Manage your jurisdiction mail with Anrok

Introduction

Anrok managed mail gives your company a dedicated US mailing address that Anrok uses when it registers you with jurisdictions. When a jurisdiction sends mail to this address, Anrok receives it, scans it, and emails a copy to your mail forwarding email.

There are typically three reasons why you might want Anrok to manage your jurisdiction mail:

• Faster registrations — Some jurisdictions mail information you need to finish a registration, such as access PINs and approval letters. Anrok can use this mail to move your registration forward without waiting for you to receive and forward it.
• Fewer manual steps — Access codes for your online tax accounts, filing frequency notices, and other correspondence go straight to Anrok, so you don't need to watch for registration mail and forward it.
• A copy of everything received — Anrok emails a scanned copy of every piece of mail sent to your managed address, so your team still sees all jurisdiction correspondence.

Managed mail is turned on by default when you set up a new Anrok account, and it applies to your new US registrations in every jurisdiction. Your company has one managed address that all jurisdictions share. You turn managed mail on or off for your whole company, so you can't turn it off for individual jurisdictions.

How managed mail works

Anrok creates your managed address the first time you submit a registration with managed mail turned on. Anrok then uses that address as the mailing address for that registration and for every new US registration after it.

• Receiving mail — When a jurisdiction sends mail to your managed address, Anrok receives and scans it. Anrok uses registration mail, such as PINs, to complete your registrations.
• Forwarding mail — Anrok emails a scan of every piece of mail it receives to your mail forwarding email. You can't view this mail in the Anrok app right now, so the forwarded emails are where you'll review it.
• Mailing address designation — Each registration shows which mailing address the jurisdiction has on file. On the Jurisdictions page, open a jurisdiction. Under Jurisdiction details, the Physical mailing address is labeled either Anrok managed address or Seller managed address.

Your responsibilities with managed mail

Managed mail changes where jurisdictions send your mail, but you're still responsible for responding to it. With managed mail turned on, you're still responsible for the following:

• Acting on notices — You're responsible for taking action on any mail that needs it, or for confirming that action was taken. Examples include audit notices, franchise tax notices, and withholding tax notices. Review the scans Anrok forwards to your mail forwarding email so you don't miss these.
• Checking your company address — Jurisdictions may still send some mail, including PINs, to your company address instead of your managed address. Keep checking your company's physical mail.
• Updating existing registrations — Turning managed mail on or off only affects new registrations. For jurisdictions where you're already registered, you need to update your mailing address directly with each jurisdiction. Then email registrations@anrok.com so Anrok can update its records.

If you're unsure how to respond to a specific notice, contact your company's Tax team or a tax advisor.

Update your mail forwarding email

You can update your mail forwarding email to change which inbox gets scans of your jurisdiction mail. Your managed mailing address appears in the same place. You'll need it if you update the mailing address on an existing registration.

1. In the Anrok app , go to Settings. Take me there!
2. Select the Company tab, then next to Managed mail, click Edit.
3. Under Mail forwarding email, enter the email address that should receive scans of your mail.
4. When you are finished, click Save.

Turn off managed mail

You can turn off managed mail if you'd rather jurisdictions send mail to your company address. After you turn it off, new registrations use your company address. They may take longer to complete because Anrok has to wait for you to forward registration mail.

1. In the Anrok app , go to Settings. Take me there!
2. Select the Company tab, then next to Managed mail, click Edit.
3. Click the toggle next to Anrok manages your jurisdiction mail to turn it off.
4. In the Disable managed mail? window, select the checkbox to confirm that you're responsible for updating your mailing address with each jurisdiction you already remit in, then click Disable managed mail.

Turn on managed mail

You can turn on managed mail if it's off for your account and you want Anrok to receive jurisdiction mail for your new registrations.

1. In the Anrok app , go to Settings. Take me there!
2. Select the Company tab, then next to Managed mail, click Edit.
3. Click the toggle next to Anrok manages your jurisdiction mail to turn it on.
4. Under Mail forwarding email, enter the email address that should receive scans of your mail.
5. Select the checkbox to confirm that your existing registrations keep their current mailing address, then click Save.