Filed under: Record Keeping
Try our Tax.filer to keep your tax records safe and organized
If you’re like most people, you’ve been procrastinating on getting your taxes done and are feeling the weight of it on your shoulders. If you don’t have any systems in place, the weight is even greater. Here are a few tips to make your tax preparation a little more bearable.
Receipts you don’t need to save: If you itemize your medical expenses, you may be trying to keep track of all those pesky prescription drug receipts. An easier way to deal with prescription receipts is to go to your pharmacy and ask for a printout of your 2008 year prescriptions. They can do one of each member of your family and the entire year will be calculated for you. Now you have one less thing to file all year long!
Tracking vehicle mileage: Most people aren’t real motivated to write down their mileage every time they travel for a business or charity event. Here are a couple of other options you may find appealing. I write all my appointments down on my calendar (Lord knows I’d never be able to keep track of them all if I didn’t). At the end of the month, I add up my mileage with the assistance of my calendar and GPS. It takes me about 15-20 minutes to add it up for the month. Another option for technology lovers is downloading a mileage app like Milebug to your phone. Milebug is available for iPhones and costs $3.99.
Self purging folders: Most accountants agree that you need to save documentation and receipts for 7 years in case of an audit. Here’s an easy way to stay on top of that. Buy 7 identical poly expanding wallets . Using a label maker, label each one for 7 years. On the eighth year, pull the label off the first file and shred its contents. Replace with a new label and paperwork for the current year. Continue the process year after year.
Thanks to Organized A to Z.com partner Susan Stewart of Perfectly Placed for contributing this article. She offers virtual organizing to make it easy for you to get organized, no matter where you live! Visit her Web site at www.perfectlyplaced.org or call her at (623) 202-9199.
February 1, 2011
For even less clutter, try digital storage! Neat Receipts makes it easy.
Saving important receipts can actually save you money. Saving unnecessary ones only compounds your clutter.
Clothing receipts- a must if that new shirt you purchased last week, shrinks after wearing it only one time!
If you have to repair a major appliance, and the part is guaranteed for three years, you’ll need that receipt to prove it is still within that time frame. Unfortunately, the appliance companies do not usually keep those records for you-they tell you to “just keep the receipt”.
Expensive items, art work, jewelry or furniture receipts should be kept for resale purpose, inheritance value or theft.
Receipts used for tax purposes might be needed to prove deductible items, should you be audited.
Checking your receipts against your charge purchases will alert you if there are any fraudulent charges on your account. Sometimes a thief will charge small things to your account for months to see if you notice, before they make start making larger purchases. The easiest way to keep receipts is to use an accordion folder, or binder type with 12 month slots. Just drop your receipts in the proper month. Once a month after you’ve checked the slips to your charge cards, you can file a copy in your specific folders with the original paperwork for appliances or furniture purchases, etc.
Warning! Some receipts fade over time, so make a copy before you file it away. Keeping your receipts organized can also help you stay true to your budget and keep track of where your money is going… especially in these tough times!
Thanks to Organized A to Z partner Joann Guariglia for contributing this article. Joann is a Professional Organizer and Senior Move Manager who owns and operates Total Organizing Solutions. For more information go to the Web site www.HelpYouToOrganize.com Also, you may reach Joann at 941-628-6957 or Joann@HelpYouToOrganize.com.
September 15, 2010
Try MyVitalFiles to keep important paperwork organized and easily accessible.
As of 2005, South Florida was impacted by 8 hurricanes in 13 months. New Orleans and other parts of Louisiana and Mississippi were literally wiped out by a hurricane. Earthquakes decimated other parts of the world while brush fires threatened homes in California. Emergencies can also include flood, fire, tornado, burglary and other unforeseen events.
As with most aspects of life, emergencies can be handled efficiently and effectively when done in an organized manner. Organizing instills confidence and peace of mind.
Checklists and supplies arranged in advanced are key to emergency preparation. Supply preparation is heavily covered by the media prior to a hurricane. The focus of this article is for your valuable papers.
Motivation
Is it worth taking the time to make plans and preparations in case everything you owned was destroyed? No doubt that the victims of Hurricane Katrina in Louisiana and Mississippi (or any of us for that matter) ever imagined being in the predicament in which they found themselves. Being caught unprepared only adds to the long term effect of a crisis.
Insurance statistics show that policyholders who are prepared with an inventory of their belongings recover up to 25% more when their claims are settled, than those not prepared. The claims process may go faster, more smoothly and with less stress. (As a familiar commercial indicates, these benefits are “priceless”).
Check with your insurance agent to determine if you have purchased replacement cost coverage on your home and personal property. Some homeowners’ insurance policies provide coverage for only actual cash value “ACV”. Your loss will be adjusted on an “ACV-actual cash value” basis, which means the insurance company will depreciate your damaged items, including your house, depending on their age.
The policy limit for “personal property/contents” coverage is customarily one-half (1/2) the value of your home (structure) coverage. The full value of contents coverage is not paid automatically. The insurance company will investigate to determine if the dollar amount of contents you claim is reasonable and provable. You must be prepared to prove to your insurance carrier that you in fact did own certain property if challenged.
Documents and Documentation
It is recommended that you prepare a written inventory of your contents (room by room) and take photographs or videotape to back up the list. Receipts should be maintained for your major belongings to help speed the claim process.
The front page or “declaration sheet” of your insurance policies, home, flood, health, auto and life, with policy numbers and your agent’s contact information is critical to have available.
Other valuable documents and items you could need include: the deed to your home, birth certificates, stock certificates, credit card and bank account numbers, passports, jewelry invoices and of course insurance policies (with policy numbers and company or agency contact information).
If circumstances require evacuation, additionally you may want to bring items such as jewelry, PDA, passwords for online accounts, computer back ups, photographs (especially current ones of your family for identification purposes in case you get separated), personal address book and important memorabilia along with you.
If you are forced to relocate, resumes, college transcripts and degrees may be needed. Military records and discharge papers will be useful if applying for military and veteran’s benefits.
Immunization records and health records regarding health conditions will be needed for your children to enroll in a new school.
Marriage licenses and divorce certificates may be needed to set up bank accounts or establish residency.
Copies of mortgage documents may be necessary as well.
Instead of carrying bank statements with you, a copy of your credit report contains all your account numbers, names and addresses for all your credit cards and other lenders. You can obtain a free credit report annually at www.annualcreditreport.com.
Copies of wills and trusts, power of attorneys and medical directives, in addition to the above documents are safest if kept in a bank vault.
Did you know that even if you lose your home, you are still expected to keep up the payments?
Safe Keeping
If you keep any of the aforementioned in a safe deposit box (at a bank), no worries. Next best is a waterproof, fire proof safe in your home. However, safes are rated as to what temperature they can withstand from fire and can melt. You will need to remove the contents of the safe to take with you in case of evacuation.
Inventory the above items on your check list (including location by room) so you can round them up quickly. Even better, all these items, including the inventory list should be kept together in one place, in a zip lock (water proof) bag for easy retrieval, in case of the need to evacuate your home in a hurry. Keep extra copies of each paper in your filing system for easy reference throughout the year.
Since all of this documentation could be too cumbersome to carry along, in case of an emergency, keeping them in a bank vault, or sending them to a relative in another part of the country are viable alternatives. It is suggested they can be saved in advance on a scanner then burned onto a CD or DVD for portability.
This article is intended to bring your awareness to detailed information and to help you START the organizing process. Further research or action may be required on your part in order to complete the details necessary to accomplish them. This includes discussion with your insurance agent and Time-Savers Professional Organizing Services to get your business or house ready.
The point is, to quote another familiar commercial, “Just do it!”
Thanks to Organized A to Z.com partner Diane Hatcher for contributing this article. Diane, CPO®, is a Certified Professional Organizer and owner of Time-Savers Professional Organizing Services, Inc. in S. Florida. Contact her via www.timesaversusa.com or 954.252.7511.
September 1, 2010
With tax season often comes the though that, if I had a good filing system, this would be SO much easier! Here’s one that might appeal to you!
The Fast-Filing Method is the “play at home version” of professional organizer Heidi DeCoux’s renowned home office filing system, which she has successfully set up for thousands of clients. This one-of-a-kind, efficient system will eliminate piles of papers on your counter tops, desk, and tables. You will save time, money, and GAIN piece of mind! After implementing this simple filing method you will be able to put away and locate any paper document or file in 30 seconds or less, guaranteed!
“With this program you WILL conquer your paperwork, once and for all!”
You will discover…
- The secret to ELIMINATING PILES OF PAPERS on your counter tops, tables, and desk with the “Active Paper System”.
- How to MAKE FAST DECISIONS on what to keep and what you can let go of.
- The secret to dealing with all of your incoming mail and bills in just minutes each day.
- How to create an organized and SELF-CLEANSING system for receipts!
- A super simple method for organizing your INCOME TAX PAPERS and receipts. You will be prepared for tax time each year, NO STRESS, NO FUSS!
- How to have your COUPONS available when you need them, which will SAVE YOU MONEY!
- One mistake that most people make when setting up filing systems, which is why it is almost impossible to find anything quickly…you’ll be surprised how EASY it is to fix.
- The key element that is missing in most filing systems.
- How to put your hands on important documents, such as, insurance policies and investment accounts, WITHIN SECONDS.
- A SELF-CLEANSING system for your magazines and newspapers.
- An EASY way to organize greeting cards and stationery.
- And much, much more!
How it Works:
- You will get the Audio CD of the program that walks you through the simple set-up, step-by-step as you create an efficient easy-to-use and maintain filing system.
- Printed on your CD will be a web page and a password you can use to get access to an online transcript of the CD, full color handouts and several bonus features (listed below). The handouts outline the filing categories and methodology and contain color photos. And the transcript is helpful if you like to read, highlight, and underline, or if you simply prefer to read versus listen.
This system has been put together so it is SUPER SIMPLE to implement, regardless of what your learning style is.
“You will get a complete step-by-step, simple and effective filing method that’s ready to go.”
March 29, 2010
Try our Tax.filer for all your tax organizing needs!
Make tax time a breeze by using these tips to set up a simple and effective filing system. You’ll be able to slip in important papers throughout the year and tackle next year’s taxes with ease.
Create categories: Use standard file folders or large 9×12 envelopes to create categories. You’ll need several for deductions; depending upon your circumstances, they might include charitable donations, medical expenses, child care credits, education expenses, mortgage interest, etc. You’ll also need a folder for income-related papers, such as pay stubs. Create another folder for investments, so you can track taxable interest you’ve earned on savings accounts or investments. Also, create a general tax file to store W-2 or 1099 forms. If you have a home-based business, consult your tax advisor for additional documents to save.
Store them: Either place the folders all together in a section of your filing cabinet using hanging file folders, or purchase a plastic file box or expandable wallet to hold all the folders. Keep it conveniently located in your home.
Collect the papers: Throughout the year, add receipts and documents to the appropriate file folders as soon as you can.
You’re set: When tax time rolls around, pull out all the folders and use them as you prepare your tax documents. Or, take the whole shebang to your accountant’s office. She will be impressed!
Plan ahead: Create new files with the same category names so you’re ready to start collecting the next year’s tax papers.
Thanks to Organized A to Z partner Sara Pedersen for contributing this article! Sara is a professional organizer and career coach at Time to Organize® LLC. She enjoys sharing her passion for organizing not only with her clients, but with prospective and new professional organizers as well. Visit her website at www.time2organize.net.
March 15, 2010
Our Captio TaxCase Organizer is a great way to keep track of important tax information
If you’re like most people, you’ve been procrastinating on getting your taxes done and are feeling the weight of it on your shoulders. If you don’t have any systems in place, the weight is even greater. Here are a couple of tips to make your tax preparation a little more bearable.
Receipts you don’t need to save: If you itemize your medical expenses, you may be trying to keep track of all those pesky prescription drug receipts. An easier way to deal with prescription receipts is to go to your pharmacy and ask for a printout of your 2009 year prescriptions. They can do one of each member of your family and the entire year will be calculated for you. Now you have one less thing to file all year long!
Tracking vehicle mileage: Most people aren’t real motivated to write down their mileage every time they travel for a business or charity event. Here are a couple of other options you may find appealing. I write all my appointments down on my calendar (Lord knows I’d never be able to keep track of them all if I didn’t). At the end of the month, I add up my mileage with the assistance of my calendar and GPS. It takes me about 15-20 minutes to add it up for the month.
Another option for technology lovers is downloading a mileage app like milebug to your phone. Milebug is available for iphones and costs $3.99.
Self purging folders: Most accountants agree that you need to save documentation and receipts for 7 years in case of an audit. Here’s an easy way to stay on top of that. Buy 7 identical poly expanding wallets . Using a label maker, label each one for 7 years. On the eighth year, pull the label off the first file and shred it’s contents. Replace with a new label and paperwork for the current year. Continue the process year after year.
Thanks to Organized A to Z partner Susan Stewart of Perfectly Placed for contributing this article!
March 1, 2010
Tax time is just around the corner, so now is a great time to delve into any organizing projects that involve your office, whether it’s at your place of business or in your home. You’ll save time and eliminate stress if you take the time now to file last year’s papers, organize those receipts, and gather documentation for major purchases or other tax-related items.
If you’re not sure where to start, we suggest taking a few cues from CPO Diane Hatcher, author of Don’t Agonize, Organized Your Office Now! At 80 pages long, her book is a quick read, argeted to busy professionals who don’t have time to read extensive volumes, but want simple, direct solutions to life’s common office, paper, and time issues.
This book is a featured product for January, so you can purchase it from Organized A to Z.com at 10% off!
Learn how to:
- set up workable filing and paper management systems
- make packing for business travel easier
- overcome procrastination and perfectionism
- deal with chronic disorganization issues
- schedule your day more effectively
Since 1998, Diane has operated Time-Savers Professional Organizing Services, Inc. She has assisted hundreds of clients with their organizing issues, enabling them to reach their organizing goals, bringing more happiness into their lives.
Diane has dedicated this book to attorneys, executives, home office entrepreneurs and other busy professionals in her mission to help the world get organized, one person at a time. With her unique “RAFT” paper organizing system, Diane offers hope in this book so you can take back control of your workspace and simplify your life. She is an Organized A to Z partner, and you can visit her website at www.timesaversusa.com
January 19, 2010
Organized A to Z’s new Mail.Sorter will help you keep your desk, table, and countertops clutter free and neatly organized. It’s a simple concept, but without the right tool, it can be hard to properly distribute the mail in your household and keep track of the important bills and paperwork that demand your attention. With this handy solution, you’ll eliminate lost mail and save yourself from digging through piles of papers.
Features of our Mail.Sorter include:
- 4 pre-labeled slots: notice me, respond to me, read me, pay me
- side compartment for magazines, catalogs, or miscellaneous paperwork
- wide format that holds mail of all shapes and sizes
Perfect for your office or at home! Let us know how well this works for you and the systems you use to go along with it – we’ll share your tips on our blog!
January 18, 2010
Contributed by Organized A to Z Partner Heidi DeCoux
This is the 6th year that National Preparedness Month (NPM) is a nationwide effort sponsored by the Ready Campaign, with the support of Coalition Members across the US.
Are you prepared? Here are two simple steps a couple of helpful tips that will make you more prepared in the case of two different types of emergencies. These 2 simple steps don’t take long to do and can save you a ton of time, money and frustration! These steps are especially important to take if you travel.
Emergency #1 – Stolen Wallet
Take a few minutes and make a photocopy of everything in your wallet including the front and back of your credit cards and membership cards. Place the copied pages in a manila envelope and mark the envelope “Contents of Wallet” and date it. Place the envelope in your safe deposit box. Mark your calendar for 3 to 6 months’ from now to update your “Contents of Wallet” envelope. Now, if your wallet is lost or stolen you will now know exactly what you lost and whom you need to contact.
Emergency #2 – Flood, Fire or Break In
The best way to prepare for one of these emergencies is to have a safe that is both water and fireproof. You could opt to keep your items in a safe deposit box at the bank, it’s just a bit less accessible than one that is in your home. Last year there were some flood victims in SE MN who had to work hard to prove they own the property that was destroyed. They lost their mortgage, titles and deeds in the flood. Having your important difficult to replace documents in a safe along with an up to date household inventory (and appraisals or receipts of valuables) can save you quite a bit of time, money and headache if you have a flood, fire or break in.
Take a Household Inventory
Spend a few hours walking around your house with a digital camera and take a photo of all of your belongings. Burn the photos onto a CD or DVD. Make at least three copies. One copy goes in your safe deposit box, one should go to your insurance agent and one to the executor of your Will. If you have appraisals or receipts for any of your valuables, put those in your safe along with your CD or DVD of photos.
Protect Your Family Photos
In the case of a fire or flood you should be focused on getting your family out of the house not your photo albums, however, loosing years and years of precious photos could be devastating. A simple solution is to have your photo’s scanned and put on DVD’s. Keep one set of DVD’s in your safe, give a set to the executor of your Will and you could give some copies to family members, such as your parents, grown children and siblings.
Another Hot Tip:
Put your cell phone on ICE! Add a contact to your cell phone and name it: In Case of Emergency. Then list whom you would want to be contacted in the case you ended up in the hospital. Hospitals are now checking cell phones for emergency contacts.
By implementing these simple home organization and emergency planning tips you could end up saving yourself a lot of time, energy, money and frustration. For more helpful tips visit the Ready Campaigns government website at www.ready.gov/america/index.html.
Heidi DeCoux is the publisher of the Life Made Simple E-zine and is a speaker, author, and professional organizer in Minneapolis specializing in home organization. Heidi energizes her readers’ lives by simplifying their homes and schedules. For more info, free tips, and to receive her FREE report, The Fast & Easy Way to Get Organized and Stay Organized Forever, visit http://www.HeidiDeCoux.com and discover how to find what you want fast, end the frustration of endless searching for things, so you can spend more time having fun!
September 28, 2009
Jakoter Health Tag
When it comes to organizing your ever-lasting accumulation of medical documents do you wonder what should I keep, what can I throw or do I need to shred it? Medical information organizing is essential for being prepared for emergencies, as well as for doctor appointments and keeping track of medications and such.
Jakoter Health Organizers, www.jakoterhealthorganizers.com is the solution to getting all your medical information in one central location. These organizers will keep medical information organized, so when needed the information will be ready and available for all doctor appointments, surgeries, tests and those unexpected emergencies. And when you think about it…having your medical information organized and available for the emergency personnel could save yours or your loved ones life!
Jakoter Health Organizer
As well, they help caregivers and parents alike; keep track of medications, how the medications worked and/or if there was a reaction, appointments of all doctors (when, where, who, why, findings and follow up), bills & receipts, blood work, calendar charts, directions, doctor letters, immunizations, major events, and test results. They also include sections for notes, questions/answers, resources, baby milestones and two blank sections to use for whatever you need.
Jakoter Health Organizers offer Medical Information Organizing in many venues to fit your needs. We offer:
*Personal organizing to help you with your own personal medical information with the help of a Jakoter Health Consultant (JHC).
*Classes offered in small groups with hands-on organizing during a follow-up workshop.
*Webinars for those who prefer to learn virtually on how to organize their information. Also, available are webinars for those who would like to learn how to become a Jakoter Health Consultant or would like to teach others how to become a Jakoter Health Consultant.
Jakoter Medic Tag
*Speaking presentations are given to large groups on several different subjects, such as “The Ease and Power of the Health Tag”. Please contact us for more subjects offered.
*Companies who sell products for retail or online, we have great products for you to add to your line of retail and an opportunity for you to make a great profit.
Employers add a great benefit to your health insurance package by adding health organizing products for your employees. Give them the option to purchase at a discounted price or add the products in as a free benefit. Please contact us for details.
If you interested these products or as a small business owner are looking for something new to offer your clients and you would like more information about Jakoter Health Organizers, please contact me at Delight@jakoter.com or 952-297-2827. I am confident you will be as thrilled about these products as I was the first time I heard about them.
September 23, 2009
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