Set up authorisations

If you are a principal authority or authorisation administrator, you can create authorisations for employees and other individuals who work on behalf of the business. It is your responsibility to maintain the integrity of your business records. This is to ensure:

  • employees can easily identify who can authorise them
  • the correct people have been authorised to access government online services on behalf of your business.

You can authorise someone as a:

  • Authorisation administrator – a user who can create and manage authorisations for others
  • Authorised user – a user who can work on behalf of a business
  • Machine credential administrator (MCA) – a user who can create and manage machine credentials to interact with government online services through business software. A Basic user cannot be authorised as an MCA.
  • Basic user – a user who can work on behalf of a business with a Basic identity strength in myGovID. You will need to re-authorise these users every 12 months. This is only available for a small number of participating government online services.  

For each government online service, you can grant either:

  • Full access
  • Custom access
  • No access.

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Before you start

Check with the user you are authorising that:

  • they have set up their digital identity, such as myGovID
  • their full legal name matches the name used to set up their digital identity
  • their email address can only be accessed by them. It can be different to the email address they used to set up their digital identity. For example, they may have used a personal email address to set up their digital identity, but you can send the authorisation request to their work email address.

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If you use a tax professional

If you use a tax professional to meet your tax obligations with the ATO or other government agencies, you don’t need to authorise them (or their practice) in RAM. Your agent will complete this on your behalf.

The tax professional notifies the ATO they're working on your behalf through their online services. This process has not changed.

Creating a new authorisation

To create a new authorisation:

  • select Manage authorisations
  • select the business you would like to add an authorisation to
  • click Add new user.

Then complete the following labels:

  • Representative type – select either Standard user or Basic user, this is based on the user's myGovID identity strength
  • Representative details – complete including the user's name and email address
  • Authorisation details – select Yes or No if you want the user to become an authorisation administrator or an MCA. Enter a start date and end date for the authorisation – this can’t be backdated or left blank. Alternatively, select no end date. An end date is required for a Basic user (no longer than 12 months from the authorisation date)
  • Agency access – select the level of access (Full, Custom or None). For Basic users, only agencies who accept this level of access will display.
  • Summary – review details and accept the Declaration
  • Customise access if custom access is given for ATO services, you will be redirected to the ATO’s Access Manager to set permissions. A Basic user who requires access to ATO online services needs to complete additional proof of identity requirements (automatically emailed to the user) before you can set their permissions.

    Note that a new authorisation needs to be created when changing the authorisation of a Basic user to a Standard user. Once accepted, the status of the Basic authorisation will change to ‘Inactive – Overridden’.

Watch:

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    Authorisation requests and codes

    When you authorise someone, the user will receive an authorisation request via email containing a code. The user must accept or decline the authorisation request within seven days or the code will expire and a new request will need to be sent.

    Re-issuing authorisation codes

    If an authorisation code has expired or is not working, the principal authority or authorisation administrator will need to re-issue a code. To do this:

    • select Manage authorisations
    • select the business name associated with the user
    • click View next to the user’s name which will have a pending status
    • click Re-issue a code under the authorisation code details
    • a confirmation message will appear advising the code has been re-issued
    • click Continue.

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