Printable Form 2026

IRS Publication 5629 – IRS Forms, Instructions, Pubs 2026

IRS Publication 5629 – IRS Forms, Instructions, Pubs 2026 – In the world of tax preparation, especially for Volunteer Income Tax Assistance (VITA) and Tax Counseling for the Elderly (TCE) programs, maintaining data security and ensuring smooth transitions between filing seasons is crucial. IRS Publication 5629, titled “Fact Sheet: TaxSlayer Pro Closeout/Backup Procedures for SPEC Partners,” provides detailed instructions for SPEC (Stakeholder Partnerships, Education and Communication) partners using TaxSlayer Pro software. This publication, revised in April 2025, outlines steps to secure taxpayer data, create backups for carryforward information, and properly close out sites after the tax season. Whether you’re managing online or desktop versions, following these procedures helps prevent data loss and complies with IRS quality site requirements.

This article breaks down the key elements of IRS Publication 5629, offering step-by-step guidance to help SPEC partners, site administrators, and volunteers handle closeout and backup tasks efficiently. By optimizing your processes, you can ensure carryforward data is available for the 2026 filing season while prioritizing security.

What Is IRS Publication 5629 and Why Does It Matter?

IRS Publication 5629 is a fact sheet designed specifically for SPEC partners involved in free tax preparation services. It focuses on TaxSlayer Pro, a popular software used by VITA/TCE sites, and covers closeout procedures for the online version, backup strategies for the desktop/contingency plan, uninstallation steps, and special considerations for IRS-provided laptops.

The importance of this publication cannot be overstated. Post-filing season, improper handling of data can lead to security breaches or loss of valuable carryforward information needed for future returns. According to IRS guidelines, partners must protect personally identifiable information (PII) both during and after the season, aligning with Quality Site Requirement #10 on security. Implementing these procedures ensures compliance, safeguards taxpayer privacy, and facilitates a seamless start to the next tax year.

TaxSlayer Pro Online Closeout Procedures: Step-by-Step

For sites using TaxSlayer Pro Online, the closeout process emphasizes deactivating users to enhance security while preserving data for future use. Here’s how to handle it:

  1. Avoid Deactivating Returns: Do not deactivate any returns if you want carryforward data for the next filing season. The TaxSlayer server will automatically secure all data and make it available for 2026.
  2. Inactivate Users: From the Preparer Setup in the Configuration Menu, site administrators (or users with Add/Edit Preparers permissions) can activate or inactivate preparers. Select volunteer preparers to inactivate during the off-season.
  3. Bulk Inactivation: Use the “Flip Active Status” feature to inactivate all users except the logged-in one at once.

Note: It’s highly recommended to inactivate all preparers except the site administrator (the contact on the software order) before closing the site. For more details, refer to the VITA/TCE Blog or the Pro Online User Guide. This prevents unauthorized return preparation when the site is closed.

By following these TaxSlayer Pro online closeout procedures, SPEC partners can maintain site integrity and prepare for the upcoming season without disruptions.

TaxSlayer Pro Desktop/Contingency Plan Backup Procedures

Sites using the TaxSlayer Desktop product must perform backups before the end of the filing season to preserve carryforward data. This also serves as a disaster recovery measure. You’ll need a USB-connected removable storage device (like a flash drive) with enough space—no CDs or DVDs.

Checking Folder Size

  • Open File Explorer and navigate to the C: drive (or installation drive).
  • Select the TaxSlayer folder, right-click, and choose Properties to view its size.

Backing Up Workstations

For each workstation:

  1. Ensure no returns are open.
  2. Insert the storage device and note its drive letter.
  3. Log into the 2024 TaxSlayer Program.
  4. Go to Utilities Menu > Program Backup Utility.
  5. Select Backup, choose the target drive, and click Start.
  6. Confirm “Backup Complete” message; repeat if needed.

Backing Up the Transmitting Computer

  • Upload files from all workstations to the main computer.
  • Repeat the backup steps above on the transmitting computer.
  • Secure and encrypt the USB device to protect taxpayer data per IRS requirements.

These TaxSlayer Pro desktop backup procedures ensure data availability for 2026 and compliance with security standards.

Removing and Uninstalling TaxSlayer Pro Software

Once backups are complete, uninstall the software to free up space and maintain system cleanliness:

  1. Open Task Manager > Services tab.
  2. Stop the “TaxProgram2024” service.
  3. Go to Control Panel > Programs and Features > Uninstall a Program.
  4. Select 2024 TaxSlayer Pro and uninstall.
  5. Delete the TaxSlayer folder from the installation drive.

If using a secondary backup drive, remove all data and empty the recycle bin.

Special Considerations for IRS Computer Depot Laptops

For laptops loaned through the IRS Computer Loan Program, additional steps are required. Follow Publication 4473 for “Laptop – Data Deletion” procedures, including a full disk wipe before returning the device. This applies even if using other software or saving PII lists on the hard drive—disk wiping is mandatory to erase all sensitive information.

Why SPEC Partners Should Prioritize These Procedures?

Adhering to IRS Publication 5629 not only protects sensitive taxpayer data but also streamlines operations for future seasons. Non-compliance could result in data loss, security risks, or IRS penalties. SPEC partners, including VITA/TCE volunteers, play a vital role in providing free tax help, and these closeout and backup steps ensure continued trust and efficiency.

For the most up-to-date information, always download the latest version of Publication 5629 from the official IRS website. If you’re a site administrator, review this fact sheet annually to stay compliant.

Frequently Asked Questions (FAQs)

  • What is SPEC in IRS terms? SPEC stands for Stakeholder Partnerships, Education and Communication, supporting programs like VITA and TCE.
  • Can I use a CD for backups? No, only USB-connected devices are supported for TaxSlayer Pro backups.
  • What if I forget to inactivate users? It could allow unauthorized access, violating IRS security requirements—always inactivate non-admin users post-season.

By implementing the guidelines in IRS Publication 5629, SPEC partners can confidently manage TaxSlayer Pro closeout and backup procedures, ensuring a secure and efficient tax preparation environment.