Preparer Setup fields and preparer security must be completed before a preparer can prepare and e-file returns. All preparers, data entry personnel, and front office workers who use the Scheduler — anyone who needs access to Drake Tax — must be entered in Preparer Setup. Each time a name is added to Preparer Setup, a number is assigned to that name. Preparer records highlighted in red indicate that information needed for e-filing is missing.


Note

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



Adding and Editing Preparers


Information entered determines what preparer information appears on the tax returns. To add a new preparer in Drake Tax:

  1. From the Home window menu bar, select Setup > Preparer(s).
  2. Click Add to activate the Preparer Setup window.
  3. Enter relevant information about the preparer into the General Information section. Any punctuation (periods, commas, apostrophes, etc.) included with the Preparer name appears whenever the preparer’s name is printed, including on letters and bills generated with the return.
  4. (if e-filing returns) Complete all fields indicated by red text, such as Preparer name, PTIN, and Username. When the preparer logs in for the first time, they see the Password Setup window and must complete the Password Setup and Security Question windows before being allowed access to Drake Tax.
  5. Mark the Disable Multi-Factor Authentication (MFA) check box if you do not want to require MFA for the preparer. 
  6. (optional) Mark the Disable preparer box to lock the preparer out of the program. Clear the box to allow access.
  7. (if applicable) Click the Registration button to enter the preparer’s state registration ID (California, Maryland, New York, Oregon, and Virginia only). Click OK to save.
  8. Indicate Return Signature Options.
    • PIN signature — Enter a 5-digit PIN Signature
    • 8879 PIN Signature — Select to activate the 8879 PIN signature. This box must be marked in order for the preparer to e-file returns.
    • Alternative Electronic Signature — Select to automatically fill any field requiring an electronic signature with the preparer’s name. Do not select this option if you are planning to use the e-signature rubberstamp feature.
  1. (if applicable) Enter the firm’s Republic Bank Identification number (RBIN).
  2. Enter Power of Attorney Information (necessary to generate Form 2848, Power of Attorney and Declaration of Representative).
    • Preparer designation — Select the designation under which the preparer is authorized to practice before the IRS.
    • CAF Number — Enter the preparer’s Centralized Authorization File (CAF) number assigned by the IRS.
    • Lic./Enrollment — (if applicable) Enter a bar, license, certification, registration, or enrollment number.
    • Jurisdiction — Enter the jurisdiction in which the preparer is authorized to practice before the IRS. If the preparer is an IRS Enrolled Agent (EA), enter the EA number here.
  1. (if applicable) Enter W-7 Acceptance Agent information for the preparer.
  2. Select a Preferred Language. A selection here overrides the global selection made in the Setup > Options > Data Entry tab > Language Options section. The default setting is English.


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.

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.