Bir Etin Job Aides

Bureau of Internal Revenue

Enhanced eTIN External Users Job Aid
(Employer Authorized Users)
Version 3.0

Table of Contents
DOCUMENT EDITING CONTROL .................................................................................................................................................................................................. 3
ACKNOWLEDGMENT .................................................................................................................................................................................................................. 4
EMPLOYER AUTHORIZED USER ACCOUNT MANAGEMENT ................................................................................................................................................................................... 5
TAXPAYER TYPE: EMPLOYEE, USER TYPE: EMPLOYER .............................................................................................................................................................................. 16
DUPLICATE / EXISTING TIN – NAME VALIDATION ........................................................................................................................................................................................... 39
DUPLICATE / EXISTING TIN – OTHER VALIDATIONS AND ACTIONS ...................................................................................................................................................................... 41
DUPLICATE / EXISTING ‘OLD’ TIN ............................................................................................................................................................................................................... 41
EMPLOYER USER REPORTS.......................................................................................................................................................................................................................... 42
AUTHORIZED USER PASSWORD MANAGEMENT .............................................................................................................................................................................................. 46

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DOCUMENT EDITING CONTROL
PREVIOUS
VERSION

MODIFIED
PARTS

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DESCRIPTION OF THE MODIFICATIONS

MODIFICATION DATE

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ACKNOWLEDGMENT
PREPARED BY

Alvin Jason Tabios
Business Analyst Soluziona
DATE
04/15/2009

DATE

DATE

Teresita G. Castillo
Chief, TSPMD
DATE

Elenita S. Mariano
Asst. Chief, TSPMD
DATE

Andreliza R. Cala
Asst. Chief, SMSD
DATE

Alberto A. Pio De Roda
ACIR-ISDS
DATE

Marilou L. Del Rosario
HREA-TAS
DATE

Carolyn Ann C. Reyes
HREA-ISDS
DATE

DATE

RECOMMENDING
APPROVAL

APPROVED BY

Enhanced eTIN Employer Authorized Users Job Aid

Aida S. Simborio
OIC-Assistant Commissioner, TAS
DATE

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Employer Authorized User Account Management

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Create account

Access the eTIN website and click on Create Employer User Account link.

Click on the Agree button to continue with the user account creation.

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Create account

The following fields are next shown, for user entry:
• Username
• First name
• Middle name
• Last name
• Profile code – type of authorized user (fixed as ‘Employer’)
• Email address
• TIN
• Branch Code
For the user name, the following convention shall be used: st st
1 character – 1 letter of the first word of the first name
2nd character – 1st letter of the first word of the middle name

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3rd-11th characters – last name (2 characters minimum, 9 characters maximum)
Last character of the user name – numerical sequence (ie, in order to avoid exactly the same user name across persons with the same initials and last name.)
Note: eTIN usernames can only accommodate up to 12 characters.
Example 1:
RDO A has authorized user Juan Santos Cruz, while Employer B has authorized user Jose Silva Cruz.
If RDO A is the first to apply for an eTIN username, the username must be: jscruz1.
When Employer B attempts to create an eTIN username, the system will no longer accept ‘jscruz1’ because it is already an existing user. Thus, Employer B must create the following username instead: jscruz2.
Example 2:
RDO C has authorized user Pedro Flores Resureccion. In this case, due to the long last name, the corresponding eTIN username must be: pfresurecci1.
Example 3:
RDO D has authorized user Sue Lee Sy. In this case, the corresponding eTIN username must be: slsy1.

Entry of
Employer
Information

Validations on employer include checking the status of the employer or its head office if they are still active (status = ‘A’). The employer or its head office must also be WC (i.e., a withholding agent for compensation income).
If the TIN and Branch Code of the employer / its head office (as applicable) passes the validation criteria, A Terms of
Agreement Page is displayed and will have to be conformed to by the employer user. Otherwise, system will display a message saying that the employer or its head office is not currently qualified to enroll an Employer Authorized User in eTIN.

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Upon click of Submit:
• System saves the new user account.
• System emails to the new user account’s email address the system-generated user password.
•

Enrollment_date field in DB is set to the system date.

Note: An employer (i.e., a TIN and Branch Code record) may only have one active authorized user in eTIN.

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Update account

Employer authorized users may update their existing employer authorized user account by clicking on the My Account link at the Employer authorize users’ homepage.
The following fields are shown, as editable:
• Last name
• First name
• Middle name
• Status
• Email address

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Upon click of Submit:
• System saves the new user account.
• System emails to the new user account’s email address the system-generated user password.
•

Enrollment_date field in DB is set to the system date.

Note: An employer (i.e., a TIN and Branch Code record) may only have one active authorized user in eTIN.

Important: When changing personnel who will be responsible to use eTIN, employers must also change their eTIN authorized user names. To do this, employers must first request the eTIN System Administrator to Inactivate the current employer authorized user. Once the current employer authorized user is inactivated, the employer may create a new authorized user again online.

In the case where an Employer Authorized User account is still active in ITS and is not a withholding tax agent, but its head office is a withholding tax agent, and the user accesses eTIN, a Terms of Agreement Page is displayed and will have to be conformed to by the employer user.

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Once the user accepts the Terms of Agreement:
• System saves the new user account.
• System emails to the new user account’s email address the system-generated user password.
•

Enrollment_date field in DB is set to the system date.

Note: An employer (i.e., a TIN and Branch Code record) may only have one active authorized user in eTIN.

Employer
Information
becomes Invalid

In the case where an Employer Authorized User account becomes Closed in ITS and the user accesses eTIN, the system will display a message, saying that the related employer is no longer active; thus, employer authorized user is no longer allowed to use eTIN.
The user’s record in eTIN is then disabled.

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In the case where an Employer Authorized User account is still Active in ITS, and neither the employer nor its head office are no longer withholding tax agents, and the user accesses eTIN, the system will display a message, saying that the employer nor its head office is no longer a withholding tax agent; thus, employer authorized user is no longer allowed to use eTIN.

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Enhanced eTIN Employer Authorized Users Job Aid eTIN Homepage

In the eTIN Home page, click on the Authorized User Login link.

Employer user access Log on to eTIN as an Employer authorized user.

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Taxpayer Type: EMPLOYEE, User Type: EMPLOYER

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Employer user access Log on to eTIN as an Employer user and click on TIN Issuance for Employees link.
Validations on employer include checking the status of the employer or its head office if they are still active (status = ‘A’). The employer or its head office must also be a withholding agent for compensation income. [The head office and other branches have the same nine-digit TIN number but different three-digit branch codes.]
If the TIN and Branch Code of the employer / its head office (as applicable) passes the validation criteria, the Basic Taxpayer
Data form appears. Otherwise, system will display a message saying that the employer or its head office are not currently qualified to apply for TIN Issuance for Employees.

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Enter the following name fields in the Basic Taxpayer Data form:
- Last Name
- First Name

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-

Middle Name
Extension Name

The first 3 name fields are required.
Characters other than A-Z, a-z, period (“.”), and space (“ “), as well as consecutive spaces and periods, are not allowed.
Enter Birthdate information using a calendar input.

Optionally, enter a valid Email Address.

Select a Civil Status from the drop-down list of values.

Select a Gender from the drop-down list of values.

Fill up the Captcha field based on the displayed random figure.

Submit the entered basic taxpayer data.

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Entry of nonduplicate taxpayer data

Upon entry of non-duplicate taxpayer data (i.e., taxpayer basic data that is not yet in any database of BIR), the system will display the Detailed Taxpayer pages

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Detailed TP data Select a Citizenship from the drop-down list of values, or accept the default value of ‘FILIPINO’.

PSGC address information Select or enter Residence Address information for each address field.
The address fields are dropdown fields with lists of valid values, based on the Philippines Standard Geographic Codes
(PSGC).
Address fields will be required as long as an RDO Code is not yet determined by the system based on the currently selected address field values. Once an RDO Code is determined by eTIN, the other unfilled-up address fields will be available, but only
Optional, for manual user input of text data.
Dependency of the list of values (if any) for each address field is as follows:
•

Province

•

City/Municipality

•

District

•

Barangay

•

Street

•

Vicinity

Note: Substreet is always a text field.
Important: The TP’s RDO is actually determined based on the values in the current Business Address fields, not on the
Residence Address fields. However, eTIN will use the same PSGC address tables for Residence Address information in order to get a more complete and standard address data across public registrant taxpayers.
Enter your Residence 4-digit Zip Code.
Enter a Residence Telephone Number.
Enter a Foreign Residence address, if any.

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Tax Type
Form Type
ATC

Tax type is fixed as IT, form type is fixed as ‘1700’, and ATC is fixed as ‘II 011’.

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Civil Status

Select from among the following Civil Status values:
•

Single

•

Legally Separated

•

Spouse
Information

Widow / Widower

•

Married

In the case of a taxpayer with “Married” Civil Status, select or enter also for the following Required fields:
•

Employment Status of Spouse (choose from among 4 radio buttons)

•

Claimant for Additional Exemptions (either Husband or Wife)

•

Spouse Last / First / Middle Name

On the other hand, the following fields are Optional:
•
•

Spouse TIN

Spouse Employer TIN (9-digit TIN only)
Spouse Employer Name

In the case of a taxpayer with “Married” Civil Status, Spouse TIN (9-digit TIN only) is Required in the following conditions:
•

Taxpayer Gender is Male and Claimant for Additional Exemptions is Wife

•

Taxpayer Gender is Female and Claimant for Additional Exemptions is Husband

For any dependents, the following rules on birthdate are applicable:
•

Dependent cannot be older than the taxpayer

•

Dependent cannot be born at a date after the system date

•

Unless Incapacitated, dependent cannot be more than 21 years old (i.e., Year of system date minus the Year of dependent birthdate is not greater than 21)

Click on the Next button at the bottom of the page.

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Multiple employments Select either Successive or Concurrent employment as the type of Multiple Employment.
Once either is selected, at least one set of Previous / Concurrent Employer TIN (9-digit TIN only) and Name becomes required. Current employer info

Employer information is automatically retrieved by the system from ITS, based on the Employer TIN and Branch Code associated to the employer user currently logged on to eTIN.
In particular, the following employer information are retrieved:
- Name o Employer is an Individual
- Last / First / Middle Names o Employer is a Non-Individual
- Registered Name
- Address o Status is Current o Type is Business
- Telephone o Status is Current o Type is Business or Office o May be a landline Telephone, a Facsimile phone, or a Cellphone
- RDO Code o Status is Current
.

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Other taxpayer information Email address is the email address entered by the user in the Basic Taxpayer Data page.
Enter any value in any of the 3 other fields in the last data entry page:
•

SSS ID No.

•

GSIS ID No.

•

PRC ID No.

Note: The 3 ID fields may accept character, symbol and number information.
Click on the Next button at the bottom of the page.

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The Confirmation Page is shown, summarizing all the taxpayer data, with links to the previous pages for user edit of taxpayer data. Enhanced eTIN Employer Authorized Users Job Aid

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Employee RDO

Note: Employee RDO (i.e, the RDO Code field shown above) is derived by the system based on the employer business address, whether or not the employer is a large taxpayer.

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Click on Confirm.

Upon confirmation of the user, the system will save the latest values entered in the fields of the online pages.
TIN is generated. Record Status = Registration_Final.
Note: The record will be included in the next batch Upload to ITS.
The Confirmation Page and BIR Form 1902 may be printed and saved in a local computer.

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In particular, the Confirmation Page may be saved via the browser’s Save facility.

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To print this page, use also the browser’s Print facility or press Ctrl+P to print.

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To save the BIR Form, click the Download BIR Form button shown in the Confirmation Page.

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* Open saved BIR Form 1902 file.

After saving BIR Form 1902 file to a local disk, it may be opened and printed as a regular MS Excel file.

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* Print saved BIR Form 1902 file

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Duplicate / Existing TIN – Name Validation

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System
message
Name and birthdate fields

The system will consider the entered Basic Taxpayer Data as duplicate / existing if it matches an existing record, for each of the following scenarios where the registrant data and a databaserecord will be the same:
•

Last name, first name, middle name

•

Last name, first name, middle initial

•

Last name, first name, birthdate

•

Middle name, last name, birthdate

Note: Extension name is appended to the first name during this process.

Abbreviated names The system will detect a duplicate record that matches the user-entered data, even for pre-defined Abbreviated Names.
For the following cases with a duplicate record in the system, the system will treat the entered value and the DB value as the same: •
•
•
•
•

Maiden name

Santo and Sto.
Santa and Sta.
Junior and Jr.
Maria and Ma.
1st letter of the Middle Name and the Middle Initial

The system will also detect a duplicate record that matches’ the user-entered data, even for Married, Female taxpayers.
System will treat the entered value and the DB value as pertaining to the same taxpayer, based on the following validation:
ETIN
Middle name
First name

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LDAP
Last name
First name

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Birth date
Civil status = M

Birth date
Civil status = S

Duplicate / Existing TIN – Other Validations and Actions
‘ITS’ TIN

For any existing taxpayer information that is not related to OLD TINs:
Taxpayer Name and RDO Code, Description, Address and Telephone information are displayed.

Checking of email address

If the Email Address entered in the Basic Taxpayer Data form is already used in a previous application:
System will display message, saying that email address already exists in the eTIN database.

•

Registered TIN

•

TIN application cannot anymore continue.

For a duplicate record where registrant already has an existing TIN that was previously generated by eTIN
A message will appear stating that registrant already has a registered TIN.

Duplicate / Existing ‘OLD’ TIN

‘OLD’ TIN

If a registrant is found to be existing in the database whose TIN is found to be OLD, the system will prompt the user to enter his/her Current Business Address. Once an RDO Code is matched to the entered business address, the system will instruct the Taxpayer Name to proceed to his respective RDO (i.e., RDO Code, Description, Address and Telephone information) to have his/her data updated.

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Employer User Reports

Log on to eTIN as Employer user and click on Reports link.

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The following report is available for Employer user generation:
•

List of Employees who issued TINs thru eTIN by their Employers

Below are the parameters and layouts of these reports:
List of
Employees
who issued
TINs thru eTIN by their
Employers

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Click on Export to Save the report in Excel format to a local disk or Open the report in Excel format.

Click on Admin Reports Page to go back to the Reports main page.

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Authorized User Password Management

Sending of password Upon initial activation of an account, the eTIN authorized user must check his/her email for the username and password emailed by eTIN.

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1st-time logon

During the user’s first log on to eTIN, the system will require the user to change his/her password.
Please refer to page 6 for the Authorized Users logon screen.
User must enter the old password once and the new password twice. Upon successful logon, the user is directed to his/her homepage. Enhanced eTIN Employer Authorized Users Job Aid

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Voluntary
Password
Change

If the user opts to change his password any time, he/she must log on to eTIN and click on Password Management link.

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Voluntary
Password
Change

User must enter the old password once and the new password twice. Upon successful logon, the user is directed to his/her homepage. Forced
Password
Change

The user will likewise be required to change his/her password On the 30th day after the last password change.
Upon log on to eTIN, the user will be required to enter the old password once and the new password twice. Upon successful logon, the user is directed to his/her homepage.

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