GUIDELINES 2020
Guidelines 2020
All Premier Tax and Bookkeeping Pty Ltd (PTB) Bookkeepers, Tax Consultants and independent contractors must follow the instructions outlined below during their employment and when providing any referral service for PTB.
Although not employees, and as such not subject to the same directions from PTB, independent contractors are required to follow and adhere to these Guidelines to protect the goodwill and integrity of PTB and to ensure consistency and PTB compliance with the law.
myGovID and Relationship Authorisation Manager (RAM) Setup:
myGovID and Relationship Authorisation Manager (RAM) is required for you to access the Australian Tax Office (ATO) Online services for agents (OSA). The myGovID is the Australian Government’s digital identity credential that enables you to prove who you are online. Please note the myGovID is different to your myGov account.
There are two types of digital identity strength you can create depending on your Australian identity availability. These are:
- Standard – where you have set up your myGovID with at least two of the following Australian identity documents: Australian Driver’s licence, Medicare card, Australian Birth certificate or Australian Passport)
- Basic – where you have set up your myGovID with one or no Australian identity documents (to be used where you are unable to achieve Standard identity strength).
Creating Standard Identity
- Create your myGovID by click here ( Step1 to 3)
- Send the exact name you have used to create your myGovID to us at admin@taxbook.com.au in the format below
- First name
- Last name
- Email address
- On receipt of your email PTB will create an authorisation in PTB RAM and you will receive RAM standard key authorisation by email within two business days.
- On receipt of your authorisation email please accept the standard key invitation. You will then be able to access the ATO Online services for agents by clicking here
Creating Basic Identity
- Create your myGovID by click here ( Step1 to 2)
- Send the exact name you have used to create your myGovID to us at admin@taxbook.com.au in the format below
- First name
- Last name
- Email address
- On receipt of this email PTB will create an authorisation in PTB RAM and you will receive following two emails
- Authorisation Request – follow steps 1-3 in the email
- Proof of Identity (POI) Requirements - Once you have accepted your authorisation in RAM as above contact ATO on 1300 287 539 to complete the proof of identity requirements (Before calling to the ATO please refer to the basic identity requirements by clicking here)
- On completion of the proof of identity requirements with the ATO you will receive an “Proof of Identity (POI) outcome” email from ATO. Please forward this email to admin@taxbook.com.au and you will be activated in the OSA within two business days. Once activated you are able to access OSA by clicking here
Access ATO Online services for agents (OSA)
- Once you have setup your myGovID and RAM Access you will be able to access the OSA with restrictions (i.e. you cannot lodge returns with the ATO). Please read carefully the login instructions by clicking on OSA.
Client Allocation
- All clients from the PTB marketing campaigns and existing PTB clients will be allocated based on employees, or independent contractors’, location and/or client preferences.
- You can prepare BAS and/or Tax Returns for family, friends and socials contacts regardless of their location. However, every client is (including family, friends and social contacts is required to complete an online booking by clicking here and where required indicate your name as their preferred consultant. Then client will be allocated to you with one business day. Please do not commence work until you have received the client allocation email from PTB.
Adding Client in Xero Practice Manager (XPM) and Online services for agents (OSA)
- Once you have received the client allocation email add the client in XPM. Please ensure you have selected the following from the drop-down menu in the Client General Details section.
- Your name as Manager
- Premier Tax and Bookkeeping as Partner
- Your client will be added into the OSA as a PTB client by Administrative staff for you to access your allocated client information from the OSA.
Access to XPM and the Online services for agents is provided to you under the following conditions:
- You are only permitted to use XPM and the OSA access for your allocated clients
- You are not permitted to access any other client’s details using XPM or the OSA
- If a PTB user report shows that you have not complied with conditions i and ii above, your XPM and OSA access will be immediately removed
Contacting Clients
Once you receive a client allocation email you can contact the client via email, or phone, to arrange a suitable time for your tax consultation meeting. After the initial contact you can confirm your appointment time using the template email provided by PTB. To download the template click here
Tax Consultation Appointments
Your tax consultations will be conducted using Zoom and/or phone. To meet through Zoom you are required to set up a free Zoom account to communicate with your clients and PTB. To set up your free Zoom account please click on Zoom and select sign up for free (Basic).
In tax consultation meetings you may use the PTB Income Tax Preparation Checklist to ensure all the required information is collected. To download the checklist click here
Prepare Income Tax Returns and BAS
- Income tax returns and or BAS must be prepared in accordance with income tax legislation and ATO guidelines. These can be accessed using the links below:
- PTB Income Tax Returns and BAS Preparation Process Map can be accessed by clicking here
- You can prefill individual client’s income tax information by clicking on ‘Online PLS Pre-fill’ button in XPM. For detailed instructions click here
- Once you have completed a BAS or an income tax return please click on the Complete button in XPM and validate your tax return. Clicking the Complete button will enable PTB staff to review and approve your work. For detailed instructions click here
- PTB will contact you via email if any additional information is required prior to approval.
- On approval by PTB your completed income tax return will be sent to the client for their e-signature. For information on the e-signature click here
- Once a client has signed the return electronically it will be lodged to ATO by PTB Registered Tax Agents
- Where a client is unable to sign a BAS or income tax return using an e-signature, request the client prints, signs and emails the scanned copy of the BAS or tax return to be uploaded into the XPM. For upload instructions details click here and refer to the Manage Documents section.
- BAS and/or income tax returns will not be lodged without a client’s signature.
- All BAS and income tax return preparation must comply with the substantiation requirements stated in Section 9 below.
If you are required to amend a current or previous years’ BAS or income tax return you must follow the steps outlined below:
- PTB Income Tax Returns and BAS Amendment Process Map can be accessed by clicking here
- Once you have received the client allocation email prepare a BAS or income tax return in XPM which is the same as the original lodgement
- Email admin@taxbook.com.au setting out the reason/s for the amendment for PTB approval
- If approved, PTB will create a BAS or income tax amendment for you to complete
- You are required to comply with the BAS and Income tax preparation requirements set out in section 7 above
- When you have completed the BAS or income tax return amendment please click on Complete button in XPM
- PTB will contact you via email if any additional information is required prior to approval.
- On approval by PTB staff your completed income tax return will be sent to the client for their e-signature. For information on the e-signature click here
- When the client has signed the return electronically it will be lodged to ATO by PTB Registered Tax Agents.
- All BAS and income tax return preparation must comply with substantiation stated in Section 9 below.
Substantiation Requirement
- All BAS and income tax return work must comply with ATO substantiation requirements. These requirements can be accessed by clicking here
- All evidence for BAS, and income tax return related deductions, must be sighted and checked before entering in XPM.
- You are required to collect and upload a scanned copy, or image, of the substantiation documents in XPM against your client’s name (i.e. not against the prospect, supplier, job, quote or estimate). For more details click here and refer to Manage Documents section.
- Any substantiation documents will be not accepted via email. All substantiation documents must be uploaded in XPM.
- You can create a compressed zipped folder rather than uploading each document individually. For instructions on how to create a zipped folder
- The required substantiation documents are as follows:
- Photo ID: You must have at least ONE photo ID of the taxpayer or business owner (company director, partners or trustee). (e.g. Australian Driver’s Licence/Valid Passport/ Proof of Age Card, etc.)
- Work Related Deduction : The work related deductions must be substantiated as per ATO Guidelines. This may include car log book, purchase receipts, bank statements etc.
- Financial Reports : All business income tax return preparation must be comply with ATO Guidelines and be supported by a profit and loss statement and balance sheet that are signed by the owner of the business, and/or its authorised representative (director/ partners/ trustee). Financial reports must be prepared using the PTB Financial Report Template to comply with the ATO business income tax lodgement form. This template can be accessed by clicking here
- GST Report : All BAS preparation must be comply with ATO rules and be supported by a GST detailed report that is signed by the owner of the business and/or its authorised representative (director/ partners/ trustee). This can be generated through the client accounting system (MYOB, Xero, QuickBooks, etc) If a client is unable to generate a GST detailed report from their accounting system, you must prepare the GST detailed report using the PTB GST detailed report template using the client’s sources of documents including invoices, bills and bank statements. The GST detailed report template can be downloaded by Click Here
- Other Required Documents: If any other document is requested by PTB for lodgement you must upload this in XPM.
Integrity and Accuracy in Work
- You are required to maintain the highest standards of integrity and accuracy in the preparation of tax returns and BAS for clients. If you knowingly prepare a false tax return or influence a client to make a false statement on a BAS or tax return, your contract will be terminated immediately.
Client Invoicing
- Once you have completed the income tax return or BAS, you are required to create an invoice in XPM and email to the client for payment. You must select the following option create your invoice
- Invoice Type: New Final Invoice
- Invoice Option: Miscellaneous Invoice
- Pricing Mode: Fixed Price
- For instructions on how to create an invoice in XPM and send this to the client click here.
- Invoice amounts are determined as per the Professional Fees Schedule that can be accessed by clicking here.
Payment of Client Invoice
- BAS and/or income tax returns will be lodged with the ATO on receipt by PTB of the client fee. Clients have two online options to pay their fees to PTB as below:
- Bank Deposit: Paying through client online banking to PTB Bank Account
- Credit Card: Paying by Australian Master/ Visa Credit Cards by clicking on the PTB Payment Gateway
- Payment links are available at bottom of the invoice.
- The fees from refund option is not available for improved operational efficiency.
- ATO Phone Support: You are required to use the ATO website and Online services for agents (OSA) before calling the ATO. If you are unable to obtain clarification from the OSA you can phone the ATO using the appropriate Tax Agent help line by clicking on Tax agent phone services. During this call you must introduce yourself as an employee of PTB and quote PTB Tax Agent number 257 265 70.
- Xero Support: You are able to use Xero Central by clicking on How can we help?. You can also contact Xero Support by clicking on Contact Support
- PTB Support: If after using ATO and Xero Central support you require assistance please email your enquiries to admin@taxbook.com.au and PTB will reply by email within 24 hours. If required PTB will schedule a meeting with you via Zoom.
Bookkeeping Services
- All bookkeeping activities must comply with ATO guidelines and Australian Accounting Standards. ATO Guidelines and Reference Guide can be accessed using the links below:
- PTB Contractor advised of the details bookkeeping tasks and payment details
- PTB Contractor completes assigned tasks at client premises or from home office
- PTB Senior Bookkeeper reviews and monitors the work of PTB Contractor
- PTB Senior Bookkeeper lodges the BAS with ATO
Loan Referrals and Support
You are able refer any clients for a new home loan, home loan refinancing, investment property or business loan by clicking on contact details
Clients you refer and clients that come from your location from PTB marketing campaigns will be allocated to you to assist them to complete their application with supporting documents through the online portal. The online portal access link will be emailed to client’s email address.
Loan Referral and Support Process Map can be accessed by clicking here
Business Registration
You are able assist clients to register a new business including sole trader, partnerships, trust and companies by clicking on Register Now.
When a client completes the online business registration form, you should then create a client in XPM and create an invoice as per the Professional Fees Schedule.
When client has paid then within one business day you and the client will receive the registration certificate along with other related documents including partnership agreement, trust deed and company constitution by email where appropriate.
Business Registration Process Map can be accessed by clicking here
Marketing
In addition to PTB national marketing campaigns you may elect to promote our services within your social contacts, friends and community contacts. This activity is optional as PTB will not pay for marketing activity or time spent marketing unless this is pre-approved in writing.
You may promote our services using your social media, email and SMS to your friends and community etc. A customised social media image and approved content is available for you to use by clicking here