Reference material for community organizations
This webpage is only for organizations participating in the CVITP.
Please do not share with anyone who is not a participating CVITP organization or volunteer.
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About the Community Volunteer Income Tax Program
The CVITP is a collaboration between participating community organizations and the CRA. Participating organizations host free tax clinics where volunteers complete tax returns for eligible individuals.
In the province of Quebec, the program is known as the Income Tax Assistance – Volunteer Program (ITAVP) and is jointly administered by the CRA and Revenu Québec. Volunteers in Quebec complete both federal and provincial tax returns.
For more information, refer to Income Tax Assistance – Volunteer Program on Revenu Québec’s website.
Responsibilities of the community organizations
As a participating organization, you are responsible for:
- registering your organization with the CVITP
- recruiting volunteers
- planning your free tax clinics
- supporting your volunteers
- keeping information secure and confidential
- ensuring that all volunteers register online
- ensuring that the CRA has approved the registration for each volunteer before they begin volunteering
- confirming that volunteers have met the requirements based on their volunteer role, including a valid police records check:
- for the CVITP, police records checks are valid as long as they’ve been issued within the past three years
- if you have further questions about police records checks and if your volunteers require them, reach out to your CRA coordinator
- informing the CRA when volunteers can no longer participate in the program (for example, a volunteer may be temporarily located outside of Canada, be deceased, or choose not to continue)
- sharing your CVITP Organization Identification Number (COIN) with volunteers who are affiliated with your organization
Recruit volunteers
Here are a few ways to recruit new volunteers:
- Look for volunteers within your organization and from your contacts
- Advertise using the promotional material available from your CRA coordinator
- Ask your CRA coordinator to connect you with other organizations to help recruit or share volunteers
Volunteer roles
Volunteers can have a number of roles. For more information, refer to Get ready to volunteer.
Support volunteers
Have volunteers register
All volunteers must fill out the online registration form to volunteer at a free tax clinic. Although the CVITP volunteer registration is available year-round, we recommend that volunteers register or renew their registration starting the fourth week of October to be ready for the upcoming tax year.
Registering early for the CVITP and for EFILE (if applicable) will help volunteers get approved and accredited in time for the upcoming tax year. It will also ensure they receive important information about CVITP training sessions and EFILE news. Contact your CRA coordinator if volunteers have difficulty accessing the online registration.
Verify that your volunteers meet the program requirements
Volunteers must meet the requirements of their role before they can participate in the CVITP.
Volunteers who register for an EFILE account or renew their existing account will be screened for suitability and notified by email or mail when they are approved to use EFILE.
Volunteers should visit EFILE for electronic filers as soon as possible, as applications can take up to 30 business days to process. If you need help verifying that a volunteer is approved to use EFILE, you can contact your CRA coordinator.
To use Auto-fill my return, volunteers must be authorized by the individual to temporarily act as their representative for income tax matters, allowing them increased access to the individual’s information. As a result, all volunteers who wish to use this service with the CVITP will be asked to provide their organization with a valid police records check.
Important note
Every volunteer filing tax returns electronically is required to get their own EFILE number.
Volunteers should never share their EFILE number and password as they are personal and confidential.
EFILE is not a substitute for a police records check. Where applicable, a police records check should be obtained in addition to a volunteer applying for or renewing their EFILE number.
Please remember police records checks need to be renewed every three years. Verify with your volunteers to ensure their police record checks are still valid.
Volunteer training
Ensure the volunteers you recruit have the necessary training.
Refer volunteers to the CVITP learning guide once they have registered with your organization to help them prepare for their role within the CVITP.
Share your CVITP Organization Identification Number (COIN)
Organizations are responsible for sharing their CVITP Organization Identification Number (COIN) with their volunteers and for ensuring it is entered into the appropriate field of the CVITP tax preparation software.
All approved organizations will be assigned a COIN that will be included in their approval letters. The COIN is a unique and permanent identifier that will be entered into the CVITP software. It is used for reporting purposes.
Show appreciation
At the end of the tax year, CRA coordinators will send out certificates of appreciation to organizations and volunteers to show our gratitude for their participation in the program. Volunteers are also awarded a long-service certificate every five years.
The Sovereign’s Medal for Volunteers (SMV) is another way to recognize the exceptional achievements of your volunteers. CVITP volunteers with 10 or more years of involvement with the program can be nominated.
You may thank your volunteers in whatever way is meaningful to your organization.
Charging fees for tax clinics
Community organizations and volunteers must not charge for the services they offer through the CVITP. They must decline any offers of payment. In addition, organizations must not charge a membership fee as a way to collect payment for completing tax returns. Organizations and volunteers charging a fee will be removed from the program and their CVITP EFILE account will be suspended.
Role of the CRA
A CRA coordinator is available to guide you and is your point of contact to help you access:
- training for volunteers
- tax preparation software
- dedicated helpline for volunteers
- promotional material
- laptop donation program
- CRA electronic services, such as EFILE and Auto-fill my return
Training and reference tools for volunteers
The CVITP learning guide and reference tools are complemented by free live webinars or in-person sessions. Ask your CRA coordinator if in-person training is available in your area.
If volunteers live in a remote area where Internet access is not always available, please contact your CRA coordinator to request alternatives to online training. PDF versions of training material can be provided, and in-person training may be available.
Tax software
The CRA provides free UFile CVITP tax preparation software for volunteers. Each year when the current version is available (usually in late January), approved organizations will receive an email containing activation keys and instructions on How to set up the software.
UFile CVITP software is available on USB flash drives for those without Internet access. If you require a USB flash drive or need software for previous years, contact your CRA coordinator.
For more information on the UFile CVITP software, including frequently asked questions, links to UFile and EFILE guides as well as other online help, refer to UFile CVITP or consult the UFile overview section of the CVITP learning guide.
Dedicated helpline for volunteers
CVITP dedicated helpline for volunteers: 1-866-398-3488.
Volunteers and organizations may call the CVITP dedicated helpline throughout the year with questions about individual income tax, UFile CVITP tax preparation software, EFILE and EFILE error messages.
This number is only for CVITP volunteers and organizations. Please do not share with individuals outside of the CVITP.
Monday to Friday: 8 am to 11 pm, Eastern time
Saturday: 9 am to 8 pm, Eastern time
Sunday: Closed
Promotional material
Ask your CRA coordinator for promotional material before hosting a free tax clinic.
- Promotional poster (TIS50):
- advertise your free tax clinic services
- fill out and print the PDF
- contact your CRA coordinator for available languages
- Volunteer recruitment toolkit:
- resources to help your organization increase the number of volunteers
- content is downloadable, ready-to-use, and customizable
- Volunteer recruitment postcards (RC637):
- recruit volunteers to complete tax returns at your organization
- available in English and French
- Submit the details of your clinics online:
- send information about your clinics using our online form (Your CRA coordinator will provide the link to the form)
- include as many details as possible as it helps the CVITP plan and provide support
- option to post your clinic information (location and hours) on Canada.ca (Posting allows people to find your clinic using the Find a tax clinic tool)
Laptop donation program
When possible, the Government of Canada donates surplus laptops to schools, charities and service organizations, including those hosting free tax clinics.
If your organization needs a free laptop, fill out form RC320, Community Volunteer Income Tax Program Laptop Donation Application Form. Please note that the CRA often receives more requests for computers than it can fulfill.
Donations are made to organizations, not volunteers. They are made on the condition that the organization agrees to actively take part in the program for three years.
Once a computer is donated, it no longer belongs to the CRA. The organization is responsible for keeping the computer up-to-date and secure.
CRA electronic services
EFILE
EFILE is an automated service that permits those who complete tax returns on behalf of others to electronically transmit tax returns directly to the CRA using UFile CVITP software.
Benefits of EFILE
- Faster refunds for individuals
- since EFILE eliminates several manual steps, most tax returns transmitted electronically can be processed in as little as two weeks
- Improved accuracy
- before a tax return transmitted electronically is accepted for processing, a series of computer checks and balances are performed, resulting in greater accuracy
- Paperless
- there are no paper tax returns to file, and unless receipts are requested none are needed
Auto-fill my return
Auto-fill my return (AFR) is a secure online service that can automatically fill in parts of an individual’s tax return. It uses information that the CRA has available at the time of preparation and can be used by CVITP volunteers when completing tax returns as early as 2017.
For more information on EFILE or AFR, refer to EFILE for electronic filers, Auto-fill my return or the CRA electronic services page of the CVITP learning guide.
ReFILE
ReFILE is an online service that allows CVITP volunteers to send online adjustment requests for tax returns.
Beginning with the 2023 tax year, if a tax return was submitted electronically and a change needs to be made, CVITP volunteers can use ReFILE to send the adjustment request.
For more information, refer to the ReFILE page of the CVITP learning guide.
Plan your free tax clinic
Most free tax clinics are held in March and April, but you can host a clinic any time of the year. UFile CVITP software is usually available in late January. Most individuals get the information slips they need to do their taxes by the end of February.
The timeline below is meant to help you run your free tax clinic. It lists some of the common tasks, peak periods, and important information to help you.
Please note the list below can be adjusted to the requirements and the timelines of your organization.
Hosting a free tax clinic – timeline
Text version of the above image
Peak recruiting period October to mid-February
Peak registration period – CVITP and EFILE (Note: EFILE approval can take up to 30 business days) mid-October to mid-February
Ensure volunteers meet security requirements for their role – valid PRC if using Auto-fill my return November to mid-March
Peak training period (online/virtual/in-person) December to mid-March
Laptop donations distributed October to March
Receive CVITP UFile software and activation keys mid-January to April
Schedule/plan clinics October to December
Enter clinics into clinic web form January to March
Host clinics – peak clinic season mid-February to April
Clinic wrap-up May to June
Volunteer appreciation May to June
All activities are offered year-round
Choosing the right clinic
There are several types of free tax clinics. Choose what is right for you based on the needs of your community and your resources. Some organizations choose one method, while others offer a combination of virtual, walk-in, drop-off, or appointment clinics. Here are a few things to consider when choosing the right clinic for you:
- How will you offer your CVITP tax clinic – in person or virtually by video conference/telephone?
- How many individuals in your community might need help to do their taxes?
- How many volunteers can you recruit, and when will they be available?
- What is the size, location, accessibility and availability of the facility where you will host?
- Do you have computers, printers, USB keys, and Internet access?
- Are you preparing tax returns for previous years?
Types of tax clinics
Virtual tax clinics
Virtual tax clinics allow tax returns to be completed without physical contact through videoconferencing or phone. You can serve individuals within your province/territory or those from underserved northern communities across Canada by choosing these options when registering your tax clinic.
- Virtual: a tax clinic that serves eligible individuals within your organization’s province/territory. The volunteer and individual are located in the same province/territory.
- Virtual – Northern communities: a tax clinic that serves eligible individuals in prescribed zones. Volunteers can serve these individuals from across Canada. The volunteer and individual do not need to be located in the same province/territory.
Walk-in
At a walk-in tax clinic, tax returns are done during set hours on a first-come, first-served basis. No appointments are required.
When hosting walk-in tax clinics, remember to:
- ensure you have enough volunteers and computers to accommodate the number of individuals you expect to attend
- assign separate work areas to ensure privacy and confidentiality
- establish a comfortable waiting area
- assign a greeter to screen individuals to ensure they meet CVITP eligibility criteria and have all their documents
By appointment
Some CVITP tax clinics require an appointment to offer their services. Tax returns can be done in person or virtually.
- In-person: taxes are done on site
- Virtual: taxes are done by videoconference or by phone
These clinics allow you to plan for the number of individuals you can serve based on available resources.
When hosting tax clinics by appointment, remember to:
- screen individuals when they first arrive or at the beginning of their appointment
- schedule appointments according to your volunteers' availability and level of experience (an experienced volunteer takes an average of 30 minutes to complete a tax return)
Drop-off and pick-up
At a drop-off and pick-up tax clinic, individuals can drop off their income tax documents during set hours. A volunteer completes the tax return at their convenience. Individuals are notified when their tax return is done and they can pick up their documents.
These clinics require less space and offer more flexibility than others.
When hosting drop-off tax clinics, remember to:
- have a volunteer collect documents and personal information during hours of operation
- assign a volunteer to complete the tax return at their convenience, on-site or at home
- set reasonable timeframes for volunteers to complete tax returns
- track documents, personal information and tax returns coming in and out
- ensure each individual's information is stored separately in folders or envelopes and kept in a secure location
- ensure each individual provides proof of identity when picking up their documents and tax return(s)
Important note
For more information about virtual tax clinics, refer to the sections Screening and identifying the individual, Getting the individual’s authorization and information and Getting authorization to electronically submit the tax return of the CVITP learning guide.
In addition to the information in the CVITP learning guide, if your community organization is planning to host a virtual tax clinic, refer to resources for organizations:
Resources
- Canada.ca - Taxes
- answers to most tax-related questions
- Eligibility criteria
- quick reference for requirements individuals must meet in order to participate in the CVITP
- Video Gallery
- includes videos such as installing UFile CVITP software and what to expect as a volunteer
- Forms, job aids and fact sheets
- lists forms needed for preparing tax returns, as well as other documents for assisting CVITP volunteers and organizations
- Contacts and links
- helpful links for additional or expanded information not covered in the CVITP learning guide
- mailing addresses for paper tax returns
- phone numbers, including the CVITP dedicated helpline: 1-866-398-3488
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