Axcess - Creating and e-filing a personal return

KSM Employee Personal Return Procedures

Staff personal returns should be secured by selecting Manage, Secure Return, Password. Only secure your personal, not ALL of your employee prepared returns
Although it is our intention to efile all staff personal returns, it is not required as KSM is not the paid preparer. If efiling, you are no longer required to submit 8879s, just secure and retain them as we may need them in the future.
All personal returns are required to have the following number format: 99000.####XX, where #### is the employee ID number and XX is a numeric increment starting at 01, i.e. 99000.123401, 99000.123402, etc.

*NOTE*: Do not use the Sub-ID field for personal returns. Returns must be saved and grouped according to the image below

How to setup a new Employee return in CCH Axcess

Select New > Return
Enter 99000.####AA into the Client field
- #### = Employee ID
- AA = starting at 01, increment your return
Click on the record that appears to fill in the details
*NOTE* If no record appears likely this is the first time setting up a personal return, click on the Add New Client button and skip to the step below.
*NOTE* Skip this step if not setting up a new client
If adding a New Client in the Add Client window that appears
- Select the correct Client Type
- Office = _KSMIND
- Business Unit = 5KSM_STAFF
- Change client ID field to full number above with NO sub-ID
- Select Full Name and enter the client name
- Return Group = 5KSM_STAFF
- Click OK
- Email helpdesk if you have numbering or grouping issues

Check that Return Configuration = KSM_Staff
Do not select a template for personal returns
Select Add password protection to client and enter a password
Select Create Return

Axcess Tax settings to Efile Personal returns

1040 Returns

If Fed and Indiana:

General > Electronic Filing > 1 – General > Field 1 > Y
General > Electronic Filing > 2 – Paperless E-file > Field 1 > Y
General > Electronic Filing > 4 – ERO Overrides > Field 20 > Employee Benefit
General > Return Options > 6 – Preparer Information > Field 1 > Checkmark

If NY State (in addition to above):

General > Basic Data > 1 – General > Fields 31-36 as applicable
General > Return Options > 6 – Preparer Information >
- Field 12 > Staff name preparing return
- Field 13 > staff SSN if applicable OR Field 14 > staff PTIN if applicable

Business Entity Returns

General > Electronic Filing > 1 – General > Field 1 > Y
General > Electronic Filing > 3 – ERO Overrides > Field 19 > Employee Benefit
General > Return Options > 4 – Preparer Information >
- Field 12 > Staff name preparing return
- Field 13 > staff SSN if applicable OR Field 14 > staff PTIN if applicable

Employee Upload and Review of Personal Returns

Please use Practice Engine to give your approval to release your personal returns and extensions. Please continue to have ALL of your personal 8879s signed prior to approving your returns for release. However, you will NOT need to submit these unless requested. Also, please store your personal 8879s in your OneDrive folder.

Please do not wait until the deadline to release your personal returns. We are managing several hundred returns each day immediately prior to the deadline. Early upload and processing of your returns is appreciated.

In order to access the Employee Approval to Release Return/Extension(s), follow the steps below in PE:

Add Efile Data to your Staff selections:

Staff > Manage Menu > Add Staff EFile Data > Save

To approve your personal returns:

Select Staff > Staff Efile Data > Select Employee Approval to Release Return/Extension(s)

Select the relevant Tax Year > Refresh List
Enter your Employee ID number in the Search field to locate your returns to approve
All personal returns should be in the format 99000.####01 where #### is your Employee ID number and the last 2 numbers increment, i.e. 99000.123401, 99000.123402, etc.
If your return number is in any other format, please submit a request to helpdesk that the number get changed
Select the checkbox to choose the return/extension to approve
Select "Add Selected to My List"

Once your selections appear in your list, select the checkbox in front of each record and choose Approve Selected for Release to IRS
If you select a return by mistake, select the checkbox and use the Delete link to the far right to move it back to the previous list

You will also be able to check the status of your returns by viewing the federal and state status columns in this window.

*Note*: No returns will show up on your list until you export them from Axcess. Typically, it takes approximately 1 hour from the time you export them until the return shows up in your listing.

After you follow this process, we will export your returns. If there are any issues with your personal returns, we will notify you by email with any relevant rejection codes. You can check the status of your e-filed return by accessing your return in Axcess, the MISC section on the Fed Government tab, and reviewing the “E-file Report.”