Best Practices for Submitting Electronically Signed Forms to the IRSStarting March 1, 2016, the IRS will allow some forms electronically signed documents to be submitted. In order to ensure the documents are accepted successfully, please include the following:
1. A certificate of completion must be submitted with the documents. There are two options for providing this certificate. The first option is to automatically attach the certificate to the document upon completion. This can be enabled in the Features section of the account Preferences by selecting the "Attach Certificate of Completion to the Envelope PDF" check box. The certificate can be downloaded by following the instructions provided here.
2. Provide the Document History. The detailed audit log and document list can be found in the History of a document. While this isn't always necessary, there are certain forms that require more information than what is provided in the certificate. At this time, DocuSign does not have a list of the specific forms that require this.
To obtain the History of a document, navigate to Manage and find the completed document in the Sent or Completed folder. Highlight the document, select the small drop-down arrow located on the right, and select History. This pop up window can then be printed, saved as a PDF, or captured in a screen shot.
3. When uploading documents, upload each document separately and make sure the document name matches the name provided by the IRS. In some situations, the IRS will require proof that specific documents are included. In the History of the document, under the Documents section, a list of the included documents can be found. If the names of the uploaded files do not match the names of the IRS forms, the set of documents may be rejected.
For more information, read the regulations the IRS has posted on their website.