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Internal: Guidelines- Changing a Name, Address, and/or Licensing Information

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Requests for changes to any demographic information such as firm name or address are an immediate red flag that additional information must be gathered. Listen to key words and phrases such as "Merger", "Acquisition", or "Change of Partners", that may signal a review of licensing is also required. In any instance, clarifying questions are required to be asked before proceeding with any demographic changes.

Based on the situation or type of request, use the table below for guided questioning to determine the best course of action to take.

Changes to firm demographic information could impact electronic filing eligibility. Updates to name and address information must also be made with the IRS. If the firm receives a new Electronic Filing Identification Number (EFIN) as a result, we must verify for use to file tax returns or payroll tax forms. For UltraTax CS details, see E-file application summary and EFIN requirement overview. For Accounting CS details, see E-file application summary required to electronically file payroll tax forms.

Situation or Request Question to Ask Yes No

A name and/or address change is being requested.

Are the requested changes drastically different from what is currently on file?

Any requests for substantial changes to demographic information are indicative of the need to review licensing. Examples of substantial changes can include the following:

  • ABC CPAs changing names to XYZ, Inc.
  • A change to a completely new address

Verify the caller is the licensee or an executive and therefore authorized to discuss and make changes to licensing.

Proceed to the next question below.

Minor changes to demographic information are not indicative of a need to review licensing and changes can be made without a further review.

For additional information on completing demographic changes within EMS see Records Management Guidelines and Procedures. For GoSystem Tax RS accounts, see GoSystem name, address, and contact role changes.

Ownership or licensee change, merger, acquisition, or split is in some way indicated by the caller.

Is the same person maintaining ownership of the software?

If ownership is not changing, it must next be determined if the intention is to continue using the software in the same location.

While the software's licensee remains the same the intention may be to use the software at a new location.

Proceed to the next question below.

If ownership of the software will be changing it will first need to be determined if the intention is to continue use at the same location.

  • If only ownership is changing and the location will remain the same this would be considered to be a License Transfer. In this situation, the current licensee's intention is to transfer ownership to another individual within the same firm.

    To complete a License Transfer, see License Transfers 101

  • If both ownership and location are changing this would be considered to be a firm merge. In this situation, the current licensee's intention is to transfer ownership to another individual at a different firm.

    To complete a Firm Merge, see Process for Completing a Firm Merge 

A firm merger, acquisition, or split is taking place.

Will the location of the software be changing?

Determine if the intention is to use all or only some of the software at a new location.

  • If only some software will be changing location this would be considered a Firm Split. In this situation, the current licensee's intention is to take some software with them to a different location and remain the licensee of that software at the new location.

    To complete a Firm Split, see Process for Completing a Firm Spilt

  • If all software will be changing location this would be considered a Firm Merge. In this situation, the current licensee's intention is to use all software at a different location and remain the licensee at that new location.

    To complete a Firm Merge, see Process for Completing a Firm Merge

While the requested changes may be substantial, there is no need to make changes to licensing.

Review the following before making any changes to demographic information:

  • Ensure there are no established Office Share relationships.
  • Merger- Does a firm ID need to be added to a Multi-Office Record (MOR)?
  • Split- Does a firm ID need to be removed from a MOR?

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