esign 2014 with irs form 8879

©2012 Clark Nuber. All rights reserved

Electronic SignaturesWhat You Need to Know

Sample Uses

Sales

• Sales Order Processing

• Customer Account Provisioning

• Special Deal Terms

• Partner Agreements

• Referral Agreements

• Reseller Agreements

• New Hire Paperwork

• Candidate NDA• On/Off-boarding Checklist

• Employee Policy Distribution and Signature

• Contractor Agreements

• Non-disclosure• PTO Management

HR Finance

• Invoice Processing

• Expense Reporting

• Capitalization Mmgt

• Audit Signoff• Policy Management

• Inventory Signoff

• Asset Transfer/Retirement

• Change Management

• Release Management

• Code Review Reporting

Product Management Procurement

• Purchase Order

• Statement Of Work

• Master Service Agreement

Marketing

IT / Operations

Support

Legal

Facilities

• Event Registration

• Customer Communication Approvals

• Mass Mailing/ Email Approvals

• Asset Tracking• Change Requests• Requirements Sign Off

• Access Management

• Incident Reporting

• Production Change Authorization

• Maintenance Authorization

• Account change• Service / Work orders

• Terms change

• Contracts• Non Disclosures• Internal Compliance

• Intellectual Property Licensing

• Outside Counsel Agreements

• Front Desk Sign-in

• Work Orders• Lease Agreements

• Move In / Move Out Requests

Clark Nuber Uses• Clients

– Audit engagement letters– Management representation letters– Tax entity engagement letters– New 1040 clients

• Employees– IT policy– Annual independence survey

Matson Isom Uses– New client acceptance process– Conflict of interest– Client Portal creations– Engagement letters (tax, assurance, cons, acct)– Employee handbook and related amendments– Independence surveys– Offers of employment– Various routing sheets within the office

E-Sign Replaces Paper Process• Print to letterhead paper• Getting it ink-signed• Envelope, mail• Second mailing• “Receive and batch”• Scanning

Clark Nuber Workflow1. Accountant requests EL

2. EL admin person receives alert and creates draft

3. Accountant receives alert, edits and approves draft

4. Admin receives alert, creates final EL, and sends to client through DocuSign

5. Admin receives signed EL from DocuSign and posts to DMS

6. Accountant receives alert that EL is signed and posted

Sending a Signature Document

• Upload the document• Add recipient email address(es)• Add signature fields• Send• Receive copy of completed document

Signing a Document• Receive an email • Click the link, view the document• Click the signature fields and submit• Receive email notification with link to

completed document

Top Features We Use• Complicated routing• Mailbox routing• Print driver• Cloning• Flexible reminders• Unlimited retention in DocuSign system• Audit trail

Routing• Blast to all signers• Sequential• cc at any point in routing• Reassign• Agent – doesn’t require known email

addresses

Clark Nuber Users• Commercial Tax• Not for Profit Tax• Audit• Accounting• IT Admin• Human Resources• Outsourcing client

8878, 8879 Requirements• Digital image of signed form• Date and time of signature• “Computer” IP address• Login identification – username• Identity verification – KBA passed results• Method used to sign – system log or audit trail• http://

www.irs.gov/uac/Electronic-Signature-Guidance-for-Forms-8878-and-8879

http://www.irs.gov/uac/Electronic-Signature-Guidance-for-Forms-8878-and-8879



Knowledge Based Authentication(KBA)

• Driver’s License• Business Associations• Aircraft Association• Individual Domain Name Association• Owned Property• People Association• SSN Association• Vehicle Registration• Watercraft Registration

Current 8879 Process• Post tax return to portal• Post 8879 to portal• Taxpayer prints and signs

– Scan and email– Fax– Paper mail

• We receive and post to DMS

Electronic 8879 Process• Add 8879 and tax return to DocuSign• Receive signed file• Post to DMS

(cPaperless)

FeaturesPros Cons

cPaperless Best tracking listNo user count pricingPortal integrationBuilt for public accounting

Smaller than DocuSign and CCH

DocuSign Least expensiveMost features. Best routing.Full feature mobile app

Multiple tracking listsMost complex for sendersBulk sending costs more

CCH Integration Mouse, stylus or finger signing only

CostsNo KBA With KBA

cPaperless $1.50-$2.25 + $1.00/signer Volume based, unlimited users

DocuSign $0.00 + $2.50/signer $30/user/month, unlimited documents, KBA - minimum 100 = $2,500Bulk send – Enterprise license (+$)

CCH $1.00 $5.00 One signature or filing jointly

cPaperless

<500 500 - 999 1,000 - 2,499 2,500+

$2.25 $2.00 $1.75 $1.50

8879 (KBA) + $1.00 per signer (filing jointly = 2 signers)

cPaperless Tracking List

DocuSign Tracking List

CCH Tracking List

Decision Factors

• Minimum use of eSign, 8879 only– CCH

• Use eSign wherever possible– cPaperless

• Use advanced features– DocuSign

esign 2014 with irs form 8879

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