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Welcome to our step-by-step guide to align your firm with our recommended recommendations to make your experience with Returns easy and effortless.
Our most successful customers will tell you this.
Streamline the process
There are 2 approaches to processing returns in Returns:
  • Administrators Only (Recommended): The ERO/Signer of the return should perform their final review in the tax application or from a PDF file prior to being uploaded to Returns. Only Administrators will process and deliver returns.
    • Returns are designed to automate tax return assembly and delivery. The QA/QC process is well defined and easily learned. Administrators adopt and embrace it quickly as it lets them deliver tax returns in 3-4 minutes.
  • Administrators and Partners: Administrators process the return then send it to the ERO/Signer/Partner for review. The Partner will either deliver to the taxpayer or route back to the Administrator with approval to deliver. This creates inefficiencies as 2 people are essentially performing the same task. This goes against Lean Six Sigma process improvement principles and is not recommended.
Send a templated email to taxpayers
We recommend you send a templated email to the taxpayer before you deliver the tax return from Returns. You might consider having 2 different email templates, one for the 1040s and one for entity returns. The content of the email should include the following:
  • We are using a new program called Returns to deliver tax returns electronically. You should have received an email from noreply@safesendreturns.com. If you haven’t, check your Spam or Junk folder and add it to your safe sender's list.
  • The email will contain a link that is safe to select. You will need to provide the last 4 digits of your SSN and enter an access code that will be sent to you in a separate email or text after verification.
  • You will gain access to your tax return where you can:
    • Download, review, print.
    • Electronically sign your e-file authorization forms, or print, manually sign and return to us as usual (1040 template).
    • The IRS requires us to ask some personal questions to verify your identity. This is expected for the 1040 template.
    • Electronically distribute your K-1 to your Partners/Shareholders (entity template).
    • Print, sign and return your e-file authorization forms (entity template).
    • Check if you owe taxes, are receiving any refunds, and check your estimated tax payments.
Use for all qualified taxpayers
Our most successful customers are sending 75% - 85% of their tax returns through Returns. This is where you will get the highest return on investment. Take the position that every tax return will be delivered through Returns unless they fall into one of the following categories:
  • Taxpayers who won’t qualify for Knowledge-Based Authentication (KBA). These taxpayers can sign the return manually using Returns:
    • Children.
    • Taxpayers living outside the U.S..
    • Taxpayers who recently moved to the U.S..
    • Taxpayers who recently married and changed their name.
  • Extension packages.
Send manually filed returns in paper or as an attachment
For returns that need to be manually filed, there are 2 approaches that have proven successful:
  • Electronic: Upload the manually filed returns as separate PDFs in the
    Attachments
     section and provide instructions in addition to the
    Message From Preparer
     instructions.
  • Paper: Mail them a paper copy of the manually filed returns and provide them with instructions.
Personal preferences are problems
When delivering paper-based tax returns, many firms and/or partners have developed personal preferences in how the tax return is assembled and delivered. Personal preferences in a paper process don’t transition well to an electronic process. Try to accept the Client Copy of the tax return as it comes out of your tax application. Lean Six Sigma studies prove that taxpayers usually don’t view things the way you think they do. For example, they don’t have an ERO signature preference (wet signature or signature stamp).
Policy decisions
This section is only necessary for new customers who haven’t yet configured their accounts. Prior to your initial training for Account Setup, have your Returns Champions discuss and determine how your firm will handle the following items.
ERO signatures
  • What is your current policy for ERO signatures on Form 8879?
    • Have you considered using the SSR signature stamps? If so, have you considered signer delegation (that is, other people can be granted permission to place my signature stamp)?
    • It is recommended that you use signature stamps in your tax application or in Returns, not both. If both are enabled, the signatures will stack and look odd.
E-signatures on form 8879
  • Knowledge-Based Authentication: Required by the IRS and we recommend keeping it enabled.
  • Entity: E-signatures are accepted for entity returns. The IRS has extended its temporary policy on accepting certain e-file forms indefinitely.
Delivery permissions
  • Who can deliver the returns?
    • Allow any User to deliver returns (recommended), or
    • Restrict delivery to the Partner and System Admin roles (not recommended).
Voucher reminders
  • Do you want Taxpayers to receive an email notification before their payments are due?
  • If so, how many days before the due date do you want them to receive the reminder?
1040 authentication
  • Use the first or last 4 of the SSN?
PDF download options
  • Transmittals: Include it with the tax return or create a separate PDF?
  • Payment Vouchers: Separate by due date or group in a single PDF?
Invoices and payments
  • Will you send invoices with the returns?
  • If yes, what is the source-tax application (ex. QuickBooks)?
  • Will you offer online payment of invoices?
    • If yes, do you have an existing PayPal account or another URL?
Default messages
  • Consider default messages to taxpayers based on return type or use case scenario.
Delivered returns report
  • Do you want a custom field in the Delivered Returns Report?
  • If so, what are the Field Name and the related possible values/statuses?
What all users must know
It is very important that all users read and understand this section of this guide to prevent unnecessary customer support tickets and user frustration.
Return types
  • If a user submits a non-supported return type, it will show an error, or non-supported status and you will receive an email stating that.
E-signing form 8879
1040
  • The IRS requires the taxpayer and spouse to authenticate with Knowledge-Based Authentication separately.
  • They’ll be asked 3-5 personal questions that are obtained from their credit report and other public databases.
  • LexisNexis generates the questions.
1041, 1065, 1120, 1120S
  • The IRS currently doesn’t generally permit the use of E-Signatures on the 8879s for these return types.
    note
    • E-signatures are available for entity returns. The IRS has extended its temporary policy on accepting certain e-file forms indefinitely.
    • Your firm can decide whether or not to turn on e-signing on entity returns.
PDF requirements
  • Needs to be the Client Copy of the return. Don’t submit the Accountant or Governmental copy.
  • Don’t Modify the PDF files in any way.
  • Don’t delete pages or bookmarks.
  • Don’t add pages or bookmarks.
  • Don’t password-protect the PDF file or add a digital signature that might restrict access to the file.
We don’t recommend e-signing in the following situations
  • Taxpayers or spouses that won’t qualify for KBA.
  • Children.
  • Those living outside the U.S..
  • Those who moved to the U.S..
  • Someone recently married and changed their name.
  • Extension packages.
Electronic K-1 distribution
  • Available and part of the system for 1041, 1065, and 1120S returns.
Payment vouchers
  • Payment vouchers can't be edited after delivery.
  • Estimated vouchers can be edited after delivery by using our
    Upload Estimates
     feature.
Payment processing
  • Returns don't process any payments. We provide a link for your clients to make their payments to the correct tax authority.
Automatic withdrawal payments
  • For payments that are scheduled for automatic withdrawal, you will need to add those to the Vouchers tab manually if your tax application doesn’t also print the voucher with the return.
  • If your tax application doesn’t print the voucher with the return, manually add any required online payments to the Vouchers tab.
Taxpayer preview
  • Turn on pop-ups in your preferred browser to use the
    Taxpayer Preview
    . If you select the
    Taxpayer Preview
     button and nothing happens, it's being blocked.
Print settings
It is very important that all users read and understand the print settings for the tax application.
Additional resources
note
  • If this is the 1st time a client is using Returns, send your firm's agreed-upon templated email as discussed in the Send a Templated Email to Taxpayers section of this article.
  • Follow the normal steps at the end of the preparation process that might include changing the status to Complete, exporting for e-filing, and printing the PDF copies to your firm's standard document storage location.

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