Sub User on TRACES I How to Register and Benefits

A sub-user on the TRACES (TDS Reconciliation Analysis and Correction Enabling System) portal is an additional user account created by the Admin User (the primary TAN holder) to assist in managing TDS-related tasks.

An Admin User can create a maximum of four sub-users for a single TAN account.

Key Benefits of a Sub-User

Workload Distribution: Allows the Admin to delegate routine tasks like checking challan status or verifying PANs to other team members.
Operational Efficiency: Sub-users can prepare and initiate online correction statements, streamlining the rectification process.
Controlled Access: Sub-users have similar functionalities to the Admin, but with specific security restrictions:
- They cannot download any files (the Admin must download files once they show “Available” status).
- They cannot modify organization or communication details; they can only view them.
- They must submit any prepared correction statements to the Admin for final verification and submission to the IT Department.

How to Register a Sub-User

The registration must be performed by the Admin User logged into their account. Sub-users do not need to perform a separate account activation. [1, 3]

Login: Access the TRACES Portal as the Admin User.
Navigate to User Management: Go to the Profile menu and select Add Sub-User under the User Management section.
Enter Details: Provide the PAN and Date of Birth of the person you want to add as a sub-user. The system will auto-populate their name from the PAN database.
Create Credentials: Assign a unique User ID and Password for the sub-user.
Final ise: Click Add to complete the creation. The sub-user can then log in immediately using the credentials you provided.

Important Note: If you have already added four sub-users and need to add a new one, you must first delete one of the existing sub-user accounts.

While Admin Users and Sub-Users share most routine functionalities on the TRACES portal, there are critical differences in their authority regarding final submissions, data management, and downloads.

Functionality Comparison: Admin vs. Sub-User

Feature	Admin User	Sub-User
User Management	Can create, delete, and manage up to 4 sub-users.	No authority to manage other users.
Profile Access	Can modify organization and communication details.	Can only view organization details; cannot modify them.
Downloads	Can download files (Conso files, Justification Reports, Form 16/16A).	Cannot download any files.
Online Corrections	Can verify and submit correction statements directly to the IT Department (ITD).	Can prepare and save corrections, but must submit them to the Admin for final verification.
Routine Tasks	Full access to view challan status, PAN master, and statement status.	Full access to view challan status, PAN master, and statement status.

Key Operational Differences

Correction Workflow: When a sub-user finishes a correction, the status changes to “Submitted to Admin User”. It only reaches the government once the Admin reviews it and changes the status to “Submitted to ITD”.
Account Maintenance: If a sub-user does not log in for two consecutive quarters, their account may be automatically disabled or deleted by the system. Only the Admin User can recreate or re-enable it.
No Separate Activation: Unlike the Admin, a sub-user does not need to use an activation link or code; they can log in as soon as the Admin creates their credentials.

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