Use the "Preparer Setup" dialog to set up new preparers or edit existing preparers. Preparer records highlighted in red indicate that information needed for e-filing is missing.

If there are no existing preparers, the top part of the window displays only the Admin preparer.


Note

Until other preparers are created and security assigned, Admin is the only user with access.




Adding and Editing Preparers


To set up or edit preparers:

    1. Click Add to create a new preparer, or select an existing preparer and click Edit Preparer.
    2. The fields for the "Preparer Setup" dialog are now enabled. 
    3. Fill out the preparer's information as completely as possible. The Login Name field is the only required field. Leaving out pertinent information limits the software's ability to fill out 1040 and state returns correctly. Fields required for successful e-filing are labeled using red text.
      1. General Information:
        • Preparer name – Enter the preparer's name. (required)
        • Email – Enter preparer's email. (optional)
        • Self-Employed – Select this field if the preparer is self-employed.  (optional)
        • Social Security Number – Enter the SSN of the preparer. (optional)
        • PTIN (Preparer Tax Identification Number) – This number is assigned to the preparer by the IRS. It replaces the preparer's SSN on the 1040. (required for e-filing)



Important: A MESSAGE FROM THE IRS: UPDATE FOR PAID TAX RETURN PREPARERS All paid tax return preparers must obtain or renew their Preparer Tax Identification Number (PTIN) annually. The PTIN renewal period begins in mid-October, and all PTINs expire on December 31. Make your appointment today. Learn more about PTIN renewal and new CE requirements at irs.gov/for-tax-pros.



        • Office number – If the company has multiple offices, enter the office number where the preparer works. (optional)
        • Hourly rate – Enter the preparer's hourly rate. (optional)
        • Firm – Select the firm with which this preparer is associated. (optional)
      1. Login Information:
        • Username – Enter the preparer's login name. (required for e-filing)
        • Password – Click Reset Password to reset the preparer's password. The preparer will establish a new password on their next login. (optional)
        • Enable Multi-Factor Authentication (MFA) - Check to activate MFA. Uncheck to deactivate MFA.
      1. State Registration Numbers – You can now enter state preparer registration information for California, Maryland, New York, Oregon, and Virginia. Click Registration and follow the on screen instructions.
      2. Return Signature Options – To reduce the amount of required paperwork, the IRS allows certain electronic signatures on specific forms.  In order to allow a preparer to sign these forms electronically, enter a 5-digit PIN in the PIN Signature field. Select the appropriate options listed below the box.
        • 8879 PIN Signature – Selecting this option activates the 8879 PIN signature.
        • Alternative Electronic Signature – Selecting this option automatically fills in any field available for electronic signature with the preparer's PIN.


Important: The preparer PIN can only be edited when the logged-in preparer is the preparer being edited, the Admin, or a member of an administrative security group.



      1. Republic Bank Information:  The Republic Bank Identification Number (RBIN) is given to an ERO when they complete the bank's online Compliance training. It is assigned by the bank and required in each preparer's setup in order to e-file Republic Bank products.
      2. Power of Attorney Information – Complete the applicable fields in this section to fill form 2848 with static information about the preparer automatically.
        • Preparer Designation – Select the designation under which the preparer has authorization to practice before the IRS.
        • CAF Number – Enter the preparer’s Central Authorization File Number assigned to the preparer by the IRS.
        • Lic/Enrollment – Enter the preparer's licensing/enrollment information.
        • Jurisdiction – Enter the jurisdiction in which the preparer has authorization to practice before the IRS. If the preparer is an IRS Enrolled Agent, enter the preparer's Enrolled Agent number here.
      1. W-7 Acceptance Agent
        • Acceptance agent – is an individual, business or organization (college, financial institution, accounting firm, etc.) authorized by IRS to assist individuals in obtaining ITINs. Certifying Acceptance Agents review applicants' documentation, complete a certificate of accuracy, and forward the certificate and application to the IRS for processing.
        • Agent title – If the preparer is a W-7 Acceptance Agent, provide agent's title in this field.
      1. Preferred Language – A selection here overrides the global selection made at Setup > Options > Data Entry tab, Language Options section. The default is Use System Default, other valid values are Spanish and English.
      2. Security Options:
        • Custom Security allows customizing of a preparer's access.  Allowing any combination of access rights needed for positions within the office.
        • Admin or administrative group members may set the following security access:
          • Custom Security – Allows an administrator to set custom security settings by a specific preparer, or when creating Group Security.
          • Set Security to Allow No Options – Allows no access to the application, this is used to remove rights from an individual preparer. If no security is selected, the application defaults to this setting and the preparer is displayed with a security of NONE.
          • Set Security to Allow All Options – Allows all but administrative access to the application.
          • Set Security to Existing Preparer – Allows the exact copy of an existing preparer to be assigned.
          • Set Security to Group – Allows the preparer to be added to an existing group. See Group Security for more information.
          • Front Office (Scheduling Only) – Allows access to the Scheduler within the tax software. The assigned users of the group is able to view, assign, edit, and remove appointments and limited access to the Report Manager. The front office staff is able to request and view schedule related reports only.
          • Administrator (Full ADMIN Rights) – Allows access to every part of the application, setup, and configuration just as if they were the ADMIN of the application.