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This article applies to:

  • Product: safesend
  • Subject: Extensions
  • Audiences: Staff

Process an extension

Process and deliver an extension package to a client by uploading the package, verifying client and return information, managing extension pages, configuring delivery options, and completing the workflow.
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To deliver an extension package to a client, it needs to be processed. Follow these steps to prepare an extension package.
Upload
note
  • The extension package must contain a federal extension form for SafeSend to recognize it. If it doesn't, the return will upload with a status of
    ERROR
     and can't be processed.
  • For UltraTax extension packages, ensure the page size is 8.5x11. Using other page sizes may cause recognition issues.
  1. Select
    Send Extensions
    .
  2. Select the corresponding tax application button.
  3. Drag the
    Client Copy
     to
    Drag files here
     or select
    click to upload
    .
  4. View the
    Upload Progress
     bar; it turns green when the upload is complete.
  5. Verify
    Client ID
     or enter a
    Client ID
    .
  6. Select
    Submit
    .
Process
Newly uploaded extensions appear in the
Extensions In-Process
 dashboard. The extension moves from an
UPLOADED
 status to a
READY
 status.
  1. Locate the extension you want to open.
  2. Select the purple
    rocket ship
     icon in the
    Action
     menu to open the extension.
Client info
The
Client Info
 tab displays the 1st page of the federal extension and client information. You can add the client's email address (required) and mobile number (optional) here. SafeSend automatically fills in all other information, or it is not required for delivery.
note
When processing an extension, you begin in the
Client Info
 tab, but you can select any tab in the bar to go directly to that part of the workflow.
Client details and return information:
  1. Select the page name in
    Client Details
     to view the federal application for extension.
    note
    SafeSend pulls client information from this page.
  2. Select the
    Return Information
     header to expand it.
  3. Edit the
    Client ID
     field.
  4. Select the dropdown to edit the
    ERO / Signer
     assigned to the return.
  5. You can't edit
    Engagement Type
    ; SafeSend automatically recognizes this information.
  6. You can't edit
    Tax Year
    ; SafeSend automatically recognizes this information.
  7. You can change the
    Office Location
     if additional options exist for your user profile.
  8. Select
    Married Filing Joint
     to add/remove a spouse from the return (1040 returns only).
Company (Entity Extensions Only)
  1. Enter the company name in the
    Name
     field.
  2. Edit the
    EIN
     field.
  3. Add or edit a mobile number in the
    Mobile
     field.
  4. Add or edit the email address for the return recipient (required) in the
    Email
     field.
Taxpayer/Spouse (1040 Extensions Only)
The Taxpayer and Spouse information panels are identical. One contains the taxpayer's information and the other contains the spouse's information.
Enter or edit the following information for the taxpayer or spouse:
  1. Name
  2. SSN
  3. Address
  4. City
  5. State
  6. Zip
  7. Select the
    DOB
     field to edit it, or leave it blank so the taxpayer can enter their date of birth.
  8. Enter or edit a mobile number in the
    Mobile
     field.
  9. Enter or edit the email address for the return recipient (required) in the
    Email
     field.
  10. Mark the
    Deceased
     checkbox to mark the spouse or taxpayer as deceased.
Group
The group tab displays all pages included in the extension and can be used to move, delete, and restore pages.
Move individual pages:
  1. Select a section in the left panel to locate the pages you want to move.
  2. Mark the checkbox in the corner of the pages.
  3. Select
    Move To
    .
  4. Select the section.
Move groups of pages:
  1. Select a section in the left panel to locate the pages you want to move.
  2. Select
    Select All
    .
  3. Select
    Move To
    .
  4. Select the section.
Restore pages:
  1. Go to the
    Deleted
     section in the left panel.
  2. Use
    Select All
     or select specific pages.
  3. Select
    Move To
    .
  4. Select the section.
Transmittals
The
Transmittals
 tab displays all transmittal letters and filing instructions included in the extension, as well as all vouchers due. SafeSend displays transmittals in the center so you can compare them to the amounts due listed in the left panel.
  1. Select a
    Transmittal
     bookmark to display that page of the PDF.
  2. Select the
    Add Multiple Vouchers
     button to add vouchers.
  3. Select the
    Taxing Authority
     for a voucher to open the editing panel.
  4. Select an
    ERO
     stamp to apply to the return.
  5. Drag and drop an
    ERO stamp
     onto the selected page.
Filing form
The
Filing Form
 tab displays all forms in the extension packet. Select the
Edit
 icon for a form to edit it. You can also preview the forms and add signature controls or payment information. When editing, a window appears to ask for more information about that form.
Signature forms:
  1. Select
    Yes
     for the signature question. Additional fields appear.
  2. Select the taxing authority from the dropdown.
  3. Enter the form name.
  4. Select
    Update
    .
  5. Review the preview of the form and add signature controls where needed.
  6. Select
    Next
     to move to the next section.
note
Be sure to change the signature dropdown from the taxpayer to the spouse if both signatures are needed. This lets you place signature controls specific to each person.
Vouchers:
  1. Select
    Yes
     next to the voucher question. Additional fields will appear.
  2. Fill out the necessary fields:
      • Select the taxing authority from the dropdown.
      • Select the payment type.
      • Enter/verify the due date.
      • Enter an amount.
      • Enter the form name.
      • Select a watermark to be applied.
      • Enter the payment URL.
  3. Select
    Update
    .
  4. Select
    Next
     to move to the next section.
note
If both a signature and a payment are required on the same form, select
Yes
 for the signature question and voucher question. Fill out the additional fields as needed.
Additional E-Sign documents
Select
Additional E-Sign Documents
 to add e-file forms, engagement letters, or other documents manually that requiring signing but were not included in the original extension PDF.
  1. Select the
    Add Document
     button.
  2. Drag the
    Paper File PDF
     to
    Drag files here
     or select
    click to upload
    .
  3. the
    Upload Progress
     bar; it turns green when the upload is complete.
  4. Select a document type from the
    Document Type
     dropdown.
  5. Select
    Submit
    .
note
Be sure to change the signature dropdown from the taxpayer to the spouse if both signatures are needed. This lets you place signature controls specific to each person.
After upload, additional editing options appear:
  1. Select the
    Modify Added Document
     button to edit the document type.
  2. Select a
    Document Type
     from the dropdown.
  3. Select
    Save
     to save any edits made.
  4. Add signature blocks by dragging and dropping them onto the page.
Delivery options
The
Delivery Options
 tab is where you specify firm contacts, messages, notifications, and reminders. SafeSend fills in default values for these fields based on company and personal user settings.
Taxpayer Dashboard:
  1. Select the
    Taxpayer Preview
     button to view the return as the taxpayer.
    note
    A new tab opens; you must turn on pop-ups for this function.
  2. Select the
    Contact Person
     dropdown to choose who will be listed as the firm contact for the taxpayer.
  3. Select the
    Message from Preparer
     dropdown to apply a pre-made template.
  4. Select
    New
     to create a new
    Message from Preparer
    .
  5. Select
    Edit
     to edit the existing
    Message from Preparer
     (an administrator must go to
    Settings
    Saved Messages
    turn on this setting).
Custom column: <Column Name>:
  1. Select the
    Column Value
     dropdown to change the default column value for the return.
Email notifications:
This section lets you choose delivery and notification options.
  1. Use the
    Deliver First to
     radio buttons to select whether the extension is delivered to the
    Taxpayer
     or
    Spouse
     first. This option only appears for 1040 Married Filing Jointly (MFJ) extensions.
    note
    This option only appears for 1040 Married Filing Jointly (MFJ) extensions.
  2. Select the name that appears on email notifications the client receives in the
    Sender Name
     dropdown.
  3. Select which user receives signing event notifications from the
    Notify About Signing Events
     dropdown.
  4. Select which user receives voucher payment activity notifications from the
    Notify About Payment Events
     dropdown.
Reminders:
  1. Select the
    Send Voucher Reminders before
     dropdown to choose a reminder delivery timeframe for the taxpayer.
  2. Select the
    Voucher Reminder
     switch to turn reminders on or off.
  3. Select the
    Send Signing Reminder after
     dropdown to select a reminder delivery timeframe for the taxpayer.
  4. Select the
    Signing Reminder
     switch to turn reminders on or off.
Modify retention period:
This section lets you modify how long SafeSend stores an extension (if firm settings allow).
  1. Select a date range from
    Please select the retention period for the document.
  2. Mark the
    Attest Client
     checkbox to mark the extension as an attest client.
Signature options:
  1. Do one of the following:
    1. Select the
      E-sign
       radio button to set the extension to be e-signed by the taxpayer.
    2. Select
      Manually Sign and Return
       to set the return to be manually signed by the taxpayer.
    3. Select
      Review Extension
       to set the return to review only (the taxpayer won’t be prompted to sign).
  2. Mark the
    Allow signer delegation
     checkbox to turn on delegation for the extension (if firm settings allow).
Mailing address:
In this section, you can set the address and fax number your clients see when they go through the process of signing manually. To manage these addresses, go to
Account Management
Office Location
settings.
  1. Select the address from the dropdown.
Finish processing
After selecting
Finish
, a pop-up appears that lets you choose how to complete the processing workflow. You may choose from the following options:
Send for Review
Select another user in the firm to review the extension packet. SafeSend sends them an email notification to review.
  1. Select the reviewer in your firm from the dropdown.
  2. Select
    Send
    .
Send to ERO/Signer
Send the extension package to the ERO contact. SafeSend sends them an email notification to review.
note
  • You can't change the ERO/Signer in the
    Finish
     pop-up. Go back to the
    Client Info
     tab to change the designated ERO/Signer.
  • If you are the designated ERO/Signer, this tab won’t appear.
  1. Verify that the ERO/Signer is correct.
  2. Select
    Send
    .
Approve for Delivery
Specify who approved the extension packet in the firm. This updates the status of the extension to
Approved for Delivery
.
  1. Select an approver in your firm from the dropdown.
  2. Select
    Approve
    .
Deliver to Client/Company
Triggers the initial notification to your client that their extension is ready for review and e-signing. Selecting this delivery method moves the extension out of the
Send Extensions
 dashboard and into the
Extensions Report
.
  1. Confirm that you are sending it to the company, the taxpayer, or their spouse.
  2. Verify company or taxpayer information.
  3. Select
    Send
     to deliver the extension.
Download PDF
Download PDF files of the extension packet. Selecting this delivery method will move the extension out of the
Send Extensions
 list and into the
Extensions Report
.
  1. Choose one of the following options:
    • Download Multiple PDF files (one for each document grouping)
       This option produces multiple PDF files, one for each group in the extension packet.
    • Download Single PDF file
       This option produces 1 PDF file with all groups included. You can change the order of the groups here and save it as your default grouping for future downloads.
  2. the notification checkbox if you want SafeSend Extensions to email you when the files are available for download.
  3. Select
    Prepare PDF File(s) for Printing
    .

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