Reference material for community organizations

This webpage is only for organizations participating in the Community Volunteer Income Tax Program (CVITP). Please do not share with anyone who is not a CVITP volunteer.

Responsibilities of the community organizations

As a participating organization, you are responsible for:

• recruiting volunteers
• planning your free tax clinics
• supporting your volunteers
• keeping information secure and confidential
• making sure all volunteers register online
• making sure the CRA has approved the registration for each volunteer before they begin volunteering
• confirming volunteers have met security 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 three years. Reach out to your CRA coordinator if you have questions about police records checks and whether your volunteers need them. They can also provide information on how to get fees waived
• informing the CRA when volunteers are no longer able to 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

To learn more about your responsibilities in general, go to tax clinic basics. You will find additional information on the COIN in the Support volunteers section.

Charging fees for tax clinics

Community organizations and volunteers cannot charge for the services they offer through the CVITP. They must decline any offers of payment. In addition, organizations cannot 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. They are your point of contact and can help you access:

• training for volunteers
• tax preparation software
• the dedicated help line for volunteers
• promotional material
• the computer donation program
• CRA electronic services, such as EFILE and Auto-fill my return

Training and reference tools for volunteers

The CVITP learning guide helps CVITP volunteers get ready to file tax returns. Available resources include job aids, helpful links, contacts, and forms.

The online training 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 for installing 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.

The tax software is only for the CVITP:

• do not copy the software or allow copies to be made
• use the software only to prepare returns for eligible individuals
• do not use the tax software for monetary gain

Dedicated help line

Volunteers and organizations can call the CVITP dedicated help line (1-866-398-3488) 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. Please do not share with individuals outside of the CVITP.

CVITP dedicated helpline for volunteers: 1-866-398-3488

Monday – Friday: 8:00 a.m. – 11:00 p.m. (EST)
Saturday: 9:00 a.m. to 8:00 p.m. (EST)
Sunday: Closed

Promotional material

Get promotional material from your CRA coordinator before hosting a free tax clinic.

• Promotional poster (TIS50)
  • advertise your free tax clinic services
  • fill and print the PDF file. Contact your CRA coordinator for available languages
• 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 an online search

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 the form RC320, Community Volunteer Income Tax Program Laptop Donation Application Form. Please note 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 3 years.

Once a computer is donated, it no longer belongs to the CRA. The organization is responsible to keep the computer up-to-date and secure.

CRA electronic services

EFILE for electronic filers

EFILE is an automated service that permits those who complete tax returns on behalf of others to electronically send returns directly to the CRA using EFILE-certified tax software.

Benefits of EFILE

• faster refunds for taxpayers – since EFILE cuts out several manual steps, most electronic returns can be processed in as little as 2 weeks
• improved accuracy – before an EFILE return is accepted for processing, a series of computer checks and balances are performed, resulting in greater accuracy
• paperless – there are no paper returns to file and, unless receipts are requested, none are needed

Auto-fill my return

Auto-fill my return is a secure online service that can automatically fill in parts of a taxpayer’s federal income tax and benefit return. It uses information that the CRA has available at the time of filing. This service can be used by CVITP volunteers when completing returns for 2017 and onward.

The CRA encourages the use of Auto-fill my return as it reduces the margin for error and helps ensure accuracy. It also improves service to taxpayers who may not have copies of their slips.

Requirements for EFILE and Auto-fill my return

In order to use EFILE and Auto-fill my return, volunteers must register as a tax preparer and meet certain requirements. Your organization must verify that volunteers have met security requirements.

Resources

Website resources

• Canada.ca/taxes
  • answers to most tax-related questions
• EFILE for electronic filers
  • everything you need to know about EFILE
• Free tax clinics
  • register to volunteer
  • tax clinics operating in your area
• UFile CVITP
  • answers to frequently asked questions about UFile
  • links to the UFile QuickStart Guide and CVITP EFILE Guide
  • UFile online help
• CVITP learning guide
• Auto-fill my return

Forms and publications

CVITP forms

• Form TIS60, Taxpayer Authorization
• RC320, Community Volunteer Income Tax Program Laptop Donation Application Form
• Form T1260, Income Tax and Benefit Return Summary

Telephone Enquiries

Dedicated help line for CVITP volunteers: 1-866-398-3488