As of February 2020, the Canada Revenue Agency (CRA) has discontinued the T1013 form Authorizing or Cancelling a Representative form. They have introduced a new process to allow representatives to request online access through a Web form on Represent a Client and continue to allow requests from T1 tax software. See the CRA Newsroom item We’re introducing new ways to do authorizations online.
To request offline access (by phone or mail only) to individual and business tax accounts, complete the form AUT-01 Authorize a Representative for Access by Phone and Mail, available on the CRA website and in TaxCycle Forms. Note that if you submit this form for any of your existing clients, you will lose online access to their accounts.
In TaxCycle T1, we have replaced the T1013 form with a worksheet called AuthRep. This form contains many of the same fields as the former T1013. TaxCycle passed the certification process with the CRA to verify its compatibility when transmitting such requests.
The AuthRep worksheet/signature page
As a tax preparer, use the AuthRep worksheet to gain consent from each client to act as their representative with the CRA. The CRA requires authorization for online access to download and view information about your client from the CRA, using services like the Auto-fill my return (AFR). You can also request authorization to change their account on their behalf.
Complete the AuthRep worksheet in TaxCycle and have your client sign and date it. Then, electronically transmit this request from TaxCycle. In most cases, this gives you instant access to your client’s online information. The CRA requires you to keep a signed copy of the form for six years after the transmission date, in case they request it.
Preparer/firm authorization details (RepID, GroupID)
Enter defaults required for the completion of authorization forms in options.
- To open options, go to the File menu, then Options. Or, if you are on the Start screen, click Options in the blue bar on the left.
- On the left, expand the Organization section and click on the Authorization page.
- In the CRA Authorization Forms section, enter your firm’s business number, RepID, Group name and GroupID, as required. These eventually flow to worksheets for requesting authorization (such as the AuthRep).
- If you need to use a different Preparer or Firm Name on these authorization forms, enter that name on the page. This information then flows to the related field in the Preparer/Firm representative section on the Engagement worksheet.
EFILE number and password
To electronically file authorization requests, you must have an EFILE number and password issued by the Canada Revenue Agency (CRA):
- To register for EFILE and receive these credentials, go to the CRA electronic filers page.
- If you already have an EFILE number, you must complete a yearly renewal to receive a new password for the latest T1 tax season. Always use the latest password given to you.
The registration or renewal process includes a suitability screening. This process may take up to 30 days. To allow enough time for the review of your application before the filing season starts, we encourage you to renew your application as soon as possible.
Enter the CRA EFILE number and password in TaxCycle options:
- If you have a file open, go to the File menu, then click Options. To open Options from the Start screen, click Options in the blue bar on the left side. (You can also access these EFILE options any time by clicking on the wrench icon in the Transmit sidebar.)
- On the left side of the screen, expand Transmission and then click on EFILE Accounts.
- Enter your CRA EFILE Number and EFILE Password.
New file default values
In options, you can also see the default values for fields on the AuthRep worksheet. TaxCycle then enters these values on the form when you create or carry forward a file. It also triggers a review message if the form doesn’t match the default set in options.
- From the Start screen, click Options in the blue bar on the left side. If you have a file open, go to the File menu, then click Options.
- On the left, expand T1/TP1 and click on New File to apply the settings to all years. To set different options for a particular year, expand the section and click on a year.
- On the right, scroll until you see the section for AuthRep Default values.
- Set the default Authorization Type, Authorization Level and Signing Date.
Select an authorization type
In TaxCycle, you can see the authorization status of any return in the Transmit sidebar:
- Click Transmit in the sidebar, or press F12.
- Click once on the AuthRep box to expand it and see details of the status.
- If the AuthRep worksheet is incomplete, click the link to the change the consent type on the worksheet.
- If the selection on the worksheet shows there is already a valid authorization on file, the box will also show this status. If you believe this is incorrect, click the consent type to change it on the worksheet.
- You can also jump to the consent history on the AuthRep Results worksheet.
At the top of the AuthRep worksheet, select the authorization type you are requesting. The answer you choose affects what information you must enter on the form, what types of services you can provide to your clients.
Valid authorization already on file and submitted
If you already submitted authorization in prior years or through some other way, select this option.
If you previously submitted an authorization using TaxCycle in the prior year and then carried forward the return, TaxCycle automatically selects this option.
If you use the Auto-fill my return (AFR) service and it returns results (because you already have the authorization to access the client’s file), TaxCycle will automatically switch to this option.
Online access by an individual
Enter a RepID, your first name and last name.
Online access by a group of individuals
Enter a GroupID and group name.
Online access by a business
Enter a Business Number and business name.
Cancelling consent only
Select this option to cancel a consent you previously had.
Level of authorization
Set the level of authorization representing a client.
- Level 1 allows the representative to access certain information about the taxpayer.
- Level 2 allows the representative to access certain information about the taxpayer and change the account.
For more details on what information you can access and which changes you can make, visit the CRA Authorization to access online information page.
Authorization expiry date (optional)
Unless you enter an expiry date for the authorization in the Authorization information section, the authorization remains in effect until the taxpayer or the representative cancels it.
Cancel a representative
Use the same process to cancel all representatives for a taxpayer or to cancel a specific RepID, GroupID or Business Number.
To cancel a representative, select Cancelling consent only at the top of the form and complete the Cancellation information section.
Set the signing date
Depending on what you set in New File options, the signing date on the AuthRep worksheet may already be set:
- If you selected No default in options, TaxCycle will remind you to enter a signing date before filing.
- If you select Enter the signing date manually or leave it blank, TaxCycle will also show the Quick Fix review message.
- The Quick Fix message gives you the following options
- Insert current date upon transmission and printing. This also checks the box near the signing field on the AuthRep
- Enter Today’s
- Enter Yesterday’s
- Enter the day before yesterday, whatever day that was.
- Go to options to set the default signing date. (To learn more about New File options for the AuthRep, scroll to the top of this page, or see the Authorization form options help topic.)
- If you select Insert current date upon transmission and printing in options, this checks the box near the signing field on the AuthRep worksheet. Then, when you print or electronically file the form, TaxCycle inserts the date.
The CRA requires that a taxpayer sign the AuthRep worksheet before a preparer electronically files the form. It is also important that you keep this signed form in your files for six years, in case the CRA asks for it.
By default, TaxCycle requires you confirm the taxpayer has signed the form before you can transmit. Do this from the Transmit sidebar.
- Click Print the AuthRep link to print the form on the printer configured for single-form printing. This opens the Print/Generate forms dialog box, where you can change the printer/output settings. From this dialog box, click the Print or Generate button to print/PDF the form. There is even an AuthRep Cover email you can use to send the PDF to your client. (Read the Print/PDF a single form help topic to learn more about the options available from this box.) TaxCycle records the date and the name of the person who printed the form.
- Once you have the signed form on file, click the Confirm signature link. TaxCycle records the signing date and the name of the person who confirmed the signature.
You can disable the signature confirmation step. This skips the confirmation step but you will still see links to print and optionally confirm the signature before transmitting. To learn how to do this, read the Transmission options help topic.
Transmit the authorization request
- Once you confirm the signature, the form is Ready to transmit.
- Before you can transmit, the CRA requires you agree to the Terms and Conditions. To read the full terms and conditions, click the link and open the AuthRep Terms worksheet.
- Check the box to agree and activate the Transmit Now! link. If you disagree with the terms, you cannot transmit the return. TaxCycle records your response on the AuthRep Terms worksheet.
- Click the Transmit Now! link to begin the transmission.
Upon successful transmission, you will see:
- The words Transmission successful in green text and green happy face. This is the same symbol that appears in the Client Manager for successful transmissions, and it also appears (white on blue) in the blue bar at the bottom of the window of any open tax return, so you can quickly see the current status.
- The box also shows the Confirmation number for future reference.
- Any messages returned from the CRA appear in this box. They begin with the number. Click the more link to see the full message.
- Click the Authorization request results link to view the worksheet which contains a full list of the results from all transmission attempts.
- If the CRA rejects authorization transmission with errors, you will see the words Transmission rejected and a red sad face. To attempt transmission again, click Dismiss all messages and start again.
AuthRep Results worksheet
- The AuthRep Results worksheet lists the results of all attempts to request authorization. TaxCycle carries forward these values year-over-year, so next year you can review which consents you have on file, which need updating. This information also appears in the Consent section on the Engagement worksheet.
- In the History of authorization submissions to the CRA table, you can also manually enter the consent history from past years if you wish.
The file history records each transmission attempt:
- Go to the File menu, then click on Info.
- Click on History.
- Find the record of the transmission.
- Click the first save button (the one with the lightning bolt) to save a copy of the XML file as transmitted to the CRA.
- Click the second save button (the one with the green arrow) to save a copy of the response sent back from the CRA.
- TaxCycle also updates the workflow information for the taxpayer. (See the Workflow groups and tasks help topic.)