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  • Business appointments

    Who has access to my business – explained

    This function, available under Business Appointments from the left hand menu in Access Manager enables you, as the principal business, to appoint another business to be your agent for tax purposes.

    Permissions – When you create an appointment, you select specific permissions to authorise the services the agent may access on your behalf.

    Managing appointments – Existing business appointments can be viewed, modified (permissions changed), or removed.

    Note: Permissions for users in the appointed business are managed by Access Administrators in the business, based on the permissions you granted. All Administrators in the appointed business have automatic access to the permissions you granted their business.

    Whose business I can access – explained

    This function is for businesses who are appointed as agents, to act on behalf of the principal businesses that gave them access.

    An appointed business can:

    • view businesses they can act on behalf of
    • view permissions a business has granted them
    • authorise their own users or Device AUSkeys to an appointment and grant them permissions.

    Agent permissions – The agent can assign permissions to users in its own business, to access a principal business. Only permissions authorised by the principal can be assigned to the users in an appointed business.

    The auto access function allows Administrators in the appointed business to add and remove permissions for their Standard users. Credential holders with auto access:

    • get access to future business appointments given to the business
    • get authorisation to all permissions made available by each business appointment.

    Permissions can be manually assigned for users requiring specific permissions.

    Note: The Whose business I can access function is available under Business Appointments from the left hand menu in Access Manager.

    Appointing an agent for tax purposes

    An agent for tax purposes is an entity that you appoint to act on your behalf in the Business Portal. Transactions completed on your behalf by such an entity are legally binding, as if you had done them yourself.

    An agent in this context is not the same as a registered tax agent or BAS agent. This agency relationship is separate to, and in addition to, any relationship you may have with a registered tax or BAS agent.

    Your agent for tax purposes can view and work with your tax information in the portal. Before you allow your agent access to your information, make sure you fully understand the nature of a business to agent relationship.

    Example – appointing an agent for tax purposes

    You own:

    • Company No. 1 Pty Ltd – operates a retail trading business that is also responsible for the tax and accounting affairs of all your other businesses.
    • Company No. 2 Pty Ltd – invests in shares and rental properties.
    • Company No. 3 Pty Ltd – operates a franchise business.

    Each entity has an Australian Business Number (ABN). As the owner, you have an Administrator AUSkey for each entity.

    Company No. 2 and Company No. 3 may want to appoint Company No. 1 as their agent for tax purposes. This would allow Company No. 1 to act on behalf of the other two companies for the purpose of viewing and working with their tax information in the portal.

    This appointment would give you, as an authorised officer of Company No. 1, the ability to browse or undertake transactions for all three companies within the same portal session rather than logging in and out of the portal using three different security credentials.

    It's important to note that the agent for tax purposes has the authority to act in the capacity of the business that appointed them. This means anything done by your agent for tax purposes will be assumed to have been done by your business. Your business will be legally liable for anything done by the agent on its behalf.

    In this example, Company No. 2 and Company No. 3 will be bound by the action of Company No. 1 acting on their behalf.

    End of example

    Requirements to be an agent for tax purposes

    For your agent for tax purposes to act on your behalf and delegate permissions to their own staff, they must:

    • have a valid Australian Business Number (ABN)
    • have valid AUSkeys for their users for this ABN
    • use the Business Portal
    • agree to be your agent for tax purposes.

    Note: Do not create a business appointment for your registered tax practitioner (tax agent or BAS agent). Registered tax practitioners have access to their own online services (Tax Agent and BAS Agent portals) where they can access your records if you are their client.

    Limiting the agent's access to your business information

    When you create an appointment for an entity to act on your behalf using Access Manager, you can limit their level of access by using the permissions in the appointment. Only give them permissions for the services you want them to access. Administrators in the appointed entity have automatic access to the permissions you granted them. The appointed entity can further limit this set of permissions to users in their business requiring access.

    We recommend that you develop agreed processes with businesses that you appoint as an agent for tax purposes so you can understand and be informed about:

    • who you are granting access to (that is, who the Administrator AUSkey holders are)
    • which Standard AUSkey holders they may grant access to, and the period of time for which they will have access.

    All activities undertaken on your behalf by staff in the appointed entity are legally binding to your business.

    Manage permissions

    Appoint a business and assign permissions

    The appointment is done by the principal business that is appointing another entity to act on their behalf.

    To appoint a business:

    • Select Who has access to my business from the left hand menu.
    • Select Appoint new business from the blue menu bar.
    • Enter the ABN for the business you want to appoint.
    • Select Continue.
    • Select the relevant permissions. The Select all and Clear all buttons above the list can be used to select and clear all permissions for the user.
    • Select Save.

    Administrators in the appointed business will automatically be given the permissions that you have assigned to their business.

    Modify permissions for an appointed business

    To modify the permissions for an appointed business:

    • Select Who has access to my business from the left hand menu.
    • Select the appointed business from the list.
    • Select or unselect the permissions. The Select all and Clear all buttons above the list can be used to select and clear all permissions.
    • Select Save.

    Remove appointed business

    To remove an appointed business:

    • Select Who has access to my business from the left hand menu.
    • Select the appointed business from the list.
    • Select Remove Business Appointment.
    • Select Confirm.

    Assign access to credential holders for a principal business

    Although Administrators in the appointed entity have automatic access to the permissions granted by the principal business, they will need to give access to any other users in their business requiring access.

    Permissions that have been granted by the principal (appointing) business are displayed as read-only.

    Auto access feature

    Permissions for Standard users can be updated either in bulk using the auto access feature (this gives the user all of the permissions assigned by the principal business) or by allocating each permission individually.

    To add permissions in bulk for a Standard user:

    • Select Whose business I can access from the left hand menu.
    • Select My credential holders with auto access. This will list credential holders and allow the administrator to give the user auto access if they don’t already have it.
    • Select Give auto access in the manage access column.

    To add individual permissions for a Standard user:

    • Select Whose business I can access from the left hand menu.
    • Select the relevant business.
    • Select View authorised credential holders from the blue menu bar.
    • Select Authorise new credential holder from the blue menu bar.
    • Select a credential holder from the list.
    • Select the relevant permissions. Only permissions allocated to the appointed business are displayed. The Select all and Clear all buttons above the list can be used to select and clear all permissions for the user.
    • Select Save.

    Modify access to credential holders for a principal business

    To manually select specific permissions for a credential holder, where auto access has been set, their auto access needs to be removed first and the specific permissions need to be assigned.

    To remove auto access:

    • Select Whose business I can access from the left hand menu.
    • Select My credential holders with auto access.
    • Select Remove auto access.

    Next step:

    If auto access hasn't been set for the credential holder:

    • Select Whose business I can access from the left hand menu.
    • Select the relevant business.
    • Select View authorised credential holders from the blue menu bar.
    • Select a credential holder from the authorised credential holders list.
    • Modify the permissions by selecting or un-selecting the checkboxes. Only permissions allocated to the appointed business are displayed. The 'select all' and 'clear all' buttons above the list can be used to select and clear all permissions for the user.
    • Select Save.

    Remove access to credential holders for a principal business

    If auto access has been set for the credential holder:

    • Select Whose business I can access from the left hand menu.
    • Select My credential holders with auto access.
    • Select Remove auto access.

    If auto access hasn't been set for the credential holder:

    • Select Whose business I can access from the left hand menu.
    • Select the relevant business.
    • Select View authorised credential holders from the blue menu bar.
    • Select a credential holder from the list.
    • Select Remove Authorisation.
    • Select Confirm.
      Last modified: 21 Mar 2018QC 40983