Efile admin process

Efile admin information can be reviewed from inside of Practice Engine and CCH Axcess Tax efiling

Practice Engine – Efile Admin Screens

https://ksmpe.ksmcpa.com/PE/KSM/EFileAdmin/457

Item 1: Export Returns

Shows all returns that are in the queue that need to be manually released or will be automatically released by the system (green bar)

• icon indicates that we have already received an 8879 for the record and we have received some other document
  • Must go into CCH efiling to confirm that there is a record to release
  • Click the box in CCH (if applicable) to release
  • Click the box in PE > Export Data to process and remove the record
    • ***removing the record from this screen DOES NOT release it in CCH efile
• - Return Debit Lock – Debit Locked. DO NOT unlock this. Staff have to go through their own process to unlock debit locked returns to keep the responsibility on them for understanding
• - Staff Manual Lock – Staff have gone into the job, and manually locked the return. The return will not queue for auto-release until staff remove the lock. Never manually release a locked return
•  > - IT/Admin – This is used by IT/Admin to temp lock the return and to send all staff on the job an email to export the return. You will need to unlock it so if staff do export the return, it will auto-release. Select record > Push Email Lock > staff receive an email > Click the padlock to undo
• In order to process a manual return (non-green bar), select the record in PE > Select Export Data AND go into CCH Efile and release the return
  
  

Item 2: Export Extensions

Shows all extensions that are in the queue that need to be manually released or will be automatically released by the system (green bar)

• - Extension Debit Lock – Debit Locked. DO NOT unlock this. Staff have to go through their own process to unlock debit locked extensions to keep the responsibility on them for understanding
• - Staff Manual Lock – Staff have gone into the job, and manually locked the extension. The extension will not queue for auto-release until staff remove the lock. Never manually release a locked record
•  > - IT/Admin – This is used by IT/Admin to temp lock the return and to send all staff on the job an email to export the return. You will need to unlock it so if staff do export the return, it will auto-release. Select record > Push Email Lock > staff receive an email > Click the padlock to undo
• In order to process a manual extension (non-green bar), select the record in PE > Select Export Data AND go into CCH Efile and release the extension
  
  

Item 3: 8879 Approval

This screen identifies all records that we have received 8879s for that have not been fully approved

• Returns are not processed without being approved first
  • Practice Engine - How to request to release return without signed 8879s
  • Above is the only way to release returns without approval. Never release a return without the partner approval in PE. You cannot accept email, phone call, walk-by, etc.
    
    

Practice Engine – Staff Workflow Dashboard

• All jobs in the system are guided by proper dates on jobs and proper roles being filled
• Select specific job > Dates > Make certain these match the return period dates
  
  
  

Common Troubleshooting:

• Missing return association
• Incorrect return association to wrong version, year, type
• Barcode is incorrect and tied to wrong job and no 8879s
  • Check Documents tab on PE job to make certain 8879s are there and match client
• Manual 8879 association is tied to wrong record
• Staff selected to e-extend jurisdiction by mistake or did NOT export extension first
• Staff used wrong Job template in PE
  • Staff copy template from previous year and just change text in description
• Notes and history show what has happened with the record

Deadline Days – March, April, May 

• Go through ALL Ready to Release returns for all relevant entities that are due to determine if they have an accepted extension or not
  • Check CCH Efiling for Ready to Release return and check for accepted extension
  • CCH Efiling – if there is an accepted extension, enter the deadline date in the Signature Form field on the e-filing status tab
• PE – Jurisdictions tab to see if e-extended and maybe not released in CCH yet or
  • PE - https://ksmpe.ksmcpa.com/PE/KSM/EFileAdmin/457 > Admin > Send Email based on Status > Accepted with Ready to Release
  • This will show ALL accepted extensions that also have a Ready to Release return
• PE – Keep in mind that this typically updates every 30 minutes unless CCH is having speed issues, and then the update time could be up to 4+ hours
• PE – Export Returns and Export Extensions
• Staff returns must be processed and released
• Check for any schema validation errors and incorrect EIN rejections. Although notifications are emailed to staff, if these returns are not handled properly, these are not true IRS rejections and will be considered not filed timely
• At end of day, make certain ALL ready to release extensions have been released
• Otherwise, notify partner and person that released the record
• You can use the efile admin tool in order to send blanket emails to everyone on job
   
• At end of day, make certain ALL ready to release returns have been released.
• Otherwise, notify partner and person that released the record
• You can use the efile admin tool in order to send blanket emails to everyone on job
   
• Confirm that all preparer/debit locks have been validated/removed/extended/released by the staff.
• Under no circumstances should you remove a lock, unless you placed the lock
  
   

Rejected records: No more than 5 days for efile and 10 for paper, manually follow up with staff to make certain they are following through.

Deadline Days – September, October

• Go through ALL Ready to Release returns for all relevant entities that are due to determine whythey are in Ready to Release
  1. Practice Engine
     • Documents tab – are there 8879s that did not process correctly?
     • Is the return locked and staff didn't unlock it (manual, Admin, debit)
     • Does the return association have the correct ID, version, and type that matches efile
     • Does the PE client ID match the CCH Axcess Tax ID – need to update Axcess Tax to match PE and then remove any exports from the efiling system
     • PE – Keep in mind that this typically updates every 30 minutes unless CCH is having speed issues, and then the update time could be up to 4+ hour
        
  2. CCH Efiling
     • NEVER release a return without having a partner go into PE to override it
       • Practice Engine - How to request to release return without signed 8879s
          
• At end of day, make certain ALLready to release extensions have been released
  • Otherwise, notify partner and person that released the record
  • You can use the efile admin tool in order to send blanket emails to everyone on job
     
• At end of day, make certain ALLready to release returns have been released.
  • Otherwise, notify partner and person that released the record
  • You can use the efile admin tool in order to send blanket emails to everyone on job
     
• Confirm that all preparer/debit locks have been validated/removed/extended/released by the staff.
• Under no circumstances should you remove a lock, unless you placed the lock
   
• Rejected records: No more than 5 days for efile and 10 for paper, manually follow up with staff to make certain they are following through.

Complexities:

• Returns with multiple versions – Must release manually as the CCH efile system overwrites subsequent uploads of returns, including different versions. This is typical in the case of disregarded entities, or returns that are filed with fed and specific states and then another version that is only to go to specific states. Must do this on the phone with staff after an 8879 is accepted.
   
• Complex consolidated returns must be manually released as some have federal dependencies
   
• Staff are able to pull their own history in CCH efile.
   
• Staff can contact CCH on their own for rejection detail