Form 13206 – VITA/TCE Summary Report Guide 2025

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One volunteer worked across two VITA sites this season, and the temptation is to list them twice. The form is built to stop exactly that: report each volunteer only once per filing season, by name, position, and certification level, and use the dual-site Yes or No column to capture the second location.

Form 13206, the Volunteer Assistance Summary Report, is filed by SPEC Partners and military VITA sites, not by individual volunteers. The current revision is Rev. 10-2025, posted September 23, 2025, and each form holds 9 volunteer rows, 5 on page 1 and 4 on page 2. The initial listing is due to your local SPEC Territory Office by February 3, with a hard cutoff of February 15 for sites that open later, and every listed volunteer must certify the Volunteer Standards of Conduct on Form 13615 and pass the competence test with a score of 80% or higher.

Key Takeaways

• Form 13206 is the Volunteer Assistance Summary Report. SPEC Partners and military VITA sites file it to report each volunteer’s name, position, and certification level. It is not a tax return and is not filed by individual volunteers.
• The initial listing is due to your local SPEC Territory Office by February 3, with a hard cutoff of February 15 for sites that open after February 3.
• During the season you update the form only when a volunteer is added or removed; updated submissions are due by the 3rd business day after the end of the month.
• The current revision is Form 13206 (Rev. 10-2025), posted September 23, 2025. Each form holds 9 volunteer rows (5 on page 1, 4 on page 2), and every Site Identification Number begins with the prefix “S.”
• Every volunteer must certify the Volunteer Standards of Conduct (Form 13615) and pass the competence test with a score of 80% or higher; preparers, quality reviewers, instructors, and tax-law responders must also certify in tax law.
• Report each volunteer only once per filing season, regardless of how many sites they support; use the “Does this volunteer also work at another VITA/TCE site?” Yes/No column to capture dual-site participation.

What Form 13206 is, and why it matters

Form 13206 is the IRS’s volunteer listing for your VITA or TCE site, naming each volunteer who worked there along with their position and certification level. It lets Partners and military VITA sites report each volunteer’s name, position, address, years in program, and certification level in one official place the IRS recognizes. This common format supports oversight and consistent quality across locations.

For 2025, the IRS posts 13206 as a current, downloadable PDF. If your browser struggles to render the interactive PDF, download it and open it in a current PDF reader. Keep a saved copy of the specific revision you used, along with the date you pulled it, so your records show that you filed with the latest version available at the time.

The Paperwork Reduction Act coverage for VITA/TCE reporting sits under OMB Control No. 1545‑2222. OMB’s 2025 supporting statement explains that Form 13206 is used by partners to provide information about volunteers. It also shows estimated respondent counts and burden, which is a useful proxy for how the IRS expects programs to engage with this collection.

How the IRS expects you to use 13206

In practice, you submit 13206 to your local SPEC Territory Office by February 3, then update it during the season whenever a volunteer is added or removed. Updated submissions are due by the 3rd business day after the end of the month whenever a volunteer is added or removed, so the form follows a per-volunteer update cadence, not a single season-level filing. That means you should plan your internal process to capture each volunteer once and to file updates promptly whenever volunteers are added or removed.

What goes on the form is per-volunteer detail – name, position, address, years in program, and certification level – matching the fields on the current PDF. Because forms can change, resist the urge to carry forward last year’s column headers. Download the new file each year, scan for any field shifts, and adjust your template before you start compiling. The official IRS “Site coordinator corner” keeps a live link to the current 13206, which is a good habit check before you lock your report.

The WOW, a smarter path to accurate totals

Here is the simple truth. Most errors are not math errors, they are workflow errors. A volunteer event did not get logged, a satellite site closed early, or hours never moved from a sign‑in sheet into your tracker. The cure is a short, repeatable cadence that pairs your people calendar with your returns calendar. Each week, reconcile hours and site dates against any e‑file transmission spikes or event schedules. A five‑minute weekly cross‑check makes the end‑of‑season rollup faster and cleaner.

A quick personal system that works

• Block 15 minutes every Friday to update volunteer hours and site counts.
• Cross‑check your updates with any unusual return bursts, like campus events or library pop‑ups.
• Keep a one‑page change log. If you fix a count, write what changed, who approved it, and when.
• Before you finalize 13206, run one peer review. A fresh set of eyes will spot odd ratios fast.

Small programs often think they are too busy for documentation. In my experience, the smallest programs benefit the most, because a single missed event can skew their season picture.

Verify currency first, then complete the form

The IRS forms index shows Form 13206 at Rev. 10‑2025, posted September 23, 2025. Confirm that stamp on the PDF footer when you download it, then file using that revision. Note that the publicly cached PDF may still show Rev. 10-2011 on its pages even when the IRS forms listing shows Rev. 10-2025, so treat the IRS listing as the authority for the current revision. If a newer revision appears, use the newer file and note the change in your records.

OMB’s 2025 filing reflects an updated VITA/TCE collection under Control No. 1545‑2222, with a burden table that includes Form 13206. This is your evidence that the form you are using is part of an active, reviewed information collection in 2025. Save a copy of the supporting statement link in your working papers.

The fast “currency check” routine

• Pull the current 13206 from the IRS forms index. Note the revision month and posted date.
• Open it in a current PDF reader so all fields render correctly.
• Record the revision and download date in your compliance log.
• If your organization caches forms on an intranet, replace old copies the same day.

What to collect, and common sources

Your per-volunteer entries should match the fields on the current form. While specific labels can change, most programs track these categories well:

• Each volunteer’s name, volunteer position, address, years in program, and certification level.
• The single site this form covers, identified by its Site Name and Site Identification Number.
• Whether each volunteer also works at another VITA/TCE site, with the other site names listed where the answer is Yes.
• The Site Coordinator’s attestation that all Forms 13615 have been signed, plus any EA or OTRP continuing education requests.

You likely already have the data, just spread across sources. The trick is to align names and dates.

Typical data sources you can trust

• Timekeeping logs, sign‑in sheets, or volunteer schedule exports.
• Site calendars, event registrations, and closure notices.
• E‑file transmission reports and end‑of‑day tallies.
• Quality review summaries that often reconcile totals at week’s end.
• Training completion lists if the current form ties activity to certification status.

Form 13206 does require personal information – each volunteer’s name, position, address, and certification level – so complete those fields exactly as the current PDF requests and keep the data secure. When in doubt, check the “Site coordinator corner” resources or your SPEC relationship manager before adding anything beyond what the form requires.

A clean, 30‑minute completion checklist

Use this when you are ready to finalize your season‑level report.

• Confirm you have the latest 13206. Verify Rev. month and posted date.
• Reconcile your volunteer roster so each volunteer appears only once for the filing season.
• Confirm the Site Name and Site Identification Number identify the single site this form covers.
• Confirm a signed Form 13615 and an 80% Volunteer Standards of Conduct score are on file for every volunteer listed.
• Run an internal review. Have one colleague review the listing to confirm each volunteer appears once and every certification is recorded.
• Save your final PDF, plus a CSV of the underlying numbers, with dates and initials.
• Log the OMB control number, the revision you used, and the date you downloaded it.

Helpful table, single‑view prep

Item you need	Where to get it	Quick validation step
Current 13206 PDF	IRS forms index or Site coordinator corner	Confirm Rev. 10‑2025 and posted 09‑23‑2025 on IRS.gov listings
Volunteer roster	Sign-in sheets and Forms 13615	Confirm each volunteer appears once, with a signed 13615 and 80% score
Site identification	Your SPEC site record	Confirm the Site Name and SIDN (S plus 8 digits) for this site
Dual-site disclosure	Volunteer onboarding records	Check the Yes box and name other sites for any multi-site volunteer
Reviewer sign‑off	Internal checklist	Freeze a PDF copy with date and initials

Sources for the current revision and posted date are live on IRS.gov at the time of writing. Always repeat the check on the day you file.

Guardrails that prevent rework

• Close the loop weekly. Five minutes each Friday beats a one‑day scramble in April.
• File a separate Form 13206 for each site, since each form identifies a single site by its Site Name and Site Identification Number; keep your tracking tools organized the same way.
• Use consistent naming for events and locations so your rollups do not split one site into two lines.
• Keep a short amendment path. If you discover a miss after you submit your program totals, update your log and follow your program’s correction process promptly.

Compliance, OMB control, and proof you did it right

The 2025 OMB supporting statement confirms that 13206 is part of the VITA/TCE information collection under Control No. 1545‑2222. Even so, the form is not a season-closing summary: Partners file the initial listing by February 3 and submit updates by the 3rd business day after month-end whenever volunteers are added or removed. Keep that citation in your records as your compliance anchor.

The IRS forms index lists the current revision and posted date. When an auditor or funder asks, you can point to the date you downloaded the current file and the visible Rev. month on the PDF. That is your evidence that you used the right form.

Filing currency alerts you should adopt

• Check the IRS forms index for 13206 at the beginning and end of the filing season. Watch for any mid‑year postings.
• Confirm your copy is Rev. 10‑2025, posted 09‑23‑2025, before you finalize 2025 season totals. If a newer Rev. appears, swap it in and document the change.
• Bookmark the Site coordinator corner. It centralizes the volunteer program materials and links the current 13206.

Common mistakes and quick fixes

From my side of the desk, the misses on Form 13206 are rarely arithmetic. They cluster around the calendar, the count, and the certification chain, and each one is easy to prevent once you name it.

Records, signatures, and retention

Follow your program’s retention policy for volunteer documentation, time records, and rollups that support your 13206 totals. Keep a clean, dated copy of the PDF you submitted, a machine‑readable export of the underlying counts, and your “currency check” log with the IRS revision and posted date. If your sponsor or governing partner asks for coordinator sign‑off, keep the signed copy with the same packet. The IRS VITA/TCE resource pages are the best place to confirm any signature or retention specifics your program requires.

Security notes you should not skip

• Limit access to the working folder to staff who need it.
• Avoid emailing raw spreadsheets. Use a shared drive with version history.
• If you must transmit files, encrypt them and store only the final PDF plus a locked archive.

Your report should be replicable. If a reviewer picked up your archive six months from now, they should be able to rebuild your totals from the same sources without guesswork.

Accessing and working with the PDF

Grab the current Form 13206 from IRS.gov. The IRS forms index lists the product with Rev. 10‑2025 and a 09‑23‑2025 posted date. If your browser shows a “requires Adobe Reader” message, download the file and open it in a current PDF application so all fields render properly.

The Site coordinator corner also links directly to 13206 and other VITA/TCE tools, including training and quality review materials. Keep those nearby as you reconcile hours and returns, since they often answer practical questions that come up during your rollup.

Simple workflow to compile accurate totals

• Set your reporting window. Match the filing season dates your program used.
• Pull raw counts by site. Include permanent locations and pop‑ups.
• Reconcile your volunteer roster against sign-in records so each volunteer is listed once with the correct position and certification.
• Confirm a signed Form 13615 is on file for each volunteer and that preparers and reviewers hold the required tax-law certification.
• Compare totals to any internal dashboards you keep.
• Run a one‑page “variance list” with notes for any site or week that looks unusual.
• Complete 13206 using the exact fields on the current PDF, or a similar document containing the same information, which the IRS accepts in printed or electronic format.
• Peer review, lock the file, and archive the inputs.

A quick comparison table you can adapt

Task	Owner	When	Output
Pull hours from scheduler	Site lead	Weekly	CSV of hours by person and site
Tie hours to sites	Program admin	Weekly	Hours by site rollup
Reconcile returns	E‑file coordinator	Weekly	Returns by site summary
Final compilation	Coordinator	End of season	13206 PDF draft
Peer review	Second reviewer	Within 2 days	Sign‑off and archive notes

Where this fits in your bigger program picture

Form 13206 is one line in a larger quality and oversight system. The IRS maintains a consistent set of volunteer program resources and expects the volunteer listing to be accurate, complete, and supportable. When you treat 13206 like your scoreboard, you also make life easier for training, site reviews, and future funding conversations.

If you run your VITA/TCE work inside a CPA or EA firm environment, make sure your client‑service workload does not bury your community commitments. This is where predictable operations help. At Accountably, our role with firms is building disciplined delivery structure, templates, and review steps so production work is on time, and summary reporting, like a 13206 rollup, does not become a last‑minute fire drill. Mention us only if that kind of operational guardrail would remove stress for your team, and keep the focus on your program’s public‑service goals.

What good looks like by the numbers

• Your final totals match your weekly rollups within a tiny variance.
• Every site on your list appears in your counts, including temporary locations.
• You can reproduce any number in under ten minutes using saved files and a short log.
• You have a dated note in your archive with the IRS revision, posted date, and the OMB control number you relied on.

Quick resources

• IRS forms index entries for 13206, showing Rev. 10‑2025 and the 09‑23‑2025 posted date.
• Site coordinator corner, the IRS’s hub for VITA/TCE program materials and links.
• OMB 2025 supporting statement for Control No. 1545‑2222, confirming 13206’s role in the collection.

Final notes and a simple call to action

If you remember one thing, remember to verify currency before you compile. Pull the current 13206, confirm the revision, reconcile your weekly sources, and save a tidy archive with dates and initials. That little routine turns a nerve‑wracking task into a confident submission backed by evidence. If you want help building a simple, repeatable process for season‑end rollups inside your existing systems, our team at Accountably spends every day designing checklists, review steps, and naming rules that keep work on time and easy to audit. Use us as a resource if that removes stress for you and your volunteers.

You do the work that helps people file safely and on time. 13206 is how you make sure the scale of that effort is seen and respected.

Editorial and research note

This guide reflects the IRS and OMB sources available on October 29, 2025, including the IRS forms index and the OMB 2025 supporting statement for Control No. 1545‑2222. A human editor reviewed this piece for accuracy and clarity. Check the IRS links once more on the day you file in case a new revision posts.

Reusable Checklists

These three checklists are copy-paste ready for your VITA/TCE program SOP, so a coordinator can work the season without rebuilding the process each year.

Keep 13206 Season From Stalling

Form 13206 has a narrow window. Partners and military VITA sites must get a complete, certified volunteer listing to their local SPEC Territory Office by February 3, with February 15 as the hard cutoff for sites that open late, per IRM 22.30.1. That deadline lands right as your sites are opening, so roster accuracy and certification tracking compete for attention at the worst possible moment.

The fix is to treat the listing as a standing process rather than a February scramble. Each Form 13206 holds nine volunteer rows, and every volunteer is counted once per season, so small tracking gaps turn into duplicate entries and rework once the territory office begins recording counts into SPECTRM (Form 13206, Rev. 10-2025, Catalog Number 33190J).

• Lock the header block once: the Site Identification Number (S plus 8 digits), Site Name, Site Address, and coordinator contact fields rarely change mid-season.
• Track certification next to each name, the signed Form 13615, the 80% Volunteer Standards of Conduct score, and any tax-law certification for preparers and reviewers, so the listing is submission-ready before February 3.
• Flag dual-site volunteers as you onboard them, checking the Yes box and naming the other sites, rather than reconciling duplicates at season close.
• Keep one approved similar-listing template for rosters longer than the nine rows on a single form.
• Log every add or remove so monthly updates go out by the 3rd business day after month-end without a separate audit.

When a team is juggling 13206 alongside the returns those volunteers are producing, structured delivery keeps both on schedule. Accountably builds documented rosters, certification trackers, and review steps into a repeatable workflow, so deadlines hold without a season-end fire drill, the same discipline behind our tax delivery services.

FAQs

What is the latest revision and where do I find it?

As of October 29, 2025, the IRS lists Form 13206 as Rev. 10‑2025 with a posted date of September 23, 2025. You can find it on the IRS forms index or through the Site coordinator corner. Always download a fresh copy before you compile.

Is Form 13206 an annual submission?

Not in the single-filing sense. Partners and military VITA sites file the initial Form 13206 by February 3 (February 15 for sites that open later), then submit updated forms by the 3rd business day after the end of the month whenever a volunteer is added or removed.

Does the form require personal information?

Follow the current PDF exactly. Form 13206 does require personal information – each volunteer’s name, volunteer position, address, and certification level. Keep that data secure and provide exactly what the current 13206 requires. Use the IRS Site coordinator corner to confirm current practice if you are unsure.

What should I keep for my records?

Archive the final PDF, the CSV or spreadsheet that produced your totals, and a short log that notes the IRS revision month, the posted date, and the OMB control number. Save a link or PDF of the IRS listing and the OMB supporting statement you relied on in case someone asks later.

Where can I confirm the OMB control number?

The VITA/TCE information collection is under OMB Control No. 1545‑2222. The 2025 supporting statement is posted on OMB’s site and references Form 13206 among the instruments covered.