TAX SEASON IS HERE - THE FUN OF FILING OF INCOME TAXES THIS YEAR

 Got some tax returns out to clients.  It has not been easy this year.  In addition to the usual problems – missing papers that clients have to get to me after the sending the rest of the papers, etc.  I have been having unusual problems this year.

A business client was ill and needed surgery – so had to get an extension for her business as the returns for same were due March 15.  Then sales tax was due March 20 – luckily she was back at work part time by then and was able to mail me (she does not use a computer at all) a list of her sales so that was out on time.  

I keep a copy of last year's returns for clients on paper and scan all returns (and many other papers) into the computer to be able to store them in much less space and it is much easier to find and access what is needed.  I have been using 2 different software programs which make pdf files to do this.  We had to get a new “all in one” (printer, scanner, fax) during the past year – this is the second one we have bought – returned the first one due to scanner peculiarities and bought this one, a different unit from a different manufacture, which seemed to work fine.  But it has developed peculiarities also – I cannot add pages to a saved pdf file.  So I was making different files and copying the pages into the older one from the newer one.  Did that on a return recently and suddenly – all the pages are there, but I can only print the pages from the original file.  Husband found software to combine files – it took over my computer making itself the default not only for scanning, but also for printing (and we did not even know it printed.  Husband took it out today, but it still seems to be default for scanning and printing – I will have to have him reset the default programs for me.  (Yes, I could do it myself – in college he would copy my computer programs, but it gives him something to do and if anything goes awry, at least I will not get blamed while he repairs the problem.)
    

THOUGHT OF THE WEEK -

Tax time is here (in the USA) – don't forget to file on time or get an extension.  Don't give Uncle Sam (or his friends the states) a reason to charge you penalties and interest – you KNOW you pay them too much to begin with.  Only 19 days left to file (due April 18 this year Federally and in most states).

SO MANY PROBLEMS TO RESOLVE AT THE SAME TIME - WHICH TO DO FIRST?

 Did not get to do much yesterday.  It was nasty weather and I was looking forward to being in the house and getting caught up – HA!  I had two major projects to deal with – each of which needed me to telephone a different tax agency - which would, of course involve sitting while on hold with each of them.  

I have a client who is in her 80s and does not use a computer.  The alarm company for her business will only bill by email.  (Businesses should really not presume that EVERYONE uses a computer or a cell phone – even more so a  smart phone as not every one does.)   Since I used to go in to her business every month and I would usually end up writing the check for this bill when I came anyway, with her permission I opened  yet another email account – this one solely for her business – and we set up with the alarm company to sent the bills to this email address.  Before I would go to her on the quarter months (alarm company bills quarterly) I would print out the out the bill at home, bring it, and write the check for it for her.  

When I checked my email yesterday there was a bill from her alarm company saying she had not payed the new amount due on the last billing and owed them $40 more.  Since the other two matters involved one matter due by March 15 and the other due by May 15, this moved to the top of the list to call.  The woman at the alarm company was very nice, but could not talk to me (though in the past when I went to the client's business they had been given permission to talk to me), especially since I did not know “the code number”.  The employee told me to have client call her and nothing would happen in the interim (last thing client needs is the alarm on her business shut off).  

I telephoned her on her cell phone as she had planned to be away during January and I did not know where to call her.  She is not well and needs surgery – more complications.  She told me that she would have a family member call me back as I could fax the bill to her.  No one called.  

I then went on to a problem involving the same client.  I was concerned before finding out she was not well about getting her state business return filed on time due to her having to mail the info as I am NOT going into NYC yet due to Covid concerns.  But, now knowing her situation of being not well, it is was even more important to have an extension form for the state return.  For some reason this type of business – and seemingly ONLY this sort of business – can only file a state extension online!  Now normally this would be not be a problem – as accountant's software for business filing would take of it – but since my practice is sooo small (this is my only business return to do) I don't have the software.   I could have the taxpayer go online and file the form – but, remember, she does not use a computer and in any case would be terribly confused trying to do so.  So I had to call the state department and sit on hold for about half an hour (which is actually much less time than I thought it would take). I got a very nice lady there.  I apologized for the problem and explained the odd situation and that the client was ill and there was a decent chance that the return would have to go on extension.  She actually had to take all the info and then go and GET PERMISSION to mail an extension.  But, just for the fun of it, she can only mail the form to the client's business – where neither she nor I will be!  I called the client back and explained and told her when someone goes in to get the mail for her to let me know so I can get the form – or a fax or an email of it in case we need it.  

Next stop – IRS.  (You can see what a fun day this was.)  I have to file an annual form for our reenactment unit (which is a non-profit).  It is a “postcard” form, meaning there are only something like 5 questions after identification information to be filled in.  I have been trying to file this form since the second week in January.  They have changed the filing and the sign in this year.  I tried using the web address from the past – when I do I get a message that the system is “under maintenance”.  I found an online booklet about the changes and tried using the filing web address in the booklet.  That site when I try to sign in was resulting in a “error 404” message.  I figured maybe it would not work until after the opening of the regular filing system on January 23.  Tried it again since then and again yesterday.  This time husband tried also to sign in (he is also an officer in the unit) for me using a different browser.  Same problem.  So back on the telephone.  I reached someone in that department – they are not open yet for filing!  So I will wait awhile before trying again.  

This morning I get a telephone call from the client – she spoke to her alarm company and there is no problem, she can pay the difference when she pays for the next quarter.  Thank goodness, her alarm will remain on.  I explained to her that I got NYS to mail the extension form – but it is going to her business.  So when next she or a family member goes there for mail, let me know that she has the form and we will figure out if it should be sent to me by mail or if she should have a family member fax or email the extension to me.  I also noted in my “todo” list for when her next bill for same should come by email about this to remind me.  

So most of the day yesterday was taken up with these problems!  

THOUGHT OF THE WEEK -

One has to know how to prioritize.  Originally I had placed getting the NYS extension form for client as the more important thing as the IRS matter involving our reenactment unit is due much later than the NYS form for her – plus if that is late, as long as the 2 years are filed as they should be, would not result in a fee being charged or other problem.  

While each of the problems was rather important, once it arose as a problem, I had to move the alarm company to the first thing to do as the alarm company was expecting to be paid right away as they had not been paid the correct amount – and we don't want them to stop monitoring her business, especially if she not going every day, so it automatically took precedence.    

When overwhelmed do you stop and figure out which HAS to be done first and what can wait until last and what order the other things have to be/can be done so everything is done on time.

SETTING THE RV FOR A TRIP, A PRINTER PROBLEM, AND GOING THROUGH ACCUMULATED WARRANTY AND INSTRUCTION PAPERS

 Still have not gone away – currently planning to do on Friday and we have done more to get the RV setup and ready to go – replaced the paper goods, soaps, and the like which we took out back in the spring of 2020 when we were first in “stay at home” and husband was sure we would run out of same.  It took almost a year before we used any packages of these items and had already bought replacements by then.  

He is just planning a day trip, so I don't have to make up the beds or such, just get everything where it belongs and secured so it won't move around during the trip.  As we started doing this we came up short something – we have 3 spring loaded curtain rods which we put across the aisle of the RV – under the bed when it set up, just across the aisle when it is not, to hold items in the small aisle area in place so they do not come forward if we have to stop short.  The curtain rods are missing?!  I know where I keep them when we are not using them, but we had cleared everything loose out of the RV when we took it in for work on its generator a month or two ago.  Husband put everything back in.  We have checked everywhere in the RV which is a long enough space for the curtain rods to fit into.  We have gone though our house where items from the RV were in the house.  No – not anywhere.  Since they are not expensive items and I had thought the springs in them were going back in mid 2019 when last we traveled, we went to Walmart to buy new rods – none in the right size in Walmart.  So, we went to the other Walmart near us (technically both of these of these stores are in extended walking area of our house in opposite directions – we may not have a Walmart as big as they are elsewhere, but we have a lot more of them) and found them there in silver/grey, doesn't matter to us that they are not white as long as we can find them in the future.  

This past week I have also been going through one of my file drawers.  This drawer holds instructions and warranty information for things in the house and also travel items – maps, brochures (from places we visited, want to visit, or both) and, on the sentimental side, tickets and such from past visits.  The latter items involve discussion with my husband as he feels a need to keep them more than I do.  I did get rid of a good stack of old maps – we can get new ones free from AAA, the roads have probably changed since they were printed and he uses his multiple GPS devices (simultaneously- sometimes they seem to be arguing - “turn here”  “no – turn there”).  

I try to scan the instructions into the computer if they are not large and not likely to need to be pulled out and used quickly.  After they are scanned (and same is backed up) I get rid of them.  I did decided to keep the instructions for his stationary bicycle even though I scanned it – if we were to get rid of at some point by donation or sale it would be good to have the manual.  In going through these papers I came up with an assortment of instruction manuals for items I was not sure if we still had and handed them to him to go through.  This started him looking again for the battery jumper for our RV if there is a problem starting it – we finally ended up finding it as a result of this – he had put in our van when we had to drive our RV to the dealer – 2 states away – and leave it with them for repairs. Our car was “not feeling well at the time and we had to take the van to come home in – this was in 2018 and he had not put the battery jumper back in the RV since, hence it being missing.  So, going through all these papers solved a mystery and we don't have to buy a new battery jumper  for the RV.  

I have folders by year for warranty papers – for example if we buy something this year and it has a 1 year warranty, the warranty papers will go in the 2022 file folder – at the end of 2022 the papers in the file will be gone through and most will be thrown out and the file folder will be used for another purpose.  Right now these folders go to 2026.

We had been having a problem with our all in one (printer, scanner, fax) in the office.  The pages were grey marked all over.  We cleaned the drum per the instructions – dry – no change – then cleaned the drum per general instructions found online -with alcohol – no change.  Husband looked up ordering a new drum – US$170!!  Quite a chunk of money.  While debating what to do we happened to see a printer/scanner in Walmart for US$99.  Hmmm. The all in one can still be used for scanning and faxing (and printing junk items for me that I don't care if they are pristine) and buy the unit for nice printing and husband can scan without having to walk all the way to my desk for $99 or we can buy a new drum for US$170 – and then might need to buy a new toner cartridge also…  Husband started looking at what else is available – fax machines are hard to find these days.  (I would figure that same would mean that people no longer fax – our is used very rarely since we got it and only once in the past year – but that was to receive a fax from someone who had to send me tax info and was at his suggestion, so people must still use fax machines?  (Post to me and tell if you/they do still fax machines please.)   So we decided to buy the new scanner/printer.  

Not as easy as these sounds – well, the buying is, but we needed someplace to put it.  Before this problem we had planned to buy the color printing version of the same all in one machine for husband as he needs to do color printing and is not happy with the printer he has (and we were soooo happy with this unit before this happened).  We had planned to get rid of the photocopier I “inherited” with my dad's accounting practice when he died and put his printer there – having a second copier was important to this as I need to have one for work and cannot trust not having a spare one.  So we had to carry to the copier outside and leave it for sanitation pickup  - or someone coming past our house, finding our house and taking it for their self (which would did happen and makes me happy that it will still be used).  It is from the 1970s or 80s and is rather heavy – and we are rather weak.  We took out the tray and removed anything we could to make it lighter and then carried it down the stairs – one step at a time – and out to the curb.  We then taped the rest of the items – tray, toner in carrier, cord, etc to it.  

So far this setup is working.  Biggest thing we had to do was that the new unit was plugged directly into a wall outlet and we really wanted it in a breaker box.  So we bought a long, heavy duty extension cord.  Husband ran it around the perimeter of the room (not an easy thing – behind furniture, under his work table, under his desk and then up between our two desks).  

So all in all, it was a busy week – RV, instructions and warranty papers, and old copier out, new scanner/printer in.  

THOUGHT OF THE WEEK -

Most weeks when I look back not much seems to be have been done.  A week like this one when a lot was accomplished and problems solved feel very good.