To Do List
Front Office Forms
- EFIN - Without this six digit number you cannot E-file
The EFIN is an Electronic Filing Identification Number which
permits the owner to transmit electronic returns direct to the
The IRS states the time to acquire an EFIN is 45 days.
It can be faster - generally around four weeks if you follow
these five steps.
Step 1. Register for IRS
E-Services. The IRS will mail you a confirmation
letter with a code within 14 days after you have successfully
Step 2. Once registered, you will need
to have two (2) sets of fingerprints taken (police station) and
then have them mailed overnight to:
Internal Revenue Service
Attn: EFU Acceptance
Testing Stop 983
Andover, MA 05501-0001
You can purchase the
FD258 Fingerprint Cards from
Security Number you entered on the fingerprint cards will be
matched with the Social Security Number you entered in your
E-Services application. So they have to be from the same
Login in to E-Services and enter the confirmation code
from the letter you received via mail.
Step 4. Click "Apply for EFIN" from the menu list.
Step 5. Check every day until the status of your EFIN
application changes from "Pending" to "Active".
It will then provide the six digit EFIN for you to use.
- PTIN - Each of your tax preparers must acquire an
PTIN Preparer Tax Identification Numberin order to
The charge is $64.25 paid generally by each prepaprer. Must be
completed before December 31st of each prior tax year and takes
about 15 minutes to complete.
- BUSINESS and EIN - Register a a business name. Any
name DBA Rushmore Tax Service. Determine your legal structure:
LLC, Corporation or Sole Proprietorship. To file an
S-Corporation we generally recommend
They are only $284-384 and it includes your EIN (Employer
Identification Number) and registering with the New York
Secretary of State.
The preparation of taxes does not require acquiring a sales tax
permit in New York.
- INSURANCE - Both your landlord and we require that
you insure your business with liability insurance. The cost is
generally $400-500 with at least a million dollar coverage.
- FIND A RETAIL LOCATION - Ideally, your new office
will located with 100 yards of an H & R Block Tax office,
Jackson Hewitt or Liberty Tax (in that order). 400sqft (min) -
1000 sqft (max). Lease signed by no later than Dec. 1 with one
month free. First month due January 1st. 2013. No more than a
three year lease with a kick out clause indicating that you must
prepare a minimum 500 tax returns. Our company's minimum. Say
you expect to prepare 600-1000 to avoid issues. If the rent is
low then ignore that.
- STATE TAXES - Software includes State Filing. Refer to your own
City for City
- OFFICE SET UP.
Reception desk - 1
Preparer desks (min) - 3 (Each desk can prepare 400 returns
during tax season)
Reception wait chairs - 4-6
Client chairs at preparer desks - 6
Reception chair - 1
Preparer chairs - 3-4
Main Processing Computer - 1
Work Station Computers - 2-3
Return printer - 2
Check printer - 1
Fax - 1
Phone set - 1 main and two cordless.
Staplers - 4 (3 up to 40 sheets and one up to 65 sheets)
Miscellaneous office supplies - Copy paper, Business Card
Holders, Pens, Notepads, Highlighters, Paper Clips, DL
Envelopes, Large Envelopes, Reception Desk Calendar,
Appointments book, childrens play toys, coffee, urn, 6' fold out
table from Lowes. Polystyrene cups from dollar store (coffee too
- one dollar per jar), water dispenser, sugar etc...
- We suggest sourcing much of your furniture from Craigslist.
- CABLE -
Contact local cable company. They will install two phone lines
and one separate fax/credit card machine. (which I recommend - https://squareup.com/)
but you may wish to use another company.
- UTILITIES - Change utilities to your business name.
- MARKETING -
We will provide you the designs for your marketing postcards,
business cards, posters and folders/envelopes.
- STOREFRONT SIGNAGE -
If desired, we will design your storefront fascia sign.
- NOTARY PUBLIC -
Notary Public are useful when notarizing ID's especially for
foreign workers when applying for an ITIN (Individual Tax
identification Number) Generally $10 per signature. And this
income is non-taxable.
- OPEN SIGN -
LED Open Signs available from Costco for ~$100
- SOFTWARE -
Once your computers have been set up and networked, we provide
the software link to be downloaded and set up and configured
with your printers. We recommend using
- BANKING PARTNER - After installing Drake Software you
will need to make an application to a partner to offer banking
services. This includes fee intercept services, debit card,
check and direct deposit services for your clients. Drake
Software works directly with
- PAYROLL - To set up your payroll we recommend
ADP. They will process your
bi-weekly payroll which you can enter online through
They also provide your quarterly reporting number for both state
revenue reporting and other reports required by your state.