Enhancing Client Verification in Seamlss: A Step-by-Step Guide

Ensuring your client verification process aligns with the latest Australian Taxation Office (ATO) requirements is crucial for compliance and efficiency. At Seamlss, we have updated our verification methods to match the ATO’s guidelines, making it easier for firms to stay compliant. This comprehensive guides you with the updated client verification process to help you navigate the new features.

Client verification is an essential step in managing tax and BAS agents’ responsibilities. With the ATO’s requirements, it is necessary to ensure that all clients are verified accurately. Seamlss has integrated these requirements into our platform, providing you with three distinct methods for client verification.

Verification Methods Overview

Our updated verification process offers three methods to choose from, each catering to different needs. These methods ensure that client identity verification is thorough and compliant with ATO standards.

1. Visual Identity + ATO Source Identity

This method involves clients uploading visual identity documents and at least one ATO source document. It’s a straightforward process that ensures identity verification through familiar documents.

Steps:

1. The client uploads a visual identity document (e.g., driver’s license or passport).
2. The client uploads one ATO source document (e.g., recent ATO notice ).
3. The client has provided their Bank Details when onboarding to check against the ATO portal.

2. DVS via Stripe Identity + ATO Source Identity

For enhanced security, this method uses the Document Verification Service (DVS) via Stripe Identity. It combines advanced identity verification with ATO source documents for comprehensive verification.

Steps:

1. The client completes DVS via Stripe Identity.
2. The client uploads one ATO source document (e.g., recent ATO notice or bank statement).

3. Visual Identity + 2 ATO Source Identity

This method is ideal for scenarios where bank details are not enforced. It requires clients to upload an additional ATO source document, ensuring thorough verification.

Steps:

1. The client uploads a visual identity document (e.g., driver’s license or passport).
2. The client uploads two ATO source documents (e.g., recent ATO notices or other financial documents).

Detailed Instructions for Clients

To help your clients complete the verification process, provide them with clear instructions based on the chosen method. Here are the detailed steps:

For Visual Identity + ATO Source Identity:

1. Upload a clear image of your driver’s license or passport.
2. Upload a recent ATO notice or bank statement.

For DVS via Stripe Identity + ATO Source Identity:

1. Complete the document verification via Stripe Identity.
2. Upload a recent ATO notice or bank statement.

For Visual Identity + 2 ATO Source Identity:

1. Upload a clear image of your driver’s license or passport.
2. Upload two recent ATO notices or other financial documents.

Step-by-Step Guide to Client Verification in Seamlss

Ensuring your client verification process aligns with ATO requirements is crucial for compliance and efficiency. Here’s a detailed guide to help you through the client verification process using Seamlss.

Step 1: Sending the Onboarding Request

1. Access Onboarding Requests:
   • Log in to your Seamlss dashboard.
   • Navigate to the ‘Add Clients’ menu.
   • Add basic client details and entities
2. Select Client Verification Method:
   • Choose one of the three verification methods:
     • Visual Identity + ATO Source Identity: Client uploads a visual identity document and one ATO source document.
     • DVS via Stripe Identity + ATO Source Identity: Client completes DVS via Stripe Identity and uploads one ATO source document.
     • Visual Identity + 2 ATO Source Identity: Client uploads a visual identity document and two ATO source documents.
3. Send Request:
   • Configure any additional instructions for the client during the onboarding process with Fetch Forms and Engagement Letter.
   • Send the onboarding request to the client.

Step 2: Client Completes the Verification Process

Client Receives Request:

The client receives an email to log in to Seamlss securely to complete the verification process.

Client Uploads Documents:

Clients will receive an onboarding request to upload the necessary documents based on the selected verification method. The following are the acceptable documents for each method:

• Primary Photographic ID (e.g., driver’s license, passport, government-issued proof of age card)
• Primary Non-Photographic ID (e.g., birth certificate, citizenship certificate)
• Secondary Identification Document (e.g., utility bill, Medicare card, ATO notice)

For DVS via Stripe Identity, clients will also need to upload at least one ATO Source document, such as a Notice of Assessment or ATO correspondence.

Client Submits Documents:

The client submits their details and documents in securely Seamlss.

Step 3: Admin Team Oboards & Verifies the Documents

1. Admin Access: Admin team logs into the Seamlss dashboard, to Actioned Requests list.
2. Navigate to Identity Verification: Go to the “Identity Verification” section.

Step 4: Review and Confirm Documents

1. Document Verification Type Selection: Choose the document type from the dropdown menu. Examples include:
   • Primary photographic ID
   • Notice of Assessment (NOA) number
   • Activity statement DIN
   • ATO correspondence reference number
   • Bank account details
   • ATO account details
2. Document Sight Method: Select how the documents were sighted:
   • Electronically is selected when using Seamlss
   • In Person – Select this when you sight documents in person in a meeting or at reception
   • Combination – when a combination of methods is required
3. Document Confirmation: Ensure that the identification documents are clear, legible, and accurately identify the client. Verify that there is no reason to question the authenticity of the documents provided.
4. Delete Documents Option: You can choose to delete the document files related to this identity verification. Note that document files will be automatically deleted after 7 days.
5. Mark as Verified: Click the “Mark as verified” button to confirm the verification process.

List for ATO Verification Methods

Source ATO Method

Step 1: Use Seamlss to get your client’s permission to link them using their TFN and DOB or ABN and name.

Step 2: Once collected, verify that the name your client provided matches the name on ATO systems.

Step 3: Verify 2 further pieces of information against ATO systems that were collected during the onboarding verification process. Acceptable information includes:

• Bank account details
• Details from an ATO-generated notice or lodged return
• Notice of assessment sequence number or reference number
• Activity statement document identification number
• Correspondence reference number
• ATO account details
• Recent account balance (information provided by the client can be close, typically plus or minus 5%)
• Amount of any refund, payment, or interest (general interest charge/shortfall interest charge) imposed (information provided by the client can be close, typically plus or minus 5%)
• Amount and frequency of a payment plan
• Pay as you go instalment amount or rate
• Gross payment or tax withheld from income statement
• Reportable super contributions
• HELP balance (a zero-balance value is not acceptable)
• Information specific to the client, including:
  • Name and membership number of super fund
  • Private health insurance membership number.

Source DVS Method

Step 1: Ask your client for their name and DOB or address using Seamlss onboarding forms and DVS process.

Step 2: Access via your Stripe Identity and verify the client’s name and DOB or address against 2 separate government identity documents. At least one must be a primary identification document as stated in the TPB Practice Note 5/2022.

By updating your client verification process to align with the latest ATO requirements, you can ensure compliance and enhance the security of your practice. Seamlss provides the tools and methods to make this process seamless and efficient. If you have any questions or need further assistance, please contact our support team.

For more detailed guidance, check our complete guide on ATO Client Verification Methods.

Stay compliant and efficient with Seamlss!