How to Communicate with ATO & Access ATO Documents: A Guide for Individuals & Businesses

For individuals and business owners, the days of waiting for paper mail from the Australian Taxation Office (ATO) are largely over. The ATO has moved almost entirely to digital "self-service" portals.

If you aren’t set up correctly, you risk missing critical deadlines, including PAYG Instalments, Business Activity Statements (BAS), and Notices of Assessment. At Ascent Accountants, we want to ensure you have the right access to stay compliant and informed. 

Individuals, it’s time to master myGov. 

For individuals, your myGov account linked to the ATO is your digital ATO mailbox. This is where the ATO sends your Notice of Assessment (NOA) after you lodge a tax return and where you manage your personal tax affairs. 

• View PAYG instalments: If you have investment or business income, the ATO may require you to pay tax in instalments. These letters are sent to your myGov inbox. 
• Access NOAs: Your Notice of Assessment is a vital document often required for bank loans or financial planning. 
• Update details: Change your bank account for refunds or update your address instantly. 

How to set it up: 

1. Create a myGov account: Visit my.gov.au and sign up. 
2. Link the ATO: Once logged in, go to 'Services' and select 'Australian Taxation Office'. 
3. Setup MyID: You will need your Tax File Number (TFN) and two pieces of identifying information. 

Businesses, know your Online Services for Business portal. 

Managing a company, trust, or partnership requires a more robust digital setup. The Online Services for Business (OSB) portal is the hub for managing your entity’s obligations. 

• Lodge BAS: View, lodge, and pay your Business Activity Statements and Fringe Benefits Tax. 
• Secure mail: Send and receive secure messages directly to the ATO regarding your specific business account. 
• Manage employees: View Single Touch Payroll (STP) reports and manage superannuation obligations. 

How to set it up: 

1. Set up your myGovID. This is your digital ID. Download the myGovID app on your smart device. Yes—this is different from a myGov account! You will need to scan documents like your Passport and Driver’s Licence as part of the setup. 
2. Link your business in Relationship Authorisation Manager (RAM). Log into authorisationmanager.gov.au using your myGovID. If you are the principal authority (e.g., a director or partner), you can link your business ABN to your identity. 
3. Log in to Online Services. For easy management, you can log into the Online Services for Business portal. This is where you will find your BAS, PAYG, and ATO correspondence. 

Key ATO communication channels. 

While online portals are preferred, sometimes you need to speak with a human. Use the following direct lines for the most efficient service. 

Note: When you call the ATO, have your TFN or ABN ready. You will be asked to complete a "voiceprint" or answer security questions to verify your identity before they can discuss your account.