dependent problem, and it has nothing to do with immigration status. Beginning with the 2025 filing season, the IRS started accepting electronically filed returns claiming a dependent who was already claimed on another return, provided the legitimate taxpayer includes a valid Identity Protection PIN — resolving in minutes an issue that previously required paper filing and months of delay. Where no IP PIN is available, the IRS’s existing process requires the legitimate taxpayer to paper-file, wait for the agency to contact both filers (typically around two months after filing), and then substantiate the claim with documentation such as birth certificates and proof that the child lived at the taxpayer’s address for more than half the year. Immigration status plays no role anywhere in that process, because it has no bearing on whether a dependent claim is fraudulent.

Layering a PRWORA “qualified alien” determination onto this system closes neither documented gap: it does not help the IRS verify where a child lived, and it does not help the IRS or preparers detect a stolen identity or a duplicated dependent claim. It only adds a third, unconnected eligibility question that will consume examination and taxpayer-service resources without addressing either of the fraud and error patterns the agency has actually documented.

The required declaration carries felony exposure for an honest mistake

The proposed regulations would require every taxpayer claiming the refunded portion of one of these credits to sign, under penalty of perjury, a declaration that they are a U.S. citizen, U.S. national, or qualified alien eligible to receive the credit. The preamble is explicit about the stakes: it cites 26 U.S.C. § 7206, which makes willfully providing false information on a return a felony punishable by a fine of up to $100,000 and up to three years in prison; 18 U.S.C. § 1015(e), which separately makes a knowing false claim of citizenship or national status a felony; and 18 U.S.C. § 1001, which makes a knowing and willful false statement to the federal government a felony.

Asking taxpayers to certify their own PRWORA status under threat of felony prosecution assumes that status is simple to determine. It is not. The Office of Legal Counsel itself took two opinions and roughly five years to settle how PRWORA applies to these credits. VITA volunteers and paid preparers alike will now be asking taxpayers, many of whom have never heard the term “qualified alien” and cannot readily classify their own status against the eight categories in 8 U.S.C. § 1641(b), to attest to that classification under oath. A taxpayer who guesses wrong in good faith, or who is misled by someone else, has signed the same felony declaration a person who lied deliberately would have signed. The absence of a verification method cuts both ways: the same uncertainty that puts an honest taxpayer at risk of an unwitting false declaration gives a dishonest preparer or filer confidence that a false declaration will not be caught.

I recommend that the final rule state expressly that a good-faith, non-willful error in this declaration will not be treated as a violation of 26 U.S.C. § 7206, 18 U.S.C. § 1001, or 18 U.S.C. § 1015(e), and will not be referred for criminal investigation absent evidence that the taxpayer actually knew the declaration was false. Without that assurance, this requirement will not just deter accurate filing by eligible and ineligible taxpayers alike — it will generate additional correspondence, disputes, and taxpayer-service contacts for the IRS to resolve, on top of a verification burden the agency’s own data does not show is necessary.

The rule will cause eligible taxpayers to forgo refundable credits, without a workable way to catch the taxpayers it targets

I have repeatedly encountered taxpayers who conflate PRWORA benefit eligibility with the separate “public charge” inadmissibility test under INA § 212(a)(4). Even though the two are legally distinct, the confusion is real, and it changes behavior. Research on the 2019 public charge rule found that one in five adults in immigrant families with children (20.4 percent) reported avoiding public benefits altogether because of immigration-related fear or confusion — even though tax credits were not among the programs targeted by that rule. There is every reason to expect a comparable chilling effect here, this time affecting U.S. citizen children whose parents are uncertain about their own status or simply afraid of making a mistake.

The eligibility test also attaches to the wrong person. Under the proposed regulations, it is the filer’s own status — not the qualifying child’s — that determines whether the refunded portion of the Child Tax Credit is paid. A U.S. citizen child, whose own eligibility Congress addressed directly in section 24(h)(7), can lose access to that credit’s refundable value entirely because of a parent’s immigration classification that has nothing to do with the child’s own citizenship. Congress did not write the Child Tax Credit’s SSN requirement this way; it tested the child’s and the taxpayer’s own SSN status, not a separate immigration classification of the parent.

Paid preparers, meanwhile, face due-diligence obligations under 26 U.S.C. § 6695(g): a penalty, currently $650 per failure for 2026 returns (up to $2,600 if a single return involves all four credits), for failing to adequately determine a taxpayer’s eligibility for the EITC, CTC/ACTC/ODC, AOTC, or head-of-household status. Without a verifiable method to confirm “qualified alien” status, preparers are left to choose between declining to prepare returns for taxpayers they cannot definitively clear — denying eligible taxpayers a credit they are entitled to — or relying on the taxpayer’s own representation and risking a penalty if that representation later proves wrong through no fault of the preparer. As a VITA preparer, I rely on the taxpayer’s own representation for every other eligibility question on a return; there is no reason PRWORA status should be different, yet unlike every other eligibility fact a taxpayer represents, it now carries the felony exposure described above.

The regulation invites costly, resource-intensive litigation over an unresolved legal question

Even apart from the concerns above, finalizing this rule is likely to draw exactly the kind of prolonged, multi-front litigation that consumes the same scarce IRS and Treasury resources this comment describes elsewhere, without producing a lasting result. As discussed above, Loper Bright eliminated the deference courts previously gave agencies interpreting ambiguous statutes; a reviewing court must now decide independently whether Treasury’s reading of PRWORA is the single best reading of the statute, not merely a reasonable one. That is a harder standard to meet, particularly given that Treasury and the IRS took the opposite position for twenty-two years before 2018.

This rule also has the features that have drawn sustained legal challenge to other agency actions in recent years: a claim of new authority over a matter of substantial economic and political significance — hundreds of thousands of taxpayers, billions of dollars — based on reinterpreting a statute other than the one the agency ordinarily administers. The closest precedent is the 2019 public charge rule, which was challenged within weeks in federal courts across multiple states, produced conflicting rulings and preliminary injunctions, and was ultimately rescinded before the underlying legal question was resolved on the merits, after years of litigation cost to the government.

If this rule follows a similar path, the IRS should expect to defend it simultaneously in multiple courts while also building the implementation — new forms, systems changes, preparer guidance, and examination procedures — that a nationwide injunction could freeze or unwind at any point. That is a substantial commitment of the same limited legal, compliance, and administrative resources this comment describes elsewhere, spent on a rule that may never take lasting effect, in an area where the agency has not identified a documented compliance problem to justify the expenditure.

Recommendations

If the Department and the IRS do not withdraw the proposed regulations, I recommend, at minimum:

  1. Remove the adoption credit (proposed § 1.23-2) from the rule’s scope, since section 23 contains no immigration-status eligibility test Congress enacted for the IRS to implement.
  2. Do not create a separate timing rule for qualified-alien status. Eligibility for these credits is already fully established by the existing work-eligible SSN test; immigration status, if retained at all, should determine only whether the refundable portion can be paid, based on the taxpayer’s status whenever they properly claim it — including by filing an amended return within the normal refund limitations period under 26 U.S.C. § 6511(a) if their status changes after their original filing.
  3. Publish the specific, auditable method the IRS and preparers are expected to use to verify “qualified alien” status, or state plainly that the rule will rely on taxpayer self-certification alone.
  4. Provide education to taxpayers regarding specific statuses that are not eligible for refundable portions of tax credits, with clear directions on how to get more information. In that outreach and education, make clear that affected taxpayers remain eligible to use the credits to reduce tax liability.
  5. Confirm, in the final rule, that VITA/TCE volunteer preparers and paid preparers satisfy their due-diligence obligations under 26 U.S.C. § 6695(g) by relying on a taxpayer’s valid, work-eligible SSN, without independently verifying immigration classification.
  6. State expressly that a good-faith, non-willful error in the required declaration will not be treated as a violation of 26 U.S.C. § 7206, 18 U.S.C. § 1001, or 18 U.S.C. § 1015(e), and will not be referred for criminal investigation absent evidence of actual knowledge of ineligibility.
  7. Provide a reasonable-cause cure period, rather than automatic disallowance or preparer penalty, when a good-faith declaration later proves incorrect.
  8. Delay the applicability date beyond “taxable years ending on or after” the final rule’s publication, to give the IRS, tax software providers, and preparers at least one full filing season of lead time.
  9. Before finalizing the rule, address how Treasury and the IRS intend to prevent the kind of chilling effect documented after the 2019 public charge rule, which caused eligible U.S. citizen family members to forgo benefits out of fear or confusion unrelated to their actual eligibility.
  10. If Treasury and the IRS retain a fraud-prevention rationale for this rule, explain in the final rule how the proposed eligibility test improves on the identity-verification tools already in use, such as the IP PIN process for duplicate dependent claims, since immigration status is not a factor in either of the documented error and fraud patterns — qualifying-child residency and identity theft — that the IRS itself has identified as the primary drivers of improper payments on the refunded portion of these credits.
  11. Consistent with the cost-benefit analysis Executive Orders 12866 and 13563 already require, publish an estimate that accounts for implementation, examination, taxpayer-service, and reasonably anticipated litigation-defense costs, and weigh that estimate against the absence of documented evidence that immigration status is a meaningful driver of improper payments on the refunded portion of these credits.

Conclusion

The refundable credits at issue already have workable, statutorily defined eligibility rules that VITA volunteers, paid preparers, and the IRS itself rely on every filing season. The proposed regulations would replace that clear standard with a second, harder-to-verify test grafted onto a 1996 statute that Treasury and the IRS did not previously apply to the refunded portion of these credits, for reasons that, by the preamble’s own account, trace to two recent OLC opinions rather than any change Congress made to the Internal Revenue Code. Every time Treasury reinterprets a non-Code statute to change tax administration in this way, it invites a future administration to do the same for unrelated purposes — for example, to revisit eligibility for corporate or high-income tax provisions through a similarly creative reading of some other federal statute, rather than through legislation. Doing so is not only legally vulnerable; it is poor use of the IRS’s limited resources at a moment when those resources are better spent on the credits’ documented sources of error and fraud. I respectfully urge the Department and the IRS to withdraw the proposed regulations or, at minimum, adopt the changes described above before finalizing them.

Respectfully submitted,

JC Craig

JC Craig Consulting

johncharlescraig@gmail.com

Society for Free Tax Assistance: VITA Meet-up Notes

Date: September 23, 2026

Topic: Quality review — reviewer tools and support, and the taxpayer’s experience of return review

Session Overview

  • Open-floor “what’s on your mind” discussion, followed by the planned topic: the taxpayer’s experience of return review and the tools reviewers use beyond IRS-provided materials.
  • Notes are generated with AI assistance and anonymized before publishing — participant names and identifying program details are left out. Products and public resources mentioned by name are kept in for reference.

What’s on Your Mind

  • Grants: A participant asked whether anyone had news of the VITA-support grant from Wells Fargo, separate from the Citi Foundation child savings support grants that Prosperity Now had just announced. Another participant noted the Wells Fargo announcement is not due until September 29th; the facilitator agreed announcements are getting close.
  • Certifying Acceptance Agents (CAA): The facilitator was asked for suggestions for people pursuing CAA status. A participant noted the IRS is no longer offering forensic document training; the outside provider their program used cost roughly $150. The facilitator encouraged everyone to consider becoming a CAA — assisting with the ITIN application is a major benefit to taxpayers who need it, and many paid preparers charge quite a bit for it. Taxpayers may also struggle to use Taxpayer Assistance Center offices, which can involve ID requirements to enter the building and offices located in buildings that also house immigration enforcement. Taxpayers trust their VITA preparers, and being able to get this help from them is a comfort.
  • Proposed IRS regulation: The facilitator flagged new regulations published in the Federal Register that change requirements for immigrant taxpayers claiming credits — only the refundable portion of a credit would be affected, and eligibility would no longer rest on a work-eligible Social Security card. Their concern is less the taxpayers who lose eligibility than the many who remain eligible but must now sort out how public-charge and public-benefit rules apply, leaving preparers unsure how much to rely on a taxpayer’s own assurances under due diligence. The facilitator views this as poor tax administration, noted the IRS lacks a strong enforcement mechanism (so honest, confused taxpayers are likelier to lose credits than those who would cheat anyway), and said the effort would be better spent on unscrupulous preparers and identity theft.
  • Commenting: Anyone can comment to the Federal Register; comments are due October 5th and can be short (for example, a VITA preparer’s view that they joined to keep people tax compliant, not to determine immigration status). A participant noted long comments may intimidate some volunteers. The facilitator will share their own comments with the listserv and likely post them on VITAQuality.org, and others are free to reuse any of it. The facilitator also noted that VITA volunteers are not currently subject to the paid-preparer EITC due diligence requirements, including the associated form.

Tools Reviewers Use Beyond IRS Materials

  • One program developed a quality review desk guide, rolled out last year, aimed at newer reviewers. Long-time volunteers and managers considered it a waste of time, so the program clarified it is not written for them and does slow things down, but believes it has helped get new reviewers up to speed. The same program also borrowed another program’s self-employment worksheet.
  • The facilitator observed that VITA programs freely borrow and iterate on each other’s materials — sometimes finding a heavily improved version of something they wrote years ago — which is a key reason for keeping this community going. Checklists remain useful even for experienced reviewers, particularly at the start of the season.
  • A quality review training video series created some years ago (role-play style, originally built for an online training and later posted to YouTube by Prosperity Now) may still be available; the facilitator will try to track it down, while noting it is dated.
  • Tax Roundtable was named as a strong resource for complex questions. In a large metro program with highly credentialed volunteers, the facilitator noted the trade-off that experts unfamiliar with low-income returns can find them a new experience.

How Reviewers Get Questions Answered

  • The facilitator described larger sites with a group of reviewers plus a lead reviewer, sometimes on-site and sometimes reachable by phone. Historically, hard questions were pulled in to experienced preparers while the return was put on hold, and questions from remote sites came by phone or email chain.
  • One program tried a person dedicated solely to quality review this past season to keep clients moving in and out on time. That person may be an experienced preparer or the site coordinator, rotating between preparers as needed. The program uses both peer review and designated reviewers depending on site size and appointment slots. Another participant’s site coordinators are all experienced past preparers, so peer review is less of a concern.
  • The facilitator prefers designated reviewers because reviewers improve with repetition, but has not seen strong evidence that designated review beats peer review; many reviewers also want to prepare returns, and review must not become a bottleneck, since bottlenecks lead volunteers to work around the process.
  • Ideas for connecting people: a program wiki, a group chat or Slack-type channel for site coordinators (the facilitator noted having tried Slack too early and being against it at first), and other ways to reach experienced volunteers when a site is out of sight and has a question.

The Taxpayer’s Experience of Review

  • Participants reported that taxpayers are generally very happy that two people look at every return, especially when a reviewer catches something a preparer missed. One participant noted some returning clients ask not to work with a new preparer; they reassure clients that preparers are trained and certified and that help is nearby. This participant has not seen clients upset over a change during review in five years.
  • The facilitator said clients often glaze over during the process, that setting expectations about what happens and why is the main lever, and that VITA accuracy on EITC returns is far better than other preparers’ because of its focus on getting it right and its 100% quality review. Taxpayers themselves are important to review: most mistakes the facilitator has caught surfaced when a taxpayer answered a question differently than the preparer had recorded (for example, a full-time student living in the home who was missing from the intake sheet).
  • Refund display: The facilitator asked whether the running refund amount can be hidden in TaxSlayer; a participant was unsure how. One program seats clients across the table from the screen and withholds the refund number until quality review is complete, so clients aren’t disappointed if it changes. The facilitator dislikes watching taxpayers swing between excited and discouraged as the return is built, but likes clients seeing the screen to catch misspelled names.

Looking Ahead

  • Next session: volunteer management software. Two people are already scheduled to share their experiences, and a third presenter is welcome — Volunteer Hub, Volgistics, and Salesforce were named as common products. A key question is how large or complex a program must be to justify switching from a spreadsheet, since these systems take more technical skill to operate.
  • The facilitator thanked everyone for the strong turnout and will follow up with a participant about volunteer management software contacts.

The Society for Free Tax Assistance  •  VITAquality.org  •  a project of JC Craig Consulting

The Society for Free Tax Assistance

VITA Meet-up Working Agenda

VITA Meet-up – Wednesday, September 23, 2026

Time: 1 pm Eastern, Noon Central, 11 am Mountain, and 10 am Pacific

Location: On Zoom VITA Meet-up Space

Working Agenda:

  • What’s on your mind? Your successes, challenges, and other updates.
  • Site operations discussion – Return Review
  • Tools you use beyond IRS intake and pub. 4012
  • Tools you want for your reviewers and preparers
  • How reviewers get their questions answered
  • The taxpayer’s experience of review – What do they want, and what do we want for them?
  • Next Steps
  • Conclusion

We share meeting notes and agendas on vitaquality.org. Your colleagues can also register for the

VITA meet-up there.

If you are not registered for the meet-up, register once for the recurring weekly Zoom Meeting:

https://us06web.zoom.us/meeting/register/tZErdOqgqjgoG9ajKBMI39ZRmrGBql5istJK

Society for Free Tax Assistance: Leading a Coalition

Date: September 17, 2026

Topic: Coalition partnerships — MOUs, sub-awards, and developing partner sites

Session Overview

  • Monthly call for people leading or building partnerships and coalitions within VITA. The facilitator framed the day around MOUs and sub-awards: what a coalition lead promises to individual partners, and what is expected back from them.
  • Four participants spoke alongside the facilitator; more may have attended without speaking. The discussion moved into site development and partner maturity, which the facilitator said was not expected going in.
  • Notes are generated with AI assistance and anonymized before publishing — participant names and identifying program details are left out below. Organizations, software, and public resources mentioned by name are kept in for reference.

MOUs & Sub-Awards: How Two Leads Handle Them

  • One lead organization, which applies for the VITA grant on behalf of a multi-county coalition, treats its partners as subgrantees. Each partner signs an MOU covering its budget, the number of tax returns it is expected to complete, and the understanding that if a partner falls short of the match in its proposed budget, the lead reimburses federal expenses only up to the level that the match supports.
  • New this year: the lead has been covering all costs tied to the coalition’s shared appointment line and will now ask subgrantees for a 5% overage. This is not deducted from the grant or paid back to the lead — partners must document additional match equal to 5% of their federal expenses (extra returns or donated space of that value) on top of their regular match. Match includes in-kind volunteers and funding, following the national standard.
  • Another participant, whose MOU is basic and copied forward year to year, liked the idea of writing match expectations directly into the MOU. Their partners range from sites that support the program a great deal to sites that are little more than a space with an internet connection, so they are considering language expecting volunteer hours at the site. The current MOU mostly describes the partner as a host — space and some support — to keep the barrier to entry low.

Responding When Partners Fall Behind

  • One lead sets weekly return goals with each partner during the season. If a partner is behind, they discuss the reason and what can be done, including corrective measures. If the goal is still missed, the conversation carries into the next season: what happened, whether the goal will be met next time, and whether something needs to be adjusted downward.
  • The facilitator asked whether anyone uses a tiered escalation for partners similar to staff processes (verbal warning, then formal written warning). No one offered a response on the call.

Moving Sites Toward Independence

  • Participants described a spectrum of sites. One called some sites “rotisserie sites” — set them up with books at the start of the year and check in at the end with cake and pizza — while at others they act as site coordinator. They want more sites able to operate independently so the lead is freed up for other work, and they have 50+ sites, including small nonprofits under their IRS grant that raise local funding (one partnered with a technology store for laptops; others still use pandemic-era Chromebooks).
  • Another participant leads a coalition of over 20 partners that each run their own sites, with the lead conducting annual reviews. New sites typically start under the lead as a site, with the hope of “peeling them off” a couple of years later to apply for a subgrant. Some partners the participant expected to be gone by now prefer to stay. This year, a site of two years is becoming a subgrantee: a four-hour meeting covered eFIN access, what reporting will look like, and managing everything within TaxSlayer. It is the first such transition, so there is no formal plan yet — only a list to build one from. The lead still guides the site’s IRS work with the relationship manager, who is aware of the change. The hope is that thorough training avoids compliance problems seen at partners who have operated independently for years.
  • The facilitator noted the IRS relationship is often the hardest part to hand off, since the SPEC relationship manager can seem like a moving target. Suggestions: define developmental milestones from a heavily supported new site to a full or “leading” partner; make clear that support changes rather than drops — shifting toward peer conversations about where the partner wants its service to go next and run-throughs of what the IRS might flag; and put the vision on paper and talk it through with the highest two-way-trust partners first. A participant confirmed that what would change is the lead’s personal time and recruiting help, not funding.
  • One participant is having this conversation in a smaller area with long-standing sites whose return counts have not grown in four years; they are considering combining sites or finding a larger location, since some issues are space and others are volunteers. The facilitator suggested framing this around a vision of peer organizations, and noted it is not all about numbers — sometimes the numbers are right for the location.

Coalition Maturity & Funding Pathways

  • As a coalition matures, it can decide which partner is best positioned to pursue a given grant. One lead organization pursuing the VITA grant makes sense, and likely the same lead for state funding. The facilitator noted that state funding usually arrives as an earmark to a single organization, often a state-level CAP, which redistributes it to other CAPs or organizations; states that run their own grant program open to local applicants are the exception. State funding often comes in at or above the VITA grant level, so the facilitator has been thinking about how coalitions can position themselves to pass funds through. State size matters too — smaller states cannot operate the way the largest can.

Starting New Sites & Testing Demand

  • One participant’s MOUs are mostly with colleges, which require them as standard practice. For community groups requesting a site, they ask for “skin in the game” — providing intake volunteers — and some partners balk after a year of that work. The facilitator suggested conveying the vision for where a site could grow, with a smaller first step: an intake-only or drop-off model that trains site staff as intake volunteers to gauge demand, sometimes with a preparer on hand to guide them, or a staff person helping clients use MyFreeTaxes. The participant has tried both and reviews the numbers; one rural location took a full day for only two or three returns, which was not sufficient. The facilitator also mentioned a program using an intake site as its test case for demand.

Virtual VITA & Remote Intake Hubs

  • The facilitator noted virtual VITA took off first in a very rural state and in a dense major city, where travel makes it hard to get volunteers to sites. In the city model, a bank’s volunteers stayed at their headquarters after hours preparing returns while intake happened at multiple community partners. Another example: a university program whose students prepared returns for clients waiting at rural county cooperative extension offices. Asked whether volunteers gather at a hub rather than at home, the facilitator said yes.
  • The facilitator sees strong potential in remote intake paired with a hub that has many volunteers but few clients, since it sidesteps the challenge of getting taxpayers up to speed and uploading documents in fully virtual VITA. Another challenge is whether to have volunteers work from home or together in a lab with more support. This suits colleges and corporate volunteer pools in locations inconvenient for clients.
  • On corporate partners: a pool of volunteers is often the first step toward the company funding the work. An MOU can set how many volunteers they provide; companies want to build community goodwill, so know what you want from them (including how they get to advertise), and expect them to want the same deal as everyone else.

Funding Updates & Next Steps

  • The facilitator asked whether anyone had updates on Prosperity Now funding support. Two opportunities were noted: outreach funding around Trump accounts (530A), for which participants had reportedly not heard back, and site funding, for which someone said announcements were expected September 29.
  • The facilitator floated drafting a model MOU versus gathering and sharing MOUs that partners are willing to share. A participant said seeing what others do would be helpful and offered to send their blank MOU; the facilitator will work on it.
  • Notes from these calls are posted on VITAQuality.org, the facilitator’s site for VITA-focused work, with a link to a Dropbox where completed materials are added; new items are also shared with the listserv.

The Society for Free Tax Assistance  •  VITAquality.org  •  a project of JC Craig Consulting

VITA coalition and partnerships discussion Thursday, 9/17 at 2 pm Eastern

Dear Colleagues:

The Society for Free Tax Assistance will host its monthly discussion on leading VITA coalitions and working in partnerships. Thursday, September 17 at 2 p.m. Eastern, 1 p.m. Central, Noon Mountain, and 11 a.m. Pacific. It will follow the volunteer management & client scheduling meeting announced by Darren Liddell.  I recommend Darren’s discussions and encourage people to attend them if they can.  If that meeting goes long, please join us when you can.

Note: This event is still taking place. The VITA Meet-up Wednesday 9/16 has been cancelled. It will return next week.

Register on Zoom once to attend this recurring event.

https://us06web.zoom.us/meeting/register/0hlaMwJyTQmF87yOi6Z9QQ

The Working Agenda for the VITA coalition and partnerships discussion:

We are revisiting our very first discussion on Sub Awards, MOU, and holding partners accountable.

  • Introductions and housekeeping
  • Holding partners accountable: MOUs, Contracts, and other commitment statements.
  • What resources and value do you provide to members of the coalition?
  • How have you handled uncooperative or non-compliant partners?
  • Other thoughts
  • Next Steps and Conclusion

I share registration, notes, and agendas for my events on vitaquality.org.

I encourage you to participate in the upcoming events announced by Darren Liddell

We’re hosting a Volunteer Management & Client Scheduling call next week: Thursday, September 17th at 1 pm ET / 10 am PT. On the call, we’ll chat about software and best practices for both volunteer management & client scheduling. Here’s the Zoom registration link: https://zoom.us/j/97952614455?pwd=sI6aabzbfOOIrBs8YhJGnsPmowfB8W.1&jst=2

Join us for the September Informal ITIN Call. We’ll be chatting about a recent proposal to change eligibility rules for key tax credits for many immigrant taxpayers and have time for small-group conversations. Join us on September 29th at 2 pm ET / 11 am PT. Here’s the Zoom registration link: https://codeforamerica.zoom.us/meeting/register/clyXvCNsRSaa0EKlegbI9g