Forum for New Interpreters — Archive
Question: With tax season approaching, I'm concerned that I am gathering appropriate records and taking advantage of tax deductions. I am a new Interpreter and will be meeting for the first time with a CPA. Thanks!
Answer:
Two things come to mind immediately:
1) Find the appropriate accountant. Interview him/her and make sure they are familiar with your specific situation (since interpreting is probably going to be new to them). Explain in detail what you do and how/where you run your business.
2) Keep records! Log mileage and keep receipts on EVERYTHING associated with your business. Your CPA can guide you in this area.
Below are some guidelines accountants have shared with us. This is not meant to be Tax advice, but to use as a guideline to initiate conversation with a licensed CPA that can advise you as to your specific situation. Research and don't be afraid to ask questions! Good Luck!
Keep in mind the following:
1. Some taxes are deductible:
a. State, local and foreign income tax
b. Real estate taxes
c. Personal property taxes
2. Interest and Points:
a. Mortgage interest on principal residence
b. Points paid on purchase of principle residence
c. Interest on home equity loan
d. Student loan interest
3. Charitable Contributions:
a. Cash contributions
b. Non-Cash contributions-you can deduct fair market value of property you've donated including admission to a charity ball, banquet, theatrical performance or sporting event. (Keep proof of donations)
c. Pro-bono work- you can often deduct mileage to and from venue
4. Business Use of Home
a. Business portion of real estate taxes
b. Rent
c. Utilities
d. Insurance
e. Depreciation
f. Maintenance & Repairs
g. Phone/Internet/Cable
5. Business Use of car
a. Mileage
i. Standard mileage method-
Multiply the actual business miles you have driven your car in the tax year by the standard miles allowance (for 2009 it's 55 cents per mile).
ii. Actual expense method
First, you divide the amount of business miles driven in the tax year by the total miles driven in the same period (you do that to determine the business portion of the car use). Then, you multiply that portion by the expenses actually paid to the operate the car (include gas, oil, repairs, tires, insurance, registration fees, licenses, and depreciation (or lease payments).
Question: With the economy so slow and so many new Interpreters in my area, how do I keep myself marketable and my calendar full?
Answer:
It's great that you are being proactive and thinking about ways to make yourself stand out! First, are you certified or pre-certified? By pre-certified, meaning you have taken the written portion of the certification exam and are actively working towards certification? When agencies are looking at Interpreters to fill assignments, the first thing they should be looking at is where you are professionally. If you are not certified yet, show that you are on track towards certification.
Secondly, keep them aware of your availability. It is very easy, with many Interpreters to choose from, to lose track of someone if they are not making themselves visible to the agency. Send in your availability a minimum of every two weeks, once a week is preferred. Do not call and rattle off a list of dates/times you are available as no one is going to have the time to write this down for each interpreter. Put it in an easy to read email and send it regularly.
Third, take stock of your professional practices and behaviors-be honest with yourself! Do you present yourself as a professional in the field? Are you dressing professionally, do you draw professional lines and not gossip about others (consumers or colleagues)? Are you a supportive team and advocate for your consumer and coworkers? Are you someone that others want to work with? If you're not sure about your own self assessment, ask someone else in the field that you trust.
Are your rates reasonable? Do not make the mistake of raising your rates to try and cover for those empty hours on your calendar. Keeping your rates reasonable and being willing to compromise on travel will make you much more appealing to the companies you are contracting through, especially during this tough economic climate.
Last, but not least, call the agencies and ask them directly what it will take for you to obtain additional assignments? In this economy, a shrinking violet will be just that, shrinking into the background. Be proactive, be honest with yourself and be willing to make the changes needed to fill your schedule! Good Luck!!
Question: I'm a new Interpreter in the field (less than 2 years) and I'm contemplating going to the National RID Conference in August, however I feel hard pressed to justify the cost. I don't need CEUs yet because I'm not certified. Can you tell me the pros/cons of going?
Answer: Definitely you should go! There are several reasons;
1) Training, training, training! You'll gain invaluable experience with the top educators in the field! This is a one-stop venue for a variety of learning opportunities. Check out the entire agenda/schedule/instructors at: www.rid.org and click on 2009 RID National Conference.
2) You said you don't need CEUs, however you can obtain ACETs. ACET means: Associate Continuing Education Tracking. For an additional $15/year (for Associate Members), you will have access to your transcript online of all educational events you have attended. This is a must have for your portfolio, for job advances or as proof of your commitment to the profession of Interpreting.
3) Networking! There is no other place where you will be able to network with other Interpreters the way you can at an RID National Conference! Along with Interpreters, you gain access to potential employers, the latest breaking news in our field and the latest technology.
Your concern of course is the cost. However, by registering early, you can receive a discount. You may also want to consider sharing a hotel room (which is generally the largest portion of your expense). Empire Interpreting Service has a list of Interpreters willing to share a room. Just email us at infor@empireinterpreting.com and we'll connect with you a potential Interpreter to room with (and possibly car pool with!). It also helps to plan ahead for food. Bringing boxed/dry food and bottled beverages to your room will help alleviate the cost of eating out 3x/day.
Lastly, keep in mind that education is always an investment in your future. It adds value to who you are as a professional Interpreter. The RID National Conference is a way to refresh, rejuvenate and come back to work motivated and inspired with new resources to be a more dynamic and effective Interpreter!
Hope to see you there!
Question: As a new Interpreter working as a subcontractor, I need advice regarding scheduling protocol. I'm having nightmares that I may 'miss an assignment'!! Any suggestions on software, calendars, or other organizational tips and tricks?
Answer: Missing an assignment is always the biggest fear of any Interpreter working in private practice. There are several ways Interpreters keep schedules and have backup systems. Below are a few that work best for our Interpreters:
1-Print out all confirmations as you receive them and immediately place them in a binder. Create a way to identify that they are moved from the binder into your permanent calendar (a check on the top right corner, etc). Double check once a week to ensure all assignments have been entered accurately. Binders can serve many purposes; a back up for your calendar, a system in which to bill and a system in which you can check off each assignment as it is confirmed, entered into your calendar, completed and then paid. At that point you may want to transfer the completed sheets into a 'Paid Binder" for tax purposes. At the end of the year, your binder total should equal the total of all 1090s.
2-On line calendars. Web-based calendars are very safe if hosted by reputable services such as GMail, Yahoo, or Ask.Com. These are free and can be accessed from any computer, PC or Mac. The problem with online calendars is that you need to have access to the internet at all times in order to access your information. These may be good backups, but beware; if they are your only calendar, print them out daily or have a cell phone and/or pda that has satellite internet capabilities for those times you are on the road and away from wifi service.
3-Cell phone calendars and/or pda's. These are great for downloading your online calendars and taking them with you to assignments. Make sure they allow for all notes attached to also be downloaded along with the appointment date/time. Don't neglect to password protect any electronic device in which you enter your appointments in case they are stolen or in an office where others may access your computer.
4-'Good old fashioned pen and paper assignment books' - I actually don't recommend them for many reasons. (Although I know some Interpreters will never give them up!). My main reason for not liking pen and paper assignment books is that they can be dropped, forgotten or easily accessed by others (with no way to 'password protect). If you really love this mode of keeping your calendar, make sure it's always protected by placing in a briefcase of some kind that can be locked.
5-Other tips:
a-Never accept assignments while driving, assuming you can 'put it in your book later' - this is a sure way to eventually forget an appointment - and damage your reputation
b-Remember to leave enough time to drive from one assignment to the other, consider weather, traffic patterns and the possibility of a job going over
c-Invest in a GPS, it's tax deductible and can save you when you're on the road. Many models with also give you an ETA to help in your travel planning
d-Never hesitate to call the agency and ask for your appointments. We would rather have you call than miss an assignment. We're always here to support you!
Question: As a new Interpreter, I realize I'm to use discretion when accepting assignments. But how do I know when Im ready fo things like medical, mental health or legal?
Answer: Great question from someone entering the field! Let's start with legal; you should never accept a legal assignment without certification, years of experience and legal training. There are guidelines at the RID website (www.rid.org), along with listings of workshops/training offered for Interpreters wishing to enter the arena of legal interpreting. There is also a special certification for people wanting to specialize in legal interpreting.
Medical is not so straight forward. Many facilities now request that Interpreters working with their patients are certified. However, that is not always possible, and pre-certified Interpreters are used often in those settings. Minimally, you should have a good understanding of the environment in which you will be entering, the terminology and have the emotional maturity to work on medical assignments.
These can range from middle of the night ER visits to routine Dr visits, to surgeries. All bring with them their own challenges. People are often distraught, confused and/or in pain. You need to maneuver effectively and maintain composure throughout. To prepare for such a working environment, I would suggest a class in medical terminology, workshops and observing a colleague before accepting such work. Speak openly with the agencies you work through to help give you honest feedback and resources to help prepare you for such venues.
Mental health is yet another area that requires special training and experience. Again, workshops and instruction in terminology are essential. At Empire we have access to mental health professionals that are willing to speak with interpreters about the processes of therapy, what they are trying to elicit from clients and your role working as part of the team. Observation in mental health is rare, however at times can be arranged. Again, look for training in that area, seek out Interpreters experienced in the field and glean knowledge from them.
Keep in mind both medical and mental health assignments can quickly become legal. The best case scenario is to become certified first, then look for specific training in the specialty that interests you. Kudos for showing discretion when accepting assignments and not being pressured into work you feel unprepared for.
Question: What should I do if a (hearing) consumer approaches me about contracting for work direct instead of going through the agency that booked me?
Answer: Sooner or later you will encounter someone that tries to circumvent the agency you are representing and hire you direct. Most agencies will ask you to sign a contract promising that you will not accept work directly from anyone on a job site they send you to. This is of course to protect the agency; they have devoted endless amounts of monies, contacts, reputation, advertising, staff, etc. into securing contracts and cannot afford to lose the income each assignment produces. You may even be in breech of contract if you did accept work direct on a job site.
The second part (and most important for you) is that you could severely tarnish your reputation in the interpreting field. If agencies feel you cannot be trusted and you are engaging in unethical behaviors, the calls could stop coming.
I would simply explain to the person approaching you "I am sorry, I am here through 'XYZ Agency' and unable to be hired direct. However, if you would like to request me personally, please feel free to do so when you call to rebook other work." Keep in mind they may not realize that they do have an avenue to have you be their Interpreter of choice.
Question: I just entered the field of community interpreting and would love help with the following question. When I interpret and I cannot think of the sign right away, or at all, it frustrates me because I cannot remember it. How can I remember signs when I do not use some as often as others?
Answer: A great way to expand your vocabulary and review signs is to keep a notepad with you and write down new vocab as you learn it (either through your team on an assignment or from your consumer). Review the list on a regular basis to keep the signs fresh in your mind and try to incorporate the sign (as appropriate) in a variety of settings. This will help you to recall the signs in different situations.
If you are trying to recall technical signs, or signs specific to a particular situation, ie; medical, having dictionaries in your professional library of resources is always very helpful. Prepping for these assignments by reviewing these signs and using your dictionaries is also a great help. Keep in mind that even experienced Interpreters continually have an expanding vocabulary. As we enter differing environments, we all continue to learn and need to prep for our assignments!
Great question! Thanks for asking!