Terry O’Neill, Taxpayer Services Specialist Using eFile & Pay Business Taxes September 11, 2019 Terry O’Neill, Taxpayer Services Specialist

Agenda Using eFile & Pay Updating Account Information Adding More Users Passwords & Web User IDs Self-Service Account Access

Using eFile & Pay for Business Taxes Business Entity Responsible Party Financially Responsible for Business Sub User(s) Employee or Third Party Admin User Applies for tax permit Receives letter with BEN Sets up admin user for eFile & Pay Account Manager Sets up sub users Can unlock sub users Others who can use the system Assigned specific access and functions So let's start at the beginning and define a few terms. When a business applies for a tax permit, the person who submits the application is the Responsible Party. This is the person who is financially responsible for the business. It could be the owner or an officer. It usually depends on the structure of the business. Is it a corporation? Is it a sole proprietorship? Every account in eFile & Pay has at least one responsible party. When a tax permit application is approved, IDR sends a letter that includes what we call a Business eFile Number - or BEN. The Responsible Party can then set up the business profile in the eFile & Pay account and set up users who will use the system to file and pay your business taxes. The Responsible Party can also give this information to a 3rd party (like an accounting or CPA firm, or ADP or Paychex.) Responsible party (business owner) doesn’t have to be the person who does the work in eFile and Pay, but the responsible party is the person who identifies the people that will do the work. There are two kinds of Users. The Admin User is the account manager. This could be an employee, like a bookkeeper, business manager, accountant, or a third party who manages this for the business. We will show you how to set up sub users a little later in the presentation. Let’s talk about how to update account information to make sure we have appropriate types of users and what each user does in the eFile & Pay system.

You can enter eFile & Pay by visiting tax. iowa You can enter eFile & Pay by visiting tax.iowa.gov and clicking on the menu option on the left side of the page, or the icon that is in the header.

After entering eFile & Pay, you should see a screen requesting your BEN to login.

Logging In

Updating Account Information So how do you update account information so people can access the system? First of all, has the responsible party changed?

Changing Responsible Party Visit the Business Permit Registration page by selecting I Need To… Change or Cancel a Permit If the responsible party/officer(s) of your business or corporation have changed since your eFile & Pay account was set up, you need to complete an Iowa Business Tax Change form. Be sure to update the eFile & Pay profile and set up an Admin User to manage your work in eFile & Pay. ON the homepage of the Department of Revenue web page, find Business Permit Registration. After clicking on that, choose the Change a Permit option.

Changing Responsible Party And select Change a Permit If the responsible party/officer(s) of your business or corporation have changed since your eFile & Pay account was set up, you need to complete an Iowa Business Tax Change form. Be sure to update the eFile & Pay profile and set up an Admin User to manage your work in eFile & Pay. ON the homepage of the Department of Revenue web page, find Business Permit Registration. After clicking on that, choose the Change a Permit option.

Two Ways to Update Update Online: Paper Form: You can file a business change form online or by paper. Filing online: If filing by paper make sure to complete the top identifying section of the form and review all sections to see if any other changes besides the responsible party need to be made. You can update responsible parties in section 5. You can add appropriate officers and deactivate any officers that are no longer affiliated with your entity. The appropriate new responsible party will then sign under section 9. The form must be signed by an active owner, a partner, or a corporate officer. Once you’ve completed the form, it should be faxed to taxpayer services. It is also possible that the Responsible Parties have not changed, but the Admin User may be using an old username and password and is not able to get into the eFile & Pay system. Next we will show you what to do if you need to set up an Admin User or unlock an account. To resolve this issue, you will need to update the Admin User information in eFile & Pay. Let’s step through how to do that next.

eFile & Pay Access It is also possible that the Responsible Parties have not changed, but the Admin User may be using an old username and password and is not able to get into the eFile & Pay system. Let’s go over what to do if you need to set up an Admin User or unlock an account. To resolve this issue, you will need to update the Admin User information in eFile & Pay. Find the tax forms index on the homepage of tax.iowa.gov.

Select Applications and Other from the form menu Then find the eFile & Pay Password Reset Request Form

This form needs to be filled out by the Responsible Party or a person who has a Power of Attorney to conduct business on the company’s behalf. Fax this form to the Department of Revenue at 515-242-6487, just like the form to update the Responsible Parties. You can also submit this form by e-mail. You can fax both forms at the same time if you need to update the Responsible Parties and change the password for the Admin User, or unlock the Admin User, at the same time.

Keeping your Account Current Make sure to keep the contact name on the account up to date The eFile contact person(s) is the only authorized individual that Department employees can work with to discuss or troubleshoot eFile & Pay issues. You can list more than one contact Example: John Doe or Jane Smith Update any time you have a staffing change

Web User IDs

Web User ID Rules At least 6 characters Can be upper & lower case letters Number(s) Special Characters either underscore “_” or “@”

Adding a Sub User Only the Administrative User has the ability to add, edit, or assign sub user rights for a sub user. Once an Administrative User logs in with a User ID and Password, you will see this screen. To add or edit a sub user, please click on the Add/Edit Users link.

From the main menu you will see any registered sub users listed here From the main menu you will see any registered sub users listed here. To add a sub user click on the Add User button.

Next you will see this page Next you will see this page. It has user information at the top and access rights on the bottom. Let's look at the top part first…

Enter the appropriate sub user contact information. The Web User ID cannot be changed once it is assigned. We recommend you enter a position title instead of a person’s name. Decide on an initial password for each user before you begin. Be sure the Status field is marked Active to enable this sub user account.

Next, you’ll need to decide on the level of access that the user will need in the system. Here are the options.

Assign access rights for your sub user by using the drop down arrows next to each tax type. In this example, we have a third party tax preparer that files our withholding tax and end of the year reports. We have given them access to Withholding, W-2 Wage Statements, and 1099 Information Returns only by using the drop down arrows and selecting the appropriate access level. We also selected the third party preparer does not have access to any other tax types. You can change these access levels at a later time if you decide the user needs more or less access in the eFile & Pay system. Click Continue when you’re done

You will receive this message when the sub user has been successfully added.  

If you need to update an existing sub user, Select Add/Edit Users from the Main Menu

Click either the User ID or User Name link of the user you wish to edit.

The user profile will open in edit mode The user profile will open in edit mode. Make any changes you need to make and then click Continue on the bottom of the page, just like you did when creating the user.

Passwords

Password Rules Update Every 100 days At least 8 characters Can use upper or lower case Must contain at least One letter (case sensitive) One number One special character: @, #, %, ^, &, ?, !, +, = Allows only two repeating characters or numbers Yes, it is true, passwords need to be changed every 100 days due to the security requirements of our software vendor. Passwords cannot be reused for one year. They must be at least 8 characters, they don’t have to contain upper or lower case letters.

Password Change Screen A 'Change Password' screen will automatically populate upon signing in when it is time for your password to change. Your screen will have a line that says Current Password - enter your existing password there. Enter your new password in the New Password and Confirm New Password fields and then click continue. A way to make updating your passwords easier is to just update the number in your password. For example, if your password is Password#1, the next time you update your password you can use Password#2. You can’t use any passwords you’ve already used within the last year.

Forgot Your Password? If you forget your password, click on the forgot password link on the Login screen

Enter your User ID and click Continue

You will add “hint” questions when you update your password. If you forget your password, you will be asked to answer your “hint” questions. If you or the Admin User cannot answer these questions, you will have to call Taxpayer Services at 515-281-3114 to reset the password. If a Sub User cannot answer these questions, contact the Admin User to reset the password.

Once the hint question have been answered, users will see the Change Password screen and can create a new password following the password rules: at least eight characters must contain at least 1 letter, 1 number, and 1 special character (only @ # $ % ^ & ? ! + = characters will be accepted) Cannot have more than two repeating characters Letters are case sensitive

Self-Service Account Access

Admin User Forgets Web ID If the Admin User forgets how to access the system, click this link on the Login Screen. If Sub Users forget their User ID, the Admin User will need to reset it.

1. The Admin User will be prompted to enter a permit number that correlates to the Business eFile Number. 2. Next select the tax type of the permit you just entered. 3. Lastly enter the same email address for your Web User ID or Profile. This recovery email will go to the email entered here. Click Continue.

Your Web User ID has been sent to the email address Your Web User ID has been sent to the email address. You should receive it shortly. You will see this screen, and receive an email containing your user ID. Enter the information from the email on the screen

Additional Information

General Reminders Don’t share your password Identify your Sub Users Each user should have a unique account and login credentials. Identify your Sub Users Decide who needs to file returns and remit payments on behalf of your business Power of Attorney This must be on file with IDR to grant permission for anyone else to contact IDR regarding your business taxes Power of attorney: That means your employees, your CPA, your attorney, anyone.

Finding the POA Here is where to find the Power of Attorney form on our website. Go to tax.iowa.gov Click on Iowa Tax Forms Index

Then Click on Applications and Other forms Then Click on Applications and Other forms. The next web page includes a link to the IDR Power of Attorney form

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Purpose of this Presentation This presentation is intended for general educational purposes only. Anyone involved in an audit or protest must contact the Department representative they are working with on that issue.

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