Most tax preparers complete returns for multiple clients. When using My DOR you can have all your clients’ accounts listed under one user ID, allowing you to see all your accounts at once. You can sort your list by Name, Account ID, or Period. This is a simpler and safer option then creating different user IDs and passwords for each client because you only need to remember and safeguard one user ID and password. Also, it is not recommended that you share your user ID with your clients or co-workers.
How to add an account to your list of businesses
If your client has already set up My DOR for his business, ask him or her to add you as a user using your user ID and e-mail address. That account will then show up under your user ID with your other clients. When your client adds you as a user, he can choose to give you preparer and/or payer status. For more about this, see “The difference between administrator and account manager” below.
To add a client to your list of businesses, log in to My DOR. From the options under the menu I Want To, choose Add Access to a Licensing or Tax Account. You will need the Account ID (UBI/tax registration number) and Letter ID for each account you would like to add. You will be an administrator on this account.
How to remove an account from your list of businesses
Log in to My DOR, go to Settings, select the Administrator link, then choose Cancel my access to Account.
Often business owners want to review the return before it is submitted to the Department. Also, a client may want access to returns that were previously filed electronically. If this situation applies to you, the easiest thing to do is to add your client as a user to My DOR.
To add your client to My DOR, log in to My DOR and choose Add or Remove Other Users from the options in the I Want To menu. Next, select the Add User link and follow the prompts. Be sure to have your clients SAW user ID and email address.
If your client does not have a User ID, they will need to create one.
The difference between administrator and account manager status and how it applies to tax preparers
- Administrator - Full access to manage customer information and accounts, and assign Account Managers to handle tasks. Because Administrators have full access to accounts, only business owners or governing people should be Administrators. Registered agents, accountants, and other third parties should be set up as Account Managers.
- Account Managers - limited access to accounts online based on permissions given by the Administrator. For example, registered agents, accountants, or employees can file a Business License Application, make payments, or update account information. Account Managers can’t manage the access rights of other users.
How should my status be set up?
Your business needs will determine what status you and your clients should have in My DOR. However, there must be at least one administrator on every account.
We recommend that your client be set up as the administrator on the account, and you be set up as Account Manager with either the payer and/or preparer roles. This allows you to fill out the return and submit payment (if you have payer status) or allows your client to submit the return and payment (if you have preparer status). This set-up also allows your client to remove you from their business account if they should ever switch to a new tax preparer, saving you the inconvenience of making this request yourself.
Removing a user from a business account
You can only remove a user from a business account if you are an administrator on that account. To remove a user from a business account, log in to My DOR, choose Add or Remove Other Users from the list of options in the I Want To menu, select the logon from Logon list, then click Cancel Access.
Your relationship with your client will determine which payment option will work best. The following section deals with payment options and how tax preparers can submit, or have their client submit, payment.
When the return is complete, choose the ACH debit option. Enter the bank’s Routing Number in the applicable field. An additional field with the Bank Name will appear. Enter the Bank Account Number in the applicable field. Confirm the Bank Account Number by re-entering it in the applicable field. Select yes to the question “Save this bank account for future use?” (Selecting No is considered an E-check). Create a custom name to easily identify the bank account, if desired. Once submitted, the Bank Account information is now saved to your profile and can be used on future returns.
When the return is complete, choose the ACH credit option and submit the completed return. You would then contact your client to inform him or her of the amount due. The client then contacts his or her bank and instructs the bank to transfer the funds to the Department. It is your client’s responsibility to make sure funds are deposited with the Department on time. The client’s bank may or may not charge a fee for this service.
If your client has provided you with his or her bank account number and routing information, select the E-check payment method when submitting the return and follow the prompts.
If your client chooses not to give you their banking information, then contact your client and inform him or her that the return is ready to be submitted and paid. The client can then log in to My DOR (with their User ID and password), choose the return, go to the Select Payment Type page and choose ACH Debit/E-Check as their payment method. Your client will be required to enter his or her bank account number and routing information to make a one-time payment. Each time this payment method is used in My DOR, your client must enter their bank account and routing transit number, or your client can choose to save the bank account for future use. The transaction is free and only gives the Department permission to withdraw the amount that is authorized.
If your client has provided you with his or her credit card number, select the credit card payment method when submitting the return.
If your client chooses not to give you that information, notify your client that the return has been completed. Your client can then log in to My DOR using his or her User ID and password, select the period, go to the Select Payment Type page and choose credit card as the method of payment before submitting the return. Once this option has been chosen, your client will be directed to an outside vendor’s web site to make a one-time payment. The outside vender charges a 2.5% third party convenience fee for each transaction.