Most tax preparers complete returns for multiple clients. When using My Account you can have all your clients’ accounts listed under one login ID, allowing you to see all your accounts at once. You can sort your list by account name, registration number, or frequency. This is a simpler and safer option then creating different login IDs and passwords for each client because you only need to remember and safeguard one login ID and password. Also, it is not recommended that you share your login 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 Account for his business, ask him or her to add you as a user using your login ID and e-mail address. That account will then show up under your login ID with your other clients. When your client adds you as a user, he can choose to give you administrator, preparer or payer status. For more about this, see “The difference between administrator, payer and preparer status” below.
To add a client to your list of businesses, log in to My Account. From the left menu under Manage business account, choose Add a business. You will need the UBI/Tax Registration Number and PAC code 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
If you set up the account and are the only administrator on the account, you will need to contact the Department to remove the client from your list. Normally, we ask that you to send us a secure message or fax or mail us the request in writing. Or, your previous client can call us and, with proper verification, we can remove their account from your client list.
If your client added you as a user, then ask the client to remove you. Your client will need to log in to My Account, go to Manage business account on the left menu, then select Add/edit user permissions and click Remove next to your login ID.
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 Account.
To add your client to My Account, log in to My Account and choose the client’s account from your list of businesses. Next, from the left menu under Manage business account, choose Add/edit user permissions. If your client already has a login ID and password, add that information to the account.
If your client does not have a login ID, you can create one for them by taking the following steps:
- Choose their account from your list of businesses.
- Select Manage business account from the left menu, and then choose Add/edit user permissions.
- Below the Add button is a statement that says, "If the user has never used Online Services and does not have a Logon ID, Click Here." Click on Click Here.
- Select the user permission. See below for the difference between administrator, payer, and preparer.
The difference between administrator, payer, and preparer user status and how it applies to tax preparers
- Administrator – Can add and delete other users, change other user’s permissions, update business information, pay outstanding liabilities, and fill out, submit and pay the tax return.
- Payer – Can fill out, submit and pay the tax return.
- Preparer – Can fill out the return, but cannot submit or pay it.
How should my status be set up?
Your business needs will determine what status you and your clients should have in My Account. 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 either the payer or preparer. 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 Account and choose the account from your list of businesses. Under Manage business account in the left menu, choose Add/edit user permissions. Find their user ID and click Remove.
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.
Electronic Funds Transfer (EFT)
To use the Electronic Funds Transfer options (EFT debit or credit), an EFT authorization must be completed. If your client is a user on their account, your client can fill out this authorization independent of you. Once the form is completed, the option your client chose (EFT debit or credit) will be available as a payment method when you submit the return. Your client’s banking information is not visible to you and you do not have access to it.
When the return is complete, choose the EFT debit option and submit the completed return. This instructs the Department to pull the funds from the client’s bank account no later than the payment due date.
When the return is complete, choose the EFT 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 Account (with their login ID and password), choose the return, go to the summary and payment page (using E-file’s left navigation) and choose 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 E-file, your client must enter their bank account and routing transit number. 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 Account using his or her login ID and password, select the return, go to the summary and payment 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.