1. Partnering With Us
Yes, we accept a limited number of new clients each year. Our focus is on building long-term, personal, and professional relationships, making us an excellent fit for those seeking a dedicated and tailored approach to their needs.
To schedule an appointment, start by completing our contact form, emailing us, or calling our office for an initial discovery call. During this call, we will determine if we are the right fit for your needs, share a letter of engagement, and provide details about our fees. After the discovery call, you will need to upload or send in the required documents. Once we receive the documents, we require five business days to review them before scheduling your appointment. Appointments can be booked online through the Schedule an Appointment icon on our homepage or by contacting our office.
By reviewing this information, we can ensure accuracy and set the foundation for a successful and comprehensive tax strategy moving forward. This helps us check for naming conventions, tax identification numbers, consistency, errors, or missed credits and deductions. Additionally, these documents allow us to identify any operating losses, investment losses, or credit carryovers that may impact your current return. The previous year’s tax returns also provide the adjusted gross income necessary for electronically filing your taxes.
Ciampi Tax expects clients to come prepared with their goals, questions, and challenges so we can provide tailored solutions. To ensure a smooth process, we ask clients to familiarize themselves with our onboarding process by reading the Getting Started page and gathering all necessary documentation in advance. By working together, we simplify record-keeping, audits, and tax-related matters to help you achieve your financial objectives effectively.
Simply send your previous accountant a letter informing them of your decision to switch to Ciampi Tax, and request all documents needed. We do not contact your previous accountant on your behalf. In most cases, your previous accountant is required to provide standard handover information and is not allowed to charge for this service. We will work closely with you to ensure the transition is smooth and hassle-free.
Ciampi Tax offers both online and in-person meeting options to suit your needs. You can schedule in-person appointments or choose remote options such as conference calls or Zoom meetings. Additionally, our secure online portal makes it easy to share documents and collaborate virtually, ensuring a smooth and convenient experience no matter how you prefer to meet.
2. Tax Preparation and Filing
Some frequent issues include:
- Claiming a dependent (such as a child or parent) who has already filed their own return.
- Failing to file tax returns for dependent children, resulting in missed federal or state refunds.
- Not including all sources of income, such as:
- W-2 forms
- Bank interest and stock dividends
- Freelance income or small business earnings (e.g., through eBay, PayPal, or Venmo)
- Omitting Health Savings Account (HSA) distributions.
- Forgetting to provide the Access Health Insurance Form (1095-A) for Affordable Care Act coverage.
Federal and state estimated tax payments are necessary if you expect to owe taxes of $1,000 or more when filing your return. These payments help you avoid underpayment penalties by prepaying your taxes on income not subject to withholding, such as self-employment income, rental income, or investment gains.
Ciampi Tax provides a variety of checklists and worksheets for both individuals and businesses These are designed to help streamline the preparation of your returns and ensure all relevant financial data is organized and accounted for.
Our checklists guide you in gathering all the necessary documentation for the processing of your tax return.
Our Excel Income and Expense worksheets help you track income and expenses for a rental property or or your small business venture.
You receive a paper refund check instead of direct deposit caused by:
- A bank account number that has been changed or closed
- Incorrect bank account information (wrong bank name)
- Incomplete bank account information (missing account numbers or transposed account numbers)
- Insufficient funds in your account for a tax payment, prompting a letter from the taxing agency.
- Funds not being withdrawn as scheduled, leading to follow-up correspondence from the taxing authority.
Quarterly estimated tax payments are generally due on the following dates:
- 1st Quarter: April 15
- 2nd Quarter: June 15
- 3rd Quarter: September 15
- 4th Quarter: January 15 of the following year
If the due date falls on a weekend or holiday, the payment is due the next business day.
If you forget to make a payment, it’s important to act quickly. Submit the missed payment as soon as possible to reduce penalties and interest. If the next payment date is near, you can make two payments at once to catch up. Paying late is better than not paying at all, as it minimizes penalties and helps you stay on track for future payments.
Upon completion of processing your tax return, you will need to sign IRS Form 8879, your Letter of Engagement, and have your invoice paid in full, prior to our firm e-filing your return.
You will be able to sign all necessary forms virtually, at an in-person appointment, or when you pick up your final tax folder.
We offer three options. In each instance, you will receive a phone call or email that your documents have been received.
1. Drop-Off
There is a locked drop box located to the left of our main entrance in the back of the building. Drop off your documents in a sealed envelope. You do not need to call ahead to drop off your documents. Our staff checks the locked drop box every ½ hour during the hours of:
Monday – Friday from 8:00 am – 5:00 pm
Saturday – Sunday from 9:00 am – 3:00 pm
2. US Mail
Mail your documents to us via regular or express mail to:
Ciampi Tax and Financial Services, LLC
2278 Waterbury Road
Cheshire, CT 06410
3. Secure Portal
Please email associate@ciampitax.com or call us to obtain an email invitation to set up a profile with a username and password to access the secure portal. Please keep your username and password in a safe place for future reference as we do not have access to that information.
3. Business Specific
When starting a business, it’s essential to address key financial, legal, and tax-related considerations. We can assist in
many aspects of getting a new business set up including:
Determining your business structure: Decide whether your business will operate as a sole proprietorship, partnership, LLC, S-corporation, or C-corporation.
Choosing a tax year: Select a calendar or fiscal year for tax reporting purposes.
Establishing your entity in your state: Register your business and comply with state-specific requirements.
Applying for an Employer Identification Number (EIN): Obtain an EIN from the IRS for tax filings and payroll.
Deciding on employees or subcontractors: Determine whether you will hire employees, work with subcontractors, or both, and comply with related tax obligations.
Assessing sales and use tax requirements: Identify whether your business is responsible for collecting and remitting sales and use taxes.
Understanding your business taxes: Determine the types of taxes your business is subject to, such as income, payroll, or excise taxes.
Freelancers and small business owners can take advantage of various tax deductions to lower their taxable income. Key deductions include:
- Home Office Deduction: If you use part of your home exclusively for business, you can deduct a portion of your rent or mortgage, utilities, property taxes, and mortgage interest based on the square footage of your home office.
- Office Equipment and Supplies: Expenses for computers, furniture, office supplies, and other necessary equipment used for business purposes can be deducted.
- Business Travel Expenses: Costs related to business travel, such as transportation, lodging, and meals, may qualify as deductions.
- Other Business Expenses: This includes professional services, advertising, software subscriptions, and any other costs directly related to operating your business.
Proper documentation and receipts are essential to substantiate these deductions, so keep accurate records throughout the year. Consulting a tax professional can also help ensure you maximize your deductions while staying compliant with tax regulations.
Ciampi Tax offers tailored consultations to meet the specific needs of your business. After you schedule a discovery call or submit a contact form, our business team will follow up with you to review your information and gather additional details, such as:
- Your industry and business entity type.
- The status of your current tax filings.
- Specific services you need, with an opportunity to uncover further requirements.
During the consultation, we’ll outline what services we can provide, set clear expectations, and discuss what’s needed, including letters of engagement and any upfront fees. For more detailed inquiries, we can provide a Proposal for Services that breaks down the services and an estimate of fees.
For more information, please refer to the businesses page on our website, which includes a complete list of offerings and descriptions. Our goal is to provide clarity and guidance tailored to your business needs.
4. Post-Filing and Audit Support
There are various ways to pay the IRS or state what you owe after your tax return has been prepared:
- Online: Pay the IRS or state directly online through your choice of payment options they offer.
- Bank Withdrawal: Set up a withdrawal from a bank account you provide us at the time of your tax appointment.
- Mail-in Voucher: Mail a check or money order to the IRS or state with the printed voucher that indicates the amount you owe.
There are various ways to pay estimated taxes to the IRS or state:
- Online: Pay the IRS or state directly online through your choice of payment options they offer.
- Mail-in Voucher (1040-ES): Mail a check or money order to the IRS or state with the printed voucher that indicates the amount you owe.
By staying on top of your estimated payments, you can avoid accruing substantial penalties and interest.
The timing of your refund depends on how you filed your return:
- Paper Return: Refunds are typically issued within 8 to 12 weeks.
- E-File: Refunds are generally issued within 2 to 3 weeks.
Please note these are estimated timeframes, which can be impacted or delayed by IRS or state processing issues. All federal or state refund timeframes are outside of our insight, control or influence.
Refunds by the direct deposit option (rather than paper check) is typically the quickest way to receive your refund.
To check the status of your refund, please use the following resources:
- IRS/Where’s My Refund Where’s My Refund? | Internal Revenue Service
- State of Connecticut/Where’s My Refund Status of Refund
Please avoid calling our office to inquire about your refund status, as these online tools provide the most up-to-date information. We do not have any additional insight than the above resources provide.
If your family is already on a payment plan with a tax agency and you owe additional money, the plan will typically default. This may cancel your agreement, requiring you to renegotiate the terms or establish a new plan. Acting quickly is crucial to minimize penalties and interest and ensure compliance with the agency’s requirements.
If you receive a letter from a taxing agency, don’t panic. Carefully review the letter to understand what it is asking for, and then call or email us a copy. Our team will help you determine the next steps, provide guidance, and address the issue effectively. Whether it’s managing a payment plan or responding to agency communications, we’re here to assist.
Yes, Ciampi Tax provides representation for audits or other situations in dealing with the IRS or state taxing agency. We work directly with federal and state agents to resolve any issues that arise. Most cases are settled at this level without the need for tax court. If the issue in question pertains to a period when you were not our client, additional fees may apply due to the added time needed to investigate the issue. We also assist with sales tax audits if we prepare your monthly sales tax returns.
To assist in this area, we require the following:
- A copy of the tax agency letter.
- All tax related documentation for the year in question.
- A signed Power of Attorney (authorizing us to represent you).
- Supporting documents relevant to the tax matter.
With this information, our team will work toward the best possible resolution.
A tax extension must be filed on or before the original tax filing deadline. You can request an extension ahead of time if you know you will not make the original filing deadline.
If you are a current client and you directly by the original filing deadline, Ciampi Tax will automatically file an extension on your behalf as a courtesy. This ensures you have the extra time needed to complete your return without penalties for late filing.
A tax extension gives you additional time to file your tax return, extending the deadline to:
- September 15 – for Partnerships and multi-member LLCs (originally March 15)
- October 15 – for Individuals, Sole Proprietors and Single Member LLCs (originally April 15)
However, an extension does not allow you to delay payment of any taxes owed. Any unpaid taxes after the original filing deadline will incur penalties and interest. To avoid these charges, you must pay your estimated taxes by the original due date, even if you request an extension to file.
5. Security, Fees, and Policies
At Ciampi Tax, safeguarding your personal data is a core value. Our policies exceed legal and professional obligations, incorporating advanced technology to ensure the security, privacy, and confidentiality of all client information.
Identity theft is a serious threat, and protecting your information extends beyond our efforts. Once your tax records, financial statements, or other documents with personal information are no longer needed, you should dispose of them securely by shredding them, rather than discarding them in the trash. Taking these precautions helps prevent unauthorized access to your sensitive information.
Ciampi Tax provides a copy of your tax return at the time of filing. If you need an additional or electronic copy, you can request one by emailing associate@ciampitax.com. There is a fee of $75 per copy per tax year requested.
This fee covers the time and effort required to retrieve and securely release confidential information, ensuring your data is handled with the utmost care and security.
The length of time you should retain records depends on the type of document and the transactions involved. Here are some general guidelines:
- Tax Returns: Keep tax returns for at least 3 years (the general rule). However, the IRS can go back 6 years if you omit more than 25% of your income. If fraud is proven, there is no time limit.
- Real Estate Records: Retain documents that establish the basis of your property until at least 3 years after selling or disposing of the property.
- Securities Sales (e.g., stocks or mutual funds): Keep records until 3 years after the sale.
- Business Payroll Records: Maintain payroll tax records (W-4 forms, payroll returns, tax deposits) for at least 4 years after the due date for employees to file their income tax returns.
- Worker Health Coverage Forms: Retain these for at least 3 years after the filing deadline.
- Assets and Depreciation Records: Keep documents related to asset costs and depreciation schedules for as long as you own the assets, and for several years after disposing of them—often decades.
Proper record retention ensures you have the necessary documentation to resolve tax questions or support audits if needed.
You will be billed upon completion of services. Payment is due upon the receipt of the invoice and prompt attention is appreciated.
Ciampi Tax offers multiple payment options for your convenience:
- Debit or Credit Card Payments: Pay securely through our encrypted online payment platform or in person. For in-person payments, you will receive a paper receipt from our credit card reader. Online users who provide an email address during the payment process will receive a confirmation email.
- Personal Checks: Make checks payable to Ciampi Tax and Financial Services LLC. Checks can be dropped off in our locked drop box or mailed to our office. Your canceled check will serve as your receipt.
Please note that we do not accept cash application payments (e.g., Venmo, Cash App). Full payment is required prior to tax return package pickup or mailing.
