Institute of Certified NZ Bookkeepers

registered bookkeeper with IR

Benefits of registering

  • You can have one single logon to access all clients– this is a driver for wanting to register with Inland Revenue.
  • Ability to link clients and get automatic access without them having to take any action.
  • Access to the Agents 0800 line.
  • Once registered you will receive a set up appointment to show you all the navigation and functions avaliable.
  • If you have staff, you can allow different access and logon roles to fit your needs from full account access through to read only.
  • More targeted in the way Inland Revenue engage with you – ensure you receive relevant communications.
  • Opportunity to test products and services.
  • Can easily identify when your clients are included in work campaigns – this allows Inland Revenue to contact you first.
  • Access to the ‘Intermediary Centre’ also gives you alot more functionality and ways to manage your clients easier:
  • Bulk upload employer information and Kiwisaver enrolments from one place instead of navigation into each clients payroll account in myIR.
  • Access to a wide range of reports; client list report, agency activity reports.
  • There is an agency activity report which gives you a summary of bank account and linking actions that have taken place across your agency.
  • Easily register clients for new accounts with automatic linking to agency
  • File Donations tax credit claims without having to attach receipts.
  • All client mail service to view all client mail including mail direct to other intermediaries (for accounts linked too).
  • Ability to tailor your account by managing subscriptions and favourites.

 

Criteria to register

To be eligible to register, you must:

  • have a myIR account;
  • be in the business of offering bookkeeper services (Section 124D of the Tax Administration Act 1994); and
  • have signed authorities to act for 10 or more clients (who you charge a fee too) in relation to their tax affairs and/or social policy entitlements.  This is 10 separate IRD numbers and cannot include your own.

Ref: Bookkeepers (ird.govt.nz)

The process to register

Application Process

The process is simple!! An individual or non-individual registering as a bookkeeper must have a myIR logon to register.  If you don’t have a myIR logon, you can create one by visiting our website Inland Revenue - Te Tari Taake (ird.govt.nz)

What you will need

If you apply as an individual:

  • A completed and signed ‘Declaration for an intermediary (IR768)’ to upload to myIR.
  • Full name and IRD number for 10 clients.
  • Your authority to act template.

If you are applying as a non-individual, you will also need:

  • The names and positions of all key office holders and a completed and signed declaration (IR768) for each key office holder (KOH) and then 1 for the entity itself. ‘Declaration for an intermediary (IR768)’.
  • The IR768 shows who is considered a KOH. With bookkeepers we find that they are usually closely held companies with only 1 or 2 shareholders. If we use this as an example - we would require 3 declarations (IR768) - one for each of the shareholders and then one for the entity.

How to apply

Apply to become an intermediary

  • Login to myIR (if you have access to more than 1 IRD number, navigate into the IRD number that you are registering as a bookkeeper)
  • Select ‘I want to….’
  • Scroll to find ‘Apply to be an intermediary’ or simply type intermediary in the search bar
  • Select ‘Bookkeeper application’
  • You will then come to a page ‘What to expect’ this provides you with a list of what you’ll need to go through the registration process. Ensure you have everything you need and click next once you’re ready to progress with your application.

A step-by-step guide to applying

At any stage of the application, you can save a draft, which you will see in the bottom left-hand corner in myIR.

  • Firstly, you will reach the ‘Representative details’ page. This is where you fill in details of the entity registering. The information we hold, will pre-populate.  Once you’ve gone through each field and your happy press next.
  • You then need to complete your membership details – you must select at least one option.
  • Enter your contact details so Inland Revenue know they have the right contact number when they need to get in touch regarding the registration – once that’s all done, press next.

The hardest part of the registration process is next – this proves how easy the process really is! Here is where you need to upload your documents, those being your declarations (IR768) and KOH, if any.

Once you have uploaded your declarations select ‘next’.

The next step is about your clients – you also need to upload a document here.

  • Inland Revenue want your Authority to Act template that you use to sign your clients up. If you do not currently have one of these, you will need one for the sign up process, to ensure your wording meets the minimum requirements. You must hold a signed copy for each client upon signing up – but these do not need to be uploaded when registering.
  • Once you have uploaded your authority to act template, you need to fill in 10 clients (IRD number and name). Even though you may have more than 10 clients, we only require 10 for the registration process. Clients can be linked via the intermediary centre once the application is approved.

The final step is the review – you need to review all of the information that you have input and ensure its accurate (all the information about you as a bookkeeper or your bookkeeping company, your clients etc.) Once you’ve checked all the information tick the declaration box confirming it is true and correct and press ‘submit’.

Once you submit it will bring you to the confirmation page to show your application has been submitted. You can print this or close the window.

A Community Compliance officer will contact you about the outcome of your application. Once accepted they will organise a set-up meeting to show you how to best utilise myIR and provide an opportunity for you to ask questions. The timeframe is within 15 working days – usually it will be faster than this.

Setting up client list security

You are required to set up client list security, until this is done you wont be able to link clients.  Every new staff log-on you create will need to have access granted to the relevant client lists before they are able to access clients.  For more informtion refer to the Manage Agency user guide.

If you have staff, you will have better control over who has what access to clients.  This is beneficial to have, especially if you have staff who only deal with certain clients.

Account Managers

Registered Bookkeepers are not account managed the same as Tax Agents.

Tax Agents are account managed is because of their obligations to income tax and so Inland Revenue need to monitor filing and so on.

Inland Revenue do however perform regular checks on Registered Bookkeepers.   For example, a random authority to act check to ensure you hold appropriate authority for one or some of your clients may occur.

If there are any compliance or integrity issues, Inland Revenue are able to remove the intermediaries status from a Registered Bookkeeper (or any intermediary).

Ending your intermediary status

Ending voluntarily

If you want to be removed as a Registered Bookkeeper, you will need to contact Inland Revenue and provide:

  • your name and IRD number;
  • the date you want to stop being an intermediary from; and
  • the reason why you want to be removed.

Losing your intermediary status

There are some situations that might result in Inland Revenue removing your status as a registered intermediary. This could happen if:

  • you or a key office holder no longer meet the requirements to be a registered intermediary;
  • you have less than 10 clients; and
  • you are a tax agent that fails to meet our agreed filing requirements.

Inland Revenue will try to resolve any issues that affect your ability to be an intermediary. A formal review and assessment may take place when an issue is found.

What will happen

Once your intermediary status has been removed, Inland Revenue will:

  • let all of your clients know that you are no longer a registered intermediary;
  • remove all intermediary links between you and your clients; and
  • remove any access you had to your clients accounts.

 

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