Dear Service Provider:

Welcome to the Iowa eFile & Pay program. You have made a positive first step by registering as a service provider (also known as bulk filer) and have been provided your Business eFile Number (BEN) . The following information should be helpful to your understanding of the requirements of the eFile & Pay process.

1. The first thing you will want to do is obtain the BEN and current filing frequency for each of your clients. You may do this in one of three ways:

  • Request the information directly from your client.
  • Contact the eFile Services Unit help desk (for fewer than 50 clients).
  • Request a file exchange of information with the department. Specifications are provided on the enclosed document.

The department will provide client BEN and filing frequency, based on the permit number and name provided. You will receive information if the permit is registered, as well as a message if the name for that permit number does not match your records. You will need to check with your client to ensure you have the correct information.

If a client is not registered, you will be notified and you will not be able to e-file for them. You will need to contact them and ask them to register on a Combined Business Application via the department Web site. A BEN will be mailed to the taxpayer once the application has been processed. This may take up to two weeks.

Withholding Note: If your clients do not have employees in Iowa , they should not be registered for Iowa withholding and you should not submit e-file transactions. However, because employers' failing to properly register has long been a problem for withholding, the department is also developing a procedure which will allow service providers to assist employers to register. Under this proposal, if you are notified that clients on your client file are not properly registered, you will return a second file with the minimum information needed to register them. A file layout for this purpose is enclosed. Both you and your clients will be notified after those registrations have been completed.

2. Determine the method you will use for e-filing for your clients. You have three options for filing for your clients.

Single file online. At the eFile & Pay Web site, submit return/e-payment information online, one transaction at a time, much like taxpayers would file for themselves.

Web Import (DWI). Again at the eFile & Pay Web site, submit a fixed length or delimited bulk file of clients' return/e-payment information.

Batch loader. This method allows you to download a batch loader software tool which enables you to bulk load data through a standard HTTPS SSL secure process. Data is loaded from a standard ASCII text file formatted to your specifications. Pdf presentations are available for viewing.

3. Log in and set up your profile for e-filing for your clients:

No matter which method you use, you must login and set up your profile and password. Instructions are available on the eFile & Pay application Web site. Your BEN and permit number are needed to login.

To file for a single client online, simply click on that option.

To file using the bulk methods of DWI or batch loader , follow the instructions on the enclosed insert regarding a summary of bulk filing.

The initial process for setting up your profile, defining your data files and testing your file configuration are the same for DWI and batch loader. To test your data files, once you have set up your files and logged in to e-file for your clients, you may click on the DEMO mode at the top of the screen displayed immediately after sign-on. In demo mode, the files will be checked and results will be provided regarding the file layout but the transaction data will not actually be processed. If you do not click demo on, you are submitting production files.

4. Payment

Payment may be made through:

  • ePay (ACH Debit) by including the bank information on the bulk file submission.
  • ACH Credit or credit card payment by initiating the transaction separately from the bulk file submission.
  • Paper check for each client (if accompanied by an approved scannable voucher). If you develop your own scannable voucher, or if you rely on a software developer to provide you the solution, you should know that is necessary that the vouchers be approved by the department. For assistance in this area, please contact Deb Dotzenrod.

Regardless of how you pay, you must submit e-file transactions in the same frequency as the taxpayer(s) are registered. For a semi-monthly filer, you must submit semi-monthly e-file deposit transactions as well as a quarterly return. For a monthly filer, you must submit monthly e-file deposit transactions as well as a quarterly return. Quarterly filers require the e-file quarterly return.

If you have any questions regarding the Iowa eFile & Pay program, please contact the eFile Service Unit help desk at 1-866-50efile (1-866-503-3453) if calling from Iowa or 515-281-8453 if calling from outside Iowa . You may also e-mail the help desk.

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