Integrity + Quality + Continuity
Tax
Tax laws and reporting requirements continue to change, but our commitment to our clients remains the same: clear communication, thoughtful guidance, and dependable service. We’re grateful for the relationships we’ve built with our clients and for the opportunity to support you year after year. Please reach out anytime you have questions—during tax season or anytime.
In the meantime, we’ve put together these Frequently Asked Questions to address common questions, timelines, and information requests you may encounter throughout the process. We hope it serves as a helpful resource as you gather your information.
Thank you for your patience.
Thank you for choosing our firm.
How to send us information:
- Drop off*, email or upload to our portal**.
- Please be sure to use a method that guards the confidentiality of your documents.
*If dropping off, don’t forget about our convenient drop off box located in the basement/Market Street entrance of the Maxwell Center. After hours, its ok to use the mail slot in the Market Street door, but please – text your tax preparer so can be on the lookout for it!
**If you choose portal upload or email: Do not forget that our tax system can not accept pictures. Please use a scanning app (We like Genius Scan) to send us your documents in pdf format.
Generally, no appointment is needed — especially if you’ve been to us before and nothing significant has changed since your last return.
You may want an appointment if:
- You’re a new client (we love to meet you in person or by Zoom so we can understand your situation).
- You’ve had major changes this year (new business, rental property, sale of a home, inheritance, etc.).
- You have a lot of questions or expect your tax situation to be more complex.
Otherwise, feel free to simply drop off, upload, or send your information whenever you’re ready.
We’re so sorry, but no — not during drop-off. When we take in multiple returns at once, even “quick questions” can pull us away from the workflow we need to stay on schedule.
If you have questions, just let us know — we’re always happy to help. We’ll answer them by email or set up a brief telephone appointment so we can give you our full attention.
Some of our best clients are pen pals! Feel free to include a note with your questions when you drop off — we’ll read it and respond.
Whatever is easiest for you — you have several options:
- Drop it off at our office on the 3rd Floor of the Maxwell Centre
(Office Hours: Monday–Thursday) - Use our secure drop box in the Basement
(Building Hours: Monday–Friday, 8–5) - Insert items into the Market Street door slot after hours
- Upload scanned documents (PDF only) through our secure portal
- Email any non-secure documents, such as Excel or Word files
- Remember don’t text or email us pictures
- Mail your information to us using your preferred delivery service
If you’re ever unsure which option is best, just ask — we’re happy to guide you.
Electronic Do’s
- Use Genius Scan (or a similar app) to convert pictures of your documents into clean PDFs.
This helps us read, save, and print everything clearly.
Electronic Don’ts
- Don’t send documents as links.
We won’t open links for security reasons. - Don’t text us pictures of your documents.
We can’t clearly read, save, or print texted images — they almost always come through too small or blurry.
Why This Matters
Clear, readable PDF documents help us prepare your return faster and more accurately.
Blurry photos, broken links, and texted images often require follow-up, which slows down the process for everyone — including you. Using PDFs ensures we have exactly what we need the first time.
Genius Scan is a free app for your phone that lets you turn paper documents into clean, high-quality PDFs — and then send them to us securely.
Here’s how it works:
- Download the Genius Scan app (Apple or Android).
- Open the app and take a photo of your document.
The app automatically flattens, brightens, and cleans it up so it looks like a real scanned PDF — not a cellphone photo. - You can add multiple pages to the same PDF (perfect for W-2 packets, 1099s, brokerage statements, etc.).
- When you’re done, tap Share and choose how you want to send it:
- Email it to us
- Save the PDF to your phone or cloud storage for your records
It’s quick, easy, and much clearer than snapping photos in your camera app.
Our secure portal is the easiest way to send and receive documents electronically. Here’s how it works:
- We will email you a link to set up your portal account if you don’t already have one.
- Once you’re logged in, you can upload scanned documents (PDF only) directly to us.
- IMPORTANT: Pictures are instantly rejected in the portal. If you upload a picture, we will not get it; and we will not even know that you sent something that didn’t come through
- We are notified automatically when you upload something — no need to call or email.
- We can also upload copies of your tax return and other documents for you to download and save.
- The portal is secure and encrypted, which makes it the safest way to send sensitive information.
Call AMY SIPOS, our office manager, if you have never used our portal and would like a link. If you have used our portal before, please know that all of our portals remain active until deactivated. There is a “Client Access” link in the top right corner of our website. Of course, if you have trouble accessing the portal, Amy can reset it or resend your link.
We wish we could — but during tax season, we simply can’t respond immediately to every message. Our days are tightly scheduled, and we want to give each client’s return the focused attention it deserves.
We do check messages regularly, and we will get back to you as soon as we can. We all allocate time to return calls, texts and emails regularly.
If you have a “quick” question, feel free to email us — many questions can be answered faster that way. Also, texts sent to the direct lines noted on our “Who We Are” page, will come to our computers directly. Please feel free to use this option if you like to text.
We promise we’re not ignoring you… We just need to concentrate on what we are working on.
- We use UPS (United Parcel Services – the big brown truck) to deliver returns (Please be sure we have your preferred shipping address).
- In some cases, some returns require an exit interview. If that is the case, we will contact you to set up an exit meeting.
- If you prefer that we not use UPS, please include a note letting us know. Your return will be available for pick up Monday – Thursday.
- We can also upload an electronic copy of your return to your secure portal.
Just include a note requesting this option.
Yes — our office is closed on Fridays. This schedule allows us to focus on tax preparation, review work, and behind-the-scenes tasks without interruption so we can stay on track during busy season.
If you need to drop something off on a Friday, the building is open from 8–5, and our Basement drop box is always available.
You can also use the Market Street door slot after hours.
And of course, email and the secure portal are always available anytime.
Once your return is complete, we will include an invoice with the return that is shipped or made available for pickup. Invoices are due upon completion.
We completely understand that cash flow can be tight. If you can’t pay immediately, that’s okay — we just ask that your invoice be paid by June 30th at the latest.
At this time, we do not accept credit or debit cards, but we do accept VENMO!
Our Venmo link is: @KozickiHughesTickerhoof
You are always welcome to pay by check, and cash is fine if you’re paying in person.If you ever have questions about your invoice, just let us know — we’re happy to help.
These updates help us prepare an accurate return and avoid delays. Please let us know if any of the following apply:
- Did you get married or divorced or separated this year?
If so, please share the details. - Did you have any children this year?
We’ll need the full name, birthdate, and Social Security Number. - Did your older child file their own tax return this year?
- Did you move?
If so, tell us the date you moved and your new address. - Did your banking information change?
Let us know the bank name, routing number, and account number you want used for direct deposit. Also be sure to let us know if this is a checking or savings account.
The more updated your information is, the smoother your tax season will be.
*We kindly ask that you do not staple any of your tax documents*
*To help us keep everything organized and avoid anything getting lost, we ask that you please accumulate all (or nearly all) of your items and send them in one batch rather than in pieces. This helps us work more efficiently and ensures nothing gets misplaced.*
INCOME:
- W2s (all pages, please)
- 1099 Interest and 1099-Dividend Forms
- Consolidated 1099 Forms – After your investment advisor assures you they are final
- K-1s (for any business interests; please provide us the entire K1 package you receive, with applicable state reporting information)
- 1099Rs (for retirement income)
- 1099-SSA (for your social security or disability income)
- 1095-A (for the healthcare you received from the ACA)
- W2-Gs (for any gambling winnings)
- Any other 1099s? – If in doubt, please send to us
DEDUCTIONS:
- Form 1098 INT (for your mortgage interest)
- Form 1098-E (For your student loan interest paid)
- Form 1098-T (For any tuition you paid) *Give us details – who is the tuition being paid for, what year in school are they.
- Are you a teacher; Confirm that you have spent $300 on school supplies ($500 if you are a teacher in Ohio)
- If your gambling income is significant, please include losses for potential deductibility.
- If you pay for child care, don’t forget to include the Child Care Total and EIN of your child care provider.
NEW For 2025:
- Please include your final pay stub for the year if you were paid overtime or tips.
- If you bought a new car in 2025, the interest paid on your car loan may be eligible for deduction to non-itemizers. Please include your interest statement from your car loan.
ESTIMATES:
- Please confirm the amounts of any estimates you paid to the IRS, any of the States, and any Local taxing authorities, such as RITA.
RENTALS, FARMS, SMALL BUSINESSES
- If this is your first year, please call to schedule a meeting with us.
- Generally – We need to know your income and expenses, by category. There is no preferred way to send us your information. However it is easiest for you to organize will likely work for us. We will call with any questions.
- If you use Quickbooks Online, it’s a nice idea to give us access to your Quickbooks.
IF YOU ARE FROM WV
- Your MV-1 (Or your drivers license details so we can retrieve the form for you).
- If you made contributions to a 529 plan, we need to physically attach evidence of your contribution to the return, so please send us your year to date statement.
- If you pay Long Term Care Insurance premiums, we need to physically attach evidence of your contribution to the return, so please send us evidence of your premium paid.
ALWAYS HELPFUL
Including a copy of your driver’s license is always appreciated.
Why This Matters
Providing complete and accurate documents helps us prepare your return faster, more accurately, and with fewer follow-up questions. Missing or incomplete information often requires us to stop your return, reach out for clarification, and wait for additional documents — which slows down the process for you and everyone else.
The more you can give us up front, the smoother and quicker your tax season will be.
• It depends on when we receive all of your documents and how complex your return is. Once we have everything, most returns are completed within 10 days; but during peak times it could take us longer.
• We don’t rush through anyone’s return — not even yours. Every return gets the time and attention it needs to be accurate.
• Because of the new tax law changes, you may notice some delays this year. Our tax software company needs time to update forms and calculations, and we cannot file returns until those updates are fully incorporated and approved. This is completely normal in years with major tax changes.
• If anything is missing or if we expect a delay, we will let you know. Our goal is always a smooth, careful, and timely process from start to finish.
If we need more time to complete your return — because of missing documents, tax law delays, software updates, late drop off or a particularly complex situation — we will file an extension for you.
• Typically, all returns dropped off after March 25th will be extended; but don’t worry… we will keep working until all returns dropped off are complete… typically this is before Memorial Day.
• An extension gives you extra time to file, but not extra time to pay. If you are likely to owe, we recommend you make a payment so you avoid penalties and minimize interest.
• Filing an extension is completely normal and nothing to worry about. Many clients extend every year. It simply ensures your return is done accurately, not rushed.
Ways to pay:
- IRS Direct Pay (from bank account)
Fastest, no fee; Select: “Form 4868 – Extension - IRS website – Debit/credit card; Small fee applies.
- By check: Mail with a voucher (Form 4868 or 1040-V). Write SSN + “2025 tax”.
- EFTPS; If you’re enrolled. Choose tax type “1040”.
IMPORTANT: Be sure to let us know how much you send, so we can apply it to your return.
NOTE: We will process your actual extension and submit it electronically; your responsibility is the payment part.
We strongly encourage direct deposit for tax refunds, as it is the fastest, safest, and most convenient method to receive money. The U.S. government is actively phasing out paper checks for all federal payments. In fact, Following a March 2025 executive order, the U.S. Department of the Treasury and the IRS are committed to a fully electronic payment system. Beginning with 2025 tax returns filed in 2026, taxpayers who do not provide bank account information or qualify for an exception will face refund delays.
Once your return is electronically filed, we have no ability to track your refund. Please do not call or text the office to tell us you have not received your refund. Instead, use the “track your refund” websites available at the IRS and all state taxing authorities.
IRS: https://www.irs.gov/wheres-my-refund
WV: https://mytaxes.wvtax.gov/_/
OH: https://tax.ohio.gov/individual/refunds/wheres-my-refund
PA: https://www.pa.gov/services/revenue/track-status-of-pennsylvania-income-tax-refund
A good rule of thumb is to keep your tax returns and supporting documents for seven years. This covers the IRS audit window for most situations, including years where income might have been underreported.
Here’s a quick guide:
- 3 years – Minimum time the IRS generally has to audit your return.
- 4 years – What some states (including Ohio) recommend for state audits.
- 7 years – Safest for most people, especially if you had large capital losses, bad debt write-offs, or other unusual items.
- Forever – Keep copies of returns related to home purchases/sales, major assets, retirement accounts, and anything tied to basis calculations.
If you’re tight on space, you can scan and save PDFs instead of keeping paper. Just be sure the digital copies are stored somewhere secure.
If you’re ever unsure what to keep or toss, feel free to ask — we’re always happy to guide you.
First, don’t panic — and please don’t ignore it.
Send the notice to us right away (you can upload it to the portal, email a PDF, or drop off a copy – Remember; don’t text a picture! ). Many notices are simple to resolve, and we can review it, explain what it means, and guide you on the next steps.
Depending on the situation and our engagement with you, we may:
- Help you respond to the notice
- Explain any balance due or adjustment
- Represent you in communicating with the IRS or state
Please don’t call the IRS or pay anything until we’ve had a chance to look at it.
Tax on income is considered due throughout the year in which the income is earned. When enough taxes aren’t paid in through withholding or estimated payments, the IRS and state tax agencies treat the balance due on April 15 as late, even if you make the payment that same day.
Because of this, the IRS and states may assess late-payment penalties and interest on any unpaid balance.
Why Our Calculations Are Estimates
Our tax software can calculate a preliminary estimate of the penalty and interest you may owe. However:
- The IRS and states calculate these charges using actual payment posting dates, down to the day.
- Because we cannot predict exactly when they will process your payment, our estimate will never match their final calculation perfectly.
It is very common to receive a follow-up notice showing a small additional balance due to this timing difference.
What You Should Do
If your return shows a payment due on April 15, we recommend paying that amount immediately to minimize additional charges.
If you later receive a letter from the IRS or a state agency showing additional penalty or interest:
- This is normal, and
- You can send the notice to us, and we will gladly review it to ensure the amount is correct.