Represent a Client Overview

Registering a business enables you to manage the access of employees to your client's information. Clients can authorize a business as an authorized representative, and only the employees associated to the business can access client information.

Steps:

• Select “Register your business as a representative”
  • Only individuals recognized by the CRA as persons of authority for the business (owner, partner, director, or officer) are able to register the business with the service.
• Enter your business number (BN)
• Identification information
  • Select the name that you would like to use for this service. This information will be displayed online or in written correspondence to your clients when they authorize your business or an employee of your business.
  • If the name you want to use does not appear on the drop down list, you can add or modify an operating name by calling business enquiries at 1-800-959-5525.
• Confirm registration information
• Business and personal registration are complete
  • Give your BN to clients who want to authorize your business as their representative.
  • A RepID has also been created for your personal use. You can give it to any client who wants to authorize only you as their representative.

Associating employees to a business enables you to manage the access of employees to client information. Clients can authorize a business, and only the employees associated to the business can access client information.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user. Only the options available to a user are displayed.
• Select the business name you wish to manage
• Select “Associate employees” from the “Manage employees' access” tab
• Select Role
  • For a detailed description of the privileges associated to each role, go to Frequently asked questions - How do I use this service?
  • The steps to associate employees to the business are the same, regardless of the role selected.
• Enter employee RepIDs
  • You can also select a date at which time these employees will be disassociated from your business.
• Confirm employees information
• Employees are now associated to your business
  • Your employees are now associated to the business in the role you selected. They can access the information of any client that has authorized them, through the use of their employee RepID, or of the entire business, through the use of the business number.

Assign privileges

In addition to offering different roles for users designed to allow you to manage your employees’ access to client accounts, new privileges also exist that can be assigned to individual employees regardless of their role. The current privileges are:

• View and delete individual clients
  • View and download list of clients for the business
  • Delete Authorization
• View and delete business clients
  • View and download list of clients for the business
  • Authorization request
  • Delete Authorization
• Manage access mail
  • View pre-assessment review and processing review letters that have been electronically delivered to the EFILE registrant

Creating groups enables businesses to better manage their employees' access to client information. Any individual client that has authorized a business can be assigned to a group. Only business owners, senior administrators, and employees associated to a group will be permitted to access the information of individual clients assigned to that group.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user. Only the options available to a user are displayed.
• Select “Business Name” then on following page “Create a group” from the “Business information” tab
• Enter group information
• Confirm group information
• Group is created
  • The group is now created. The business owner or senior administrator can now perform activities such as associate employees and assign individual clients to the group.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user. Only the options available to a user are displayed.
• Select the group you wish to update
• Select “Associate employees to the group” from the “Manage employees access” tab
• Select Role
  • For a detailed description of the privileges associated to each role, go to Frequently asked questions - How do I use this service?
  • The steps to associate employees to the group are the same, regardless of the role selected.
• Enter employee RepIDs
  • You can also select a date at which time these employees will be disassociated from your business.
• Confirm employees information
• Employees are now associated to the group
  • Employees associated to the group will have access to the information of individual clients that are assigned to the group. The employees will still be able to transact on behalf of clients that have authorized the employee specifically through the use of their employee RepID. The employee will still be able to access information of clients that have authorized the business, and have not been assigned to another group.

Assign privileges

In addition to offering different roles for users designed to allow you to manage your employees’ access to client accounts, a privilege also exists that can be assigned to individual employees regardless of their role. The current privilege is:

• Manage access mail
  • View pre-assessment review and processing review letters that have been electronically delivered to the EFILE registrant

Only business owners, senior administrators, and employees associated to a group will be permitted to access the information of clients assigned to that group.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user
• Select the group you wish to manage
• Select “Assign taxpayers” from the “Manage clients” tab
• Enter taxpayer Social Insurance Numbers (SINs) or Business Number (BNs)
• Confirm taxpayer information
• Taxpayers are now assigned to the group

The review and update menu is customized to the role of each user. This option allows the business owner to update the business name and contact information within the Represent a Client service.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user
• Select the Business name you wish to update
• Select “Business registration” from the “Business information” tab
• View and update the registration information
  • Make the necessary changes to your business contact information.
• Confirm business registration information
• Information has been updated

If you work for a business that is or will be registered with the Represent a Client service, you must register yourself with this service before you can transact online for clients of the business.

Steps:

• Select “Register yourself” as a representative
• Enter your information
• Confirm data captured
• Your registration is complete
• Take note of your RepID
  • Before you can access information and services for individuals or businesses your RepID needs to be associated with your employer's business; therefore, give this new RepID to your employer.

An individual who is involved in the tax affairs of individuals and/or businesses (including the business you work for) must register with this service before you can transact online for others. This could include:

• an employee who does payroll /GST/corporate etc. for their employer
• a bookkeeper
• a public trustee
• a lawyer
• a financial planner
• a friend or family member

Steps:

• Select “Register yourself” as a representative
• Create profile
• Enter your information
• Confirm data captured by selecting “I agree”
• Your registration is complete
• Take note of your RepID
  • Give this RepID to any individual or business who will authorize you for online access.

Any representative registered with the Represent a Client service can create a group that will be identified by a unique GroupID from the “Review and update” menu. Any representative associated to the GroupID will have online access to the tax information of taxpayers that have authorized the GroupID.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user.
• Select “Create a group” under the “Manage associations” tab
• Enter group information
• Confirm group information by selecting “I agree”
• GroupID is created
  • The group has been created and assigned a GroupID. Give this GroupID to any individual who will use it to authorize the group for online access. Representatives can now be associated to the group.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user.
• Select the group you will associate representatives to
• Select “Associate representatives” from the “Manage representatives access” tab
• Select role
  • The steps to associate representatives to the group are the same, regardless of the role selected.
• Enter representatives RepIDs
  • You can also select a date when these representatives will be disassociated from your business.
• Confirm representative information
• Representatives are now associated to the group
  • Representatives associated to the group will have access to the information of individual taxpayers that have authorized the group by using the GroupID.

Assign privileges

In addition to offering different roles for users designed to allow you to manage representatives’ access to client accounts, new privileges also exist that can be assigned to representatives regardless of their role. The current privileges are:

• View and delete individual clients
  • View and download list of clients for the business
  • Delete Authorization
• View and delete business clients
  • View and download list of clients for the business
  • Delete Authorization
• Add business authorizations
  • Submit an authorization request on behalf of a business
• Manage access mail
  • View pre-assessment review and processing review letters that have been electronically delivered to the EFILE registrant

This functionality will allow you to remove a representative or yourself from a group.

Steps:

• Select “Review and Update”
  • The review and update menu is customized to the role of each user. Only the options available to a user are displayed.
• Select “Representatives lists” from the “Manage representatives access” tab
• Select the list you wish to update or search for the representative by name
• Select the RepID of the representative you wish to remove
• Select “Remove from group”
• Confirm removal from group
  • You or the representative is now removed from the group. You or the representative will no longer be able to access information and services online for this group.
  • However, you or the representative removed will be able to continue to access information and services online for clients who have authorized your or his/her RepID.

Information relating to your registration with the service, the clients that have authorized you and other maintenance features are all available from the “Review and update” link.

• Select “Review and Update”
  • The review and update menu is customized to the role of each user. Only the options applicable to the user are displayed.
• Features available from the “Review and update” link:
  • The View and update my registration information link from the “RepID information” tab allows you to review and update your personal contact information.
  • The Taxpayers who have authorized this RepID link from the “Manage Clients” tab allows you to view your list of individual clients, request a download frequency of your client list, download a copy of your client list and obtain detailed authorization information.
  • The Businesses that have authorized this RepID link from the “Manage Clients” tab allows you to view your list of business clients, request a download frequency of your client list, download a copy of your client list and obtain detailed authorization information.
  • The Transactions performed on individual accounts (SIN) link from the “Manage Clients” tab allows you to view a list of the transactions you have performed for your individual clients.
  • The Transactions performed on business accounts (BN) link from the “Manage Clients” tab allows you to view a list of the transactions you have performed for your business clients.
  • The Cancel my RepID link from the “RepID Information” tab allows you to cancel your RepId if you no longer wish to use the Represent a client service.

Representatives can use online services to submit an authorization request. This service is located in the “Manage clients” tab in the “Review and Update” menu.

Steps:

• Enter your authorization request information
• Print the certification page for your business client’s signature
• Submit the signed document via the “Submit documents” service, also within Represent a Client

Steps:

• From the Represent a Client main menu, Enter your client's social insurance number (SIN) in the appropriate field
• View account information
• You can view information on tax returns, benefit payments, pension plans, and other financial information, including statement balances, and make certain types of changes. Everything you need to know is at your fingertips. If you want to access information and services for another individual or return to the Represent a Client main menu, you can use the links on the left side bar.
• The information is customized to each user, only the options available to a user are displayed.

Steps:

• From the Represent a Client main menu, enter your client's business number (BN) in the appropriate field
• View account information
  • You can view information on your client's GST/HST, payroll, corporation, and other financial information, including statement balances, and make certain types of changes. Everything you need to know is at your fingertips. If you want to access information and services for another business or return to the Represent a Client main menu, you can use the links on the left side bar.
  • The information is customized to each user, only the options available to a user are displayed.

Representatives can delete the authorizations of their individual and business clients. The feature is available in the “Manage clients” tab of the “Review and update” menu.

The “Submit documents” service allows you to electronically send documents to CRA on behalf of either your individual or business clients. “Submit documents” can be accessed directly through Represent a Client and allows you to submit documents on behalf of multiple clients without leaving the “Submit documents” service. The service can only be used to submit documents in response to requests from the CRA to submit supporting documentation and you will be provided with a reference number to use.

Registered electronic filers can receive pre-assessment and processing review letters, relating to T1 returns, online.

Authorization is granted when:

• The taxpayer completes Part D of Form T183, Information Return for Electronic Filing of an Individual's Income Tax and Benefit Return, and
• The registered electronic filer submits the return using the preparer contact code

To register, select “Manage online mail” under the “RepID Information”, “Business Information”, or “GroupID Information” tab as applicable in the “Review and update” menu:

• Registration for online mail is limited to business owners and senior administrators

To view the letters, select “Access mail” from the left hand side bar

• Available to business owners, senior administrators, and other representatives with the Manage access mail privilege

Only letters received electronically are available for viewing online in Represent a Client.

The “List of notices issued” services allows you to view notices of assessment (NOA) and notices of reassessment (NOR) issued to your clients as a result of a tax return being filed or amended. The list will show notices issued in the last 365 days. “List of notices issued” can be accessed directly through the Represent a Client service.