Oktap Form – Fill Out and Use

OKLAHOMA TAX COMMISSION

ONELINK TAX SYSTEM

To link directly to a topic: hover over the Table of Contents section title, and click.

NOTE:

All account numbers, company names, and graphic examples are fictitious. Any resemblance to an actual company or taxpayer is completely coincidental.

OVERVIEW - OKLAHOMA TAXPAYER ACCESS POINT

Oklahoma Taxpayer Access Point (OkTAP) is an additional way to access your tax information. Taxpayers who choose to register for OkTAP will have the ability to manage and monitor their tax accounts via the internet anytime, anywhere.

Online messaging is also available and provides a secure connection for the taxpayer and/or their agent to submit a message to an Oklahoma Tax Commission (OTC) representative.

TAX TYPES CURRENTLY SUPPORTED IN OKTAP

Currently, there are three tax types supported in OkTAP: Alcohol, Cigarette, and Tobacco. Over the next few years additional tax types will become available for access through OkTAP.

FILERS WHO USE THE OTC ONLINE FILING

User IDs and passwords used on QuickTax, the Business Tax Filing System, will not work with OkTAP. The taxpayer must register to use OkTAP.

FREQUENTLY ASKED QUESTIONS

Users who have questions while using OkTAP should navigate to the blue FAQs link located at the left side of every screen.

When users log out of OKTAP they should always close the web browser to ensure that none of their personal data remains in the computer’s cache

memory.

Steps to register for OkTAP:

1. Click the button: Sign Up Now!

2.To begin the registration process click the link, Step 1 of 3: Personal Information a. Complete the required information and click OK:

i.-Your name

ii.-Email address: must be valid to receive confirmation of registration and Authorization Code for the initial login

iii.-Contact Phone: (required for business taxes)

iv.-Alternate Phone: (optional)

Once the first window is completed the information entered will appear on the registration page and the next link will become available.

3.Click Step 2 of 3: Create Logon Credentials

Complete the required information and click OK:

-Logon ID: (30 character maximum)

-Password: Passwords must contain 10 or more characters and include:

♦At least 1 upper-case letter

♦At least 1 lower-case letter

♦At least 1 number

-Secret Question and Answer

4.Click Step 3 of 3: Customer and Account Information

Complete the required information and click OK:

-Select the ID type (Federal or Social Security ID number) -Enter the ID Number

-Account Type (using the drop down arrows) -Account Number

-Account Zip Code

5. Click the Submit button to complete the registration.

Next, you will receive an OkTAP confirmation screen. The confirmation screen will provide the New Registration request confirmation number.

The OkTAP Registration request will be processed and you will receive your Authorization Code within a few minutes. The Authorization Code is required for your initial login and will be sent to the e-mail account specified during the registration process.

Below is an example of the Authorization Code e-mail:

SMANAGER

Authorization Code

STORE MANAGER

LOGGING ON FOR THE FIRST TIME

Once registration is complete, your Authorization Code will be sent to the specified e- mail address. The Authorization Code must be used to logon for the first time.

WHAT IF I FORGET MY PASSWORD?

If you forget your OkTAP password, you can reset your password yourself.

Click the tab: Forgot my Password on the main Logon screen.

Initially, only the first two items will be displayed in the window. Enter in your Logon ID, and then click the Next button.

Answer the Secret Question you set up at your initial registration, and enter in your new password.

A confirmation window will display, and an email will be sent to your email address confirming the password has been changed, with a new authorization code (example notice below).

Click on the Click here to login hyperlink. This will take you back the Logon window

New Authorization Code

THINGS YOU CAN DO WITH OKTAP

Once you have received your Authorization Code and have logged in for the first time, you are ready to manage your tax accounts, submit returns, exchange messages or notices with an OTC representative, and view correspondence.

The Home window contains two options in the Navigation menu group, My Profile and Add Access to Another Account.

Each of the four tabs available, Accounts, Requests, Notices, and Letters & Permits will be discusses in a later section.

MY PROFILE

Your profile acts as an umbrella to all of the accounts available through OkTAP. This is called the Taxpayer level. Any changes made to your profile will affect and govern all the accounts you specify for access through OkTAP.

My Profile – From My Profile, you can update your web profile information, cancel your online access, and change your password from the I Want To menu in the top right of the window. The Master Account Holder is also able manage any logons that have access to his or her accounts using the tabs in the main body of the window.

Manage Logons

Logons tab – Under Manage Logons, the Master account holder is able to see a list of all Web Logons that have access to any of the accounts. To inactive a logon, click the Active link and remove the check mark from the active box. Then click the Save action button.

Settings tab– Using the Settings tab the Master account holder is also able to disallow any new logons under the business’s FEIN or the sole proprietor’s SSN, and set their default

Access Level. (See table at the end of this document for more information on what different Access Levels are able to do.) Once all the logons you need for your business have been created through the registration process, it is recommended that New Logons Allowed be set to No. This will prevent any additional logons from being created until you change the setting.

Access to My Accounts –this tab allows the Master account holder to control the kind of access on a per account basis per logon account using the link in the Access Level column.

If you want to change the access level of a certain account, or allow or disallow a Web Logon access to that account, click on the blue Access Level hyperlink and choose the appropriate action.

To remove any kind of access from a particular account use the appropriate combination of the Active check box and the Acess Level. If a check mark already exists, click into the check box to remove the check mark to inactivate access to the account. The results of the changes will be shown in the Access Level and Active columns.

The options for Access Level are: All Access, File (returns), View.

ADD ACCESS TO ANOTHER ACCOUNT

The second menu option on the Home window is Add Access to Another Account.

This option allows you to specify other accounts to be available through OkTAP for your logon. The type of access allowed will be the default access defined in your profile.

Add Access to Another Account – When you click the link the window will change to the example window below. Use the drop down menu to select the type of account you want to add. Provide the Account ID and the Zip Code. The system will validate whether or not this FEIN/SSN and Account ID combination exists in the system.

In the Home window there are four tabs available, Accounts, Requests, Notices, and Letters & Permits. Each of these tabs will provide different information, but all will be at an overall taxpayer level.

Each tab will be discussed in reverse order:

LETTERS & PERMITS

You can view letters and permits that you have received from the OTC by clicking on the tab labeled Letters & Permits.

To view and print a letter or permit, click on the Letter ID hyperlink.

VIEWING AND SENDING NOTICES

Click the Notice tab, to send and receive messages from the OTC.

When there are unread notices there will be three tabs within the Notices tab. By default the Unread tab will open when new notices have been received. In each tab you will click the Subject title hyperlink to open a notice.

∙Unread – this tab will list all notices that have not yet been read.

∙Inbox – will contain all notices that have been read.

∙Outbox – contains all notices that have been sent.

To send a Notice, you will need to have the Outbox tab open. Click the link, ‘Click Here to Send Notice’.

A send notice window will open and you will be able to choose a message type.

∙Account Question – question or notice is associated with a specific tax account

∙Reply – response to a previous notice

∙TAP Question – question specific to the OkTAP functionality

∙Urgent Question – notice is time sensetive

Next, enter a subject for your notice, and then the body of your notice.

Click the Send Message button on the left when you are ready to send.

REQUESTS

A request is any action performed through OkTAP—Registering, Filing a return, Adding Access to Another Account, etc. When you click the Request tab, you can view your requests and see their status. To open a request to look at the detail, click the Title hyper link.

ACCOUNTS

You can open the Accounts tab by clicking either the My Accounts menu option or by clicking the Accounts tab. The Accounts tab will list all the accounts that you have access to through your logon.

Always located on the top right of the window, are the Add and/or Edit links to update DBA Name and Mailing Address information. When you are at the Home or Taxpayer level window, this information will pertain to the business in general.

To add or change the DBA Name, click the link and complete the form that opens.

Click the Submit button to send the request for processing to the OTC.

Account Details

To view the account details click on the Account ID hyperlink. That specific account will then be shown. Notice the top of the window has changed; the left side displays the name of the tax type and summary information about the account. If the logon has All Access, the DBA Name and Mailing Address would be available for editing.

The Navigation menu has changes at the account level. There are new options that are specific to the type of tax account you have open. The options available are:

Close Account – request to close the tax account. You will need to provide a closure date and reason. There is also a provision for providing information is the business is being sold.

Submit Attachment – provides a way to send attachments to the OTC.

Make a Payment – will connect you to the OTC websit to use OK.gov to make an electronic payment.

Refund Deposit – provides a way to submitt banking information so that refunds can be completed electronically.

Order Stamps – this option is only available for Cigarette Wholesale Tax. Provides the ability to order cigarette stamps online.

For details of each of these options see the section, Navigation Menu Details – Account Level at the end of this document.

You can file returns by clicking on the File Now hyperlink.

FILING A RETURN

In your OkTAP Account, under the Period List, will appear a different blue link tags:

File Now – Return has not yet been filed

View Request – Return has been saved to finish later, or was filed and has not yet been processed by the OTC

View Return – Return has been filed and processed by the OTC

Clicking on View Request or View Return opens up a “View Only” copy of the return

Clicking on File Now or Change, an electronic copy of the return form will open.

C

D

E

A.Green Submit button will submit your return. Your password will be required when the return is submitted, acting as an electronic signature

B.Save and Finish Later will save the return as a stored request. This means that the return has not been filed, and will not be considered filed until it has been submitted.

C.The cancel button will discard any information entered into the return form

D.The Attachment Box shows any attachments that have been added for that return

E.For Cigarette and Tobacco Wholesalers, you have the option to enter your tribal sale deductions. Marking the “Enter Tribal Sales” checkbox will activate a blue link to the left of the checkbox. To enter your tribal sales, simply click on the blue link and fill out the table information.

F.Blue text like this shown are links that will open additional windows.

G.Account information is displayed in the upper right corner of the page, allowing quick information concerning the account, filing period, and due date.

Return Payment Options

The OTC encourages taxpayers to utilize electronic payment methods. To make an online payment, open the account and select the Pay link. Once the pay link has been selected, you will be redirected to an external payment site to make your payment.

Payments can be made through www.tax.ok.gov/payments.

When a return with tax due is submitted through OkTAP, you will be given the option to either make an online electronic payment, or create a payment voucher to send to the OTC with your check.

To create a payment voucher to send with your check, click the Add Voucher button. This button will be available in your confirmation window after a return with tax due has been submitted.

OkTAP will display a payment voucher with the current date and amount due reported on the return you submitted. Click Submit to create the voucher. The payment voucher is available for you to view and print from the Letters & Permits window.

The Cigarette stamp order form will open.

Clicking the blue hyperlinks will open additional windows that are explained on the following pages.

Shipping Information

The stamps will be sent to the address listed on the form.

The top portion of the form contains the shipping address and contact information that will be used to ship the stamps. Be sure to review this address.

If the information is incorrect, or if you would like to use a different shipping address for this shipment only, click on the blue hyperlink, Use different shipping information. A pop up window will open where you can update the shipping information. The name, phone number, and email address refer to the person who should be contacted in case any questions arise.

Ordering Stamps

To specify the quantities you want to order, click the corresponding blue link of the type of stamp you want. A window will open allowing you to enter the number of rolls and/or pads you would like.

Oklahoma Cigarette Tax Stamp – Green Stamp

To order Green Oklahoma Stamps, click on the link. Enter in the number of rolls or pads for each type and then click the OK button.

One pad is 20 sheets (3,000 stamps); this is the minimum pad order.

Sales of State or Tribal Compact – Orange Stamp

To order Orange State/Tribal stamps, click on the hyperlink. Enter in the number of rolls or pads for each type; then click the OK button.

Submitting Your Order

Once you have completed the form you are ready to submit your order. Click the green Submit button on the left side of the page.

A confirmation screen will appear to notify you that your order has successfully been submitted. You will need to refer to your confirmation number, if you have any questions or problems with your order. The amount due is also shown in bold.

Paying for Your Stamps

Stamps will not be issued until a payment has been received in full for the amount due. You may make your payment by clicking on the blue hyperlink, www.tax.ok.gov/payments, on the confirmation screen, shown above. You will be redirected to the Oklahoma Tax

Commission website’s payment screen.

There is also a Make a Payment link that is available for your convenience at the account level. This link performs in the same way as the link on your confirmation screen. You will be redirected to www.tax.ok.gov/payments.

Shipment Confirmation Notice

After your payment is received, the cigarette stamps will be shipped to the address on the form using FedEx 2 day shipping. You will receive a confirmation notice in your OkTAP account Notices tab. The Notice will contain the FedEx tracking number that will allow you to track your order. You may track

your cigarette stamp order by clicking on the numbers, or by visiting www.fedex.com/Tracking and entering in your tracking numbers.

Cancelling Your Order

You may cancel a cigarette stamp order through OkTAP only if it has not yet processed. Do

this by clicking on the Requests tab in the account. Locate the Cigarette Stamp Order request you want to cancel. If the Request Status is “Pending…” your order has not

processed and is eligible to be canceled.

To cancel your unprocessed order, click on the blue hyperlink, Cigarette Stamp Order, shown above. This will open your request. Click the Withdraw Request link on the left, and then confirm your action to cancel your order.

If your request status is “Completed”, your order cannot be cancelled through OkTAP. You will need to return your excess stamps using the existing process.

Utilizing Cigarette Credit

A taxpayer will be notified when a credit exists on their Cigarette Account. The credit will NOT display until you open the Order Stamps Form.

Once you complete the order form on the individual stamps type, those numbers will populate onto the Cigarette Stamp Order Form. (The example used was the Yellow Stamps.)

The credit below has NOT been applied to the total order.

Once the “Use Available Credit” is checked, the credit will be applied to the order and the Total Amount Due will change.

When a credit exists on your Cigarette Stamp account you do not have to use the credit at that time. However, keep in mind that you cannot use a partial credit amount.

ACCESS CHART — TYPES AND LEVELS

The Master Account Holder is able to adjust the access levels of any individuals that have access to their account(s)

There is only one Master Account Holder granted per taxpayer. This logon has the ability to manage access of all other logons for the taxpayer's account(s), close account, and manage bank information for direct deposit refunds. The first login for the taxpayer is by default the Master Account Holder for the taxpayer. Any subsequent logon established under the same FEIN or SSN will be considered an Account Manager.

OkTAP has three access levels: View, File, and All Access. The Master Account Holder controls the access level for all other logons. The access level for a login can be set independently for each tax account for which access has been granted to a logon. The Default Access Level is File (This can be changed in Manage Logons – see page 17)

Submit Attachment – You can attach a word or spreadsheet document to your account, the attachment can not be larger than 30 (MB)

Fill in the month and year of the associated filing period, and click the Add Attachment hyperlink to choose a file.

Type a short description of the file, then click your browser button to open up your directories. Once the file is selected, click the save button to attach the document/spreadsheet.

Make A Payment – Will take you to our sister website for you to make any payments.

Click the “ Click here to proceed to OK.gov “ hyperlink

Refund Deposit – To have refunds directly deposited into a bank account, the Master Logon will need to enable this feature for a tax account. To have refunds direct deposited into a bank account, identify the account type you wish to have refunds deposited into - checking or savings. Enter the routing number of the financial institution and your account number. Once done click the Submit button

WITHHOLDING REGISTRATION APPLICATION

To apply to register a withholding account on TAP you will need the following information:

Valid email to register

Ownership information

Physical address of the business

Dates of operations for the business

Getting Started

The Withholding Application link on the OTC webpage brings you to this screen:

From here the withholding application process is a straight-forward, top-down procedure guided by section hyperlinks that open information panels. Note the Submit and Cancel buttons at the top and bottom of the page. If you wish to cancel the application process, click on the Cancel button at any time. Upon completion of your application, you will be directed to click on the Submit button to finalize the application. Read all directions carefully and be aware of hyperlinks and small question marks than can assist you in the application process.

1.Click on the Part 1 of 4 – Enter Account Information hyperlink to bring up the Account Information panel.

Inside the Account Information panel, all yellow fields are required. If a field turns red it

is in error and must be corrected before moving on. Note the small blue question mark next to the “Are you an out of state entity?” check box. These blue question marks appear

throughout the application process. Click on the blue question mark to bring up additional information regarding that step. The type of account you select from the drop-down menu will activate different options later in the process, so make sure all the information is correct. Complete all required fields and click on the OK button.

This completes Part 1 of 4 and returns you to the home screen. Note the hyperlink for part 2 is now activated.

2.Click on the text hyperlink to begin Part 2 of 4 – Enter Contact Information.

This hyperlink brings up the Business Contact Information panel. Complete all required fields and click on the OK button. Clicking in the “Are you a payroll company?” check-box

opens additional fields regarding payroll company information. If you are part of a company which provides payroll services you will need to complete both sections of this panel. The expanded Payroll Company Information section is shown below.

Complete all required fields and click on the OK button. This completes part 2 and returns you to the home screen.

3.Enter Ownership Information

A. Click on the text hyperlink for Part 3 of 4 – Enter Ownership Information to

being.

This hyperlink brings up the Ownership Information panel. Complete all required fields and click on the OK button.

This completes part 3 and returns you to the home screen. Note that the Enter mailing address hyperlink now appears.

B. Click on the Enter mailing address hyperlink to open the Mailing Address

panel.

You may use the USPS Website hyperlink in the top-right corner to find the last 4 digits of your zip code for faster processing. Complete all required fields and click on the OK button. If your physical address is different from your mailing address you will need to repeat the steps for that portion of the process as well. If not, click the Same as mailing address check box to move on to the next section of the application.

This completes the mailing address portion and returns you to the home screen where the Search for code (NAICS) hyperlink appears.

C. Click the Search for your principle products or services code (NAICS) hyperlink to begin the search process.

This hyperlink brings up the Industry Code Lookup panel. Complete all required fields to generate product code. If You need more information on NAICS codes, click on the blue blue question mark to bring up an information box.

Use the Keyword box to search for the product code that best fits your company. Type a word or words that best describe your business and hit enter. To learn more about a particular NAICS code, click the Details hyperlink on the right side of the Code window. These boxes will provide additional information and help you determine the correct NAICS code. To select your NAICS code, click on the NAICS code number hyperlink in the left column of the row the best describes your business.

Clicking on the NAICS code number hyperlink will return you to the home screen with the correct NAICS number and description filled-in. Once the code is entered, the next section is activated.

D. Click on the Enter owner/responsible party information hyperlink to open the owner/officer information panel.

Note the owner/officer information panel is tabbed. If you have additional owners/officers to enter, click on the Add a Record text to open up another tab. Repeat this process for all owners/officers. If additional records are opened unintentionally, use the Delete this Record hyperlink to remove errant records. Once all responsible parties are added, click on the OK button.

Completing the officer information returns you to the home screen where the Wage Withholding Tax section is now activated.

E. In the Wage Withholding Tax section, use the check boxes on the right to complete this portion of the form. All boxes are required (yellow) and must be completed to move on.

Once finished, the final section will appear: Part 4 of 4 – Electronic Signature.

4.To complete the application process, read the Electronic Signature statement and click the “I agree to this” check box to signify that this form is accurate and complete.

Note that Submit and Cancel tabs now appear at the top of the page. If your screen resolution is set to the point that the side scroll function is activated, the Submit and Cancel tabs will appear both at the top and bottom of the screen for convenience.

5.Once finished you will be taken to the CONFIRMATION screen. Use the Print button at the top of the page to print a copy of your confirmation which includes the application date and confirmation number. This number can be used to look-up the application if the taxpayer has a question.

Once the application is complete click on the Ok button. You will receive email confirmation of your registration after your application is processed. The email will contain your OTC account number and instruction for tax remittance. Please allow five business days for processin