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Masking Social Security Numbers (SSNs) for clients with preparers outside the U.S.

To comply with IRS regulations related to disclosing tax information to preparers located outside the United States, you can set up a password to control which preparers can view Social Security numbers (SSNs) in UltraTax CS clients.
Only give the password to preparers who are permitted to view SSNs. All users will be asked to enter the password when opening UltraTax CS. If they don't know the password, UltraTax CS will open but will run in a restricted mode that masks SSNs and prevents certain windows from opening.
note
  • This feature only applies to the current-year version of UltraTax CS.
  • Turning on this feature doesn't mask SSNs in other CS Professional Suite applications, or in prior-year versions of UltraTax CS.
  • The licensee is responsible for restricting access to SSNs in other applications for preparers that aren't permitted to view them.

Points to review when you turn on masking and password control for SSNs

  • Preparers, reviewers, or staff who can't view SSNs can still process returns in UltraTax CS, but the application will mask all SSNs with
    ###-##-####
     on input screens, forms, windows, and other areas that normally display client SSNs.
  • Certain areas that normally show SSNs won't be available to preparers, reviewers, or staff who are prevented from viewing SSNs. These include: the
    Electronic Filing Status
     window,
    CS Connect
    ,
    Data Mining
    , the
    Client Communications
     window, and the
    CS Connect transmission log
    .
  • When SSNs are masked, the printed copy of the client's return can't be submitted and the return will fail electronic filing error checking. A preparer permitted to view SSNs should print the return or create the electronic file to avoid these issues.
  • Client ID
     isn't affected, so you may want to rename a client's ID if it contains the client's SSN.
  • If you use the electronic delivery features, we recommend you don't use the TIN (EIN/SSN) as a component of a generated password. This is because the
    Client Communications
     window will show the TIN after the electronic copy of the return or an electronic organizer is created. To turn off this component of the password, select
    Setup
    ,
    Client Communications
    ,
    Password
    , then clear the
    Taxpayer Identification Number (SSN/EIN)
     checkbox.
  • Certain screens contain SSNs in dropdown lists, such as the eligible student information statement on the
    Educate
     screen in UltraTax/1040. Since SSNs will be masked in these lists, preparers who can't view SSNs won't be able to select an item from the dropdown list.
  • We recommend you restrict access to the
    Repair
     screen, which is accessed through the
    Help
     menu. To do this:
    • Go to
      Security Configuration
      , the
      Security
       tab, and mark the corresponding checkbox if using standard security
    • Restrict the permission to use
      Help
      , then
      Repair
       if using advanced security.
    note
    This helps prevent access to the CS Connect connection logs, which can contain SSNs.

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