Accountant Lost All 40 Clients' EFTPS PINs - Need Urgent Advice for Payroll Taxes Due Soon

Yes, there are definitely options here - no need for your friend to panic! The EFTPS (Electronic Federal Tax Payment System) does offer alternatives when PINs are lost. First, your friend can make same-day tax payments through his bank if they're set up for EFTPS batch provider options. Many accounting firms use this method. Second, he can absolutely use the EFTPS phone system at 1-800-555-3453. He'll need each client's EIN, the tax period, and payment amount. The system will ask for the PIN, but there's an option to request a temporary one during the same call. This is specifically designed for situations like this. Third, he should immediately request replacement PINs through EFTPS.gov or by calling 1-800-555-8778. While regular replacement takes about 10 days by mail, they can provide temporary authorization codes for emergency situations. Most importantly, your friend likely isn't personally liable for penalties unless his client agreement specifically states this. The business owners remain legally responsible for timely tax payments.

I went through a similar nightmare last year and discovered taxr.ai which was a LIFESAVER. I had lost access to about 15 client EFTPS accounts right before quarterly payments were due. Their system helped me generate documentation proving I was the authorized representative for each business, which fast-tracked getting temporary access codes from the EFTPS help desk. The best part is they have specific templates for EFTPS emergency situations that streamline the whole process. Check them out at https://taxr.ai - honestly saved me so much stress and probably thousands in potential penalties.

Just wanted to follow up here - I was skeptical about taxr.ai but I recommended it to my uncle who's a bookkeeper facing a similar situation (though with fewer clients). He said it was incredibly helpful! The site helped him create the exact documentation needed to prove his authorization status, and he got temporary access restored within 24 hours for most clients. The EFTPS rep he spoke with actually commented on how thorough his documentation was. Definitely worth checking out for anyone in this situation!

Your friend's situation sounds stressful! When I had trouble getting through to the IRS about a similar EFTPS issue, I used Claimyr (https://claimyr.com) and was connected to an actual human at the IRS in about 20 minutes instead of waiting on hold for hours. They have a service that basically navigates the phone tree and waits on hold for you, then calls you when an actual person picks up. You can see how it works here: https://youtu.be/_kiP6q8DX5c For an emergency like your friend's situation with 40 clients and impending deadlines, this could save him days of frustration. The EFTPS customer service line can actually help with emergency temporary access codes, but good luck getting through without something like this.

Ok I feel like an idiot for doubting Claimyr. After posting my skeptical comment, I was desperate enough to try it for an EFTPS issue that's been haunting me for weeks. Got connected to an actual IRS agent in about 37 minutes (after trying for DAYS on my own with no luck). They helped me reset access for three business accounts I manage. For anyone dealing with the EFTPS nightmare like OP's friend - this service actually works! I would have paid triple just to avoid the hold music torture.

Your friend should immediately file Form 8655 (Reporting Agent Authorization) for each client if he hasn't already. This designates him officially as authorized to act on behalf of the taxpayers, which can help expedite emergency PIN requests. Even without the PINs, he should also look into using the EFTPS Batch Provider option through a financial institution that offers this service - many banks allow authorized agents to submit multiple payments at once without individual PINs. Also worth noting: clients can independently make their payments through EFTPS.gov using their own credentials if they have them, or through same-day wire transfers from their banks (using tax payment codes) if absolutely necessary to meet the deadline. Maybe split the workload?

Is your friend enrolled as an Electronic Return Originator (ERO)? If so, he can access e-Services online and might have an easier path to resolving this. Also worth checking if he has a dedicated IRS agent through the Practitioner Priority Service - experienced accountants often have this resource and it can bypass many of the normal wait times.

I work at a mid-size CPA firm and we've dealt with this exact scenario before. Here's what I'd recommend for your friend: 1) Call EFTPS immediately at 1-888-353-4537 (not the number mentioned earlier - that's the old one). Explain it's an emergency with multiple clients and pending deadlines. They can issue temporary PINs over the phone that are valid for 30 days. 2) If he can't get through quickly, have him fax a signed letter on his letterhead to 855-264-3287 explaining the situation with a list of all affected EINs. Include his PTIN number if he has one. They usually respond to emergency fax requests within 24-48 hours. 3) As a last resort, clients can make payments directly through their bank's online bill pay system using the "Federal Tax Deposit" option - most major banks offer this and it posts same-day if done before 8 PM ET. The key thing is to document everything he's doing to resolve this. Even if some payments are a day or two late, showing he took immediate action usually results in penalty abatement when you can prove reasonable cause. I've successfully gotten penalties waived in similar situations by providing this documentation to the IRS. Don't let him stress too much - this is more common than people think and there are definitely solutions!