Digital Signature Certificate (DSC) Guide April 2017, Version 1.0
Contents 1. Introduction... 3 2. Pre-Requisites to get DSC... 3 2.1 Documents for applying for DSC... 3 2.2 Software Specifications... 4 3. DSC Application Process... 4 3.1 Applying for DSC (DSC Request Process)... 4 3.2 DSC Administration (RCC Administrators only)... 10 3.2.1. Correct Employee Data... 10 3.2.2. DSC Request Approval... 11 3.3 Printing DSC Application Form... 12 4. DSC Registration process in HRMS... 15 4.1 Installation of DSC Token software (Pre-Requisites)... 15 4.2 Changing PIN of DSC Token... 15 4.3 DSC Registration Process... 15 Annexure A Installing Pre-requisite Software... 18 A.1 Installing SuperSignerApp... 18 A.2 Installing DSC Token... 22 Annexure B Changing PIN of DSC Token... 26 Income Tax Business Application Internal Use Page 2 of 27
1. Introduction As a part of the day to day functioning of the Department, Officers and other employees are/will be required to issue letters, notices, orders to Income Tax assesses or other addressees within the Department or outside or upload documents, reports, forms or to perform several ITBA / Human Resource Management System related activities like APAR, IPR etc. on the ITBA system. In order to enable digital authentication of such communications within and outside the Department, it is envisaged that the officers and other select employees shall use the Digital Signature Certificate issued to them by the Department to digitally sign such letters, notices, orders to Income Tax assesses or other addressees within the Department or outside or upload documents, reports, forms or to perform several ITBA / Human Resource Management System related activities on the ITBA system. In view of the above, Department has introduced DSC integration with the ITBA/HRMS application. Digital Signature Certificate would enable officers/officials to make the signature process electronic so that all notices/letters/orders can be digitally signed at the time of finalization of the document. This will enable the digitally signed PDF copy to be stored in the database as well as sent to the tax payer by e-mail or to be placed on the tax payer s My Account in the e-filing portal. It would also be possible to print the digitally signed copy of the notices/letters/orders, in which case, an image of the Digital Signature can be printed in place of the actual physical signature in the same manner it is done for Intimation issued by CPC-ITR. Use of Digital Signature Certificate for Signing is also supported by the Information Technology Act and has also been enabled under the Income Tax Act. In this regard, Department has empanelled M/s Sify Technologies Ltd. as a Licensed Certifying Authority (CA) for providing DSC to all officers up to the level of Income Tax Officer or equivalent in the Income Tax Department and also for selected officials such DDOs, AOs or Inspectors based on need. DSC would be valid for 2 years from date of issue. Department would provide two types of DSC as below: i. Organisation - Class-2 - Signing only + USB Token ii. Organisation - Class-2 - Signing + Encryption + USB Token (For Investigation wing only) There are five components in the DSC process and all five components can be done in ITBA: a) Application for Digital Signature by individual officers. b) Approval of application for DSC by RCC. c) Receiving and installation of DSC token software. d) Registration Process of Digital Signature Certificate. e) Applying Digital Signature in document, that is signing using DSC. 2. Pre-Requisites to get DSC 2.1 Documents for applying for DSC Before you begin, please ensure that, the documents for uploading shall be available with you in electronic format. All documents shall be in pdf or jpg format with file size less than 400KB. The documents required for registering for are: Scanned PAN card copy in pdf or jpg or jpeg Scanned Aadhar card copy Scanned Govt. Id card copy Income Tax Business Application Internal Use Page 3 of 27
Scanned color Photograph in jpg or jpeg as well as physical color passport size photograph to paste on the DSC application form. Scanned signature in jpg or jpeg Also, ensure that your data in HRMS is correct and complete (i.e. Name based email id, Tarang mobile number, date of birth etc.). 2.2 Software Specifications Recommended browser specification for using DSC is as below. Table 1: Recommended Browser Specification for DSC Browser Version Google Chrome 50 and above Mozilla Firefox 47 and above Internet Explorer 11 and above (including Edge) 3. DSC Application Process The DSC Application consists of following parts: DSC Request Process DSC Administration For RCC Admin users, includes correcting employee data and DSC request approval DSC Application print 3.1 Applying for DSC (DSC Request Process) Users: ITO and above officers In this process officer will raise a request and submit the DSC Application Form. To access the DSC application form, users can login to ITBA application and navigate to HRMS module from portal postlogin. Users can also access the application from by navigating from ITBA Portal pre-login ESS link. 1. Navigation: Main Menu > Employee Self Service > DSC > DSC Application Form Income Tax Business Application Internal Use Page 4 of 27
Screen 1: DSC Application Form (Sample) Income Tax Business Application Internal Use Page 5 of 27
Note: Before proceeding, please ensure that individual officer/official must have name based email id and Tarang mobile number tagged with User ID. Note: If user has already submitted DSC application form and pending for approval or registration, system will flash a message Your DSC application is already submitted and pending for approval at RCC or Your DSC application is already approved by RCC and pending for registration. 2. The DSC Application form will be displayed as above. Here, user will be able to submit New DSC request. Future releases will also enable users to report lost / defective DSC, re-issue DSC and surrender DSC from this page itself. 3. Verify your details as available in the system and displayed on screen. 4. Upload your photograph and signature in the system using the add button. While uploading photograph and signature, make sure that scanned files are cropped properly. 5. In case your PAN or Aadhar details are incorrect in the system, click on yes under Do you want to Update / Change the Document Proof Details and enter the correct details. PAN details (Name and DOB) as available in the system will be displayed for confirmation. 6. Click on Save to save the request details in system. 7. Upload your PAN, Aadhar and Govt. Id scanned copies under Attachment section by clicking on attachment link against the correct attachment types. Note: While uploading Aadhar file, make sure it is not password protected as downloaded from UIDAI website. Income Tax Business Application Internal Use Page 6 of 27
Screen 2: DSC Application Form Navigation to View and Correct Data Income Tax Business Application Internal Use Page 7 of 27
8. Click on Save to save the details in system. 9. Click on View and Correct Data button to view some selective details such as Name, Designation, Date of Birth, Location, etc. available in HRMS against your user id. 10. Users can correct their Location, Designation based Email ID and civil list code directly in the system as per the defined processes. To correct the details, select Is this Information correct? as No to enable the link in the corresponding column. Clicking on same will navigate to the applicable screen in HRMS and follow the existing defined processes. Note: It may be noted that correction of Civil Code has be done by individual user only which will further approve by HRD. 11. Correction to other details such as Name, Designation, DOB etc. will be sent to respective RCC Administrator(s) for verification and approval. Enter your remarks and click on Send to RCC Admin to send the correction details to RCC Admin. Screen 3: View and Correct Data 12. In case there is no correction required (i.e. all items are selected as Yes), click on Submit button. 13. Enter comments and click on Submit button to submit the DSC application to RCC Admin for approval. Screen 4: Submission of DSC Application Income Tax Business Application Internal Use Page 8 of 27
Screen 5: Print Application 14. The print application button will be displayed post successful submission of the application form. To proceed further, refer section 3.3 DSC Application Print. Note: Once the data has been corrected by the RCC Admin, users need to view and confirm the data correction from the view and correct data screen again before submitting the request. Income Tax Business Application Internal Use Page 9 of 27
3.2 DSC Administration (RCC Administrators only) Users: RCC Administrator There are two processes available with RCC Admin officers. Correct the data requests sent during verification (from View and Correct Data screen as mentioned before) by officers, Approve/deny/raise query for received DSC application requests. 3.2.1. Correct Employee Data 1. If an officer has sent verify and correct data request, the same will be available to RCC Admin under menu Workforce Administration DSC RCC Admin Correct Data 2. Click on Search to view all the requests received for correction. Users can also narrow down the search based on the search parameters provided. Screen 6: RCC Admin Correct Employee Data 3. Click on Update Employee Data link to open the view and correct data screen. Screen 7: View and Correct Data RCC Admin 4. Click on the Link to navigate to the respective process to update the data. Income Tax Business Application Internal Use Page 10 of 27
5. Once the data is corrected, select yes from drop down and send the request back to employee by clicking on Send to Employee button. Note: In case the data update is not getting reflected on the screen, click on Refresh Details button to refresh the details displayed on the screen. 3.2.2. DSC Request Approval In DSC approval process RCC admin will verify and validate the details submitted in online form and hardcopy provided. 1. Navigation: Main Menu > Workforce Administration > DSC > DSC Administration 2. Click on Search to view all the requests received for correction. Users can also narrow down the search based on the search parameters provided (for example, select Request Status as Applied and search). Screen 8: DSC Approval Request(s) 3. Click on Verify Proof Details link to view the application details received. 4. Click on each attachments to view the uploaded files. 5. Verify details with respect to received hard copies and uploaded documents. Screen 9: View DSC Approval Request 6. In case, some further information is required from the applying officer, then the RCC Admin can enter comments and Raise Query instead. The request will be sent back to the applying officer for updates. Income Tax Business Application Internal Use Page 11 of 27
7. On verification, local RCC admin can Approve or Deny DSC application. While denying, RCC admin will provide reason in the comment section. 8. Once denied, the officer whose request has been denied will need to apply for DSC application again taking into cognizance the reasons for rejection of earlier application. Note 1: Once the request is approved, local RCC admin will send all the DSC applications to the CCA nodal officer with covering letter stating all DSC requests have been verified and approved and submitted for DSC authorization. On receiving DSC application forms from local RCC, CCA nodal officer will validate and sign on Authorization Letter (page 2) of individual DSC requests. Note 2: CCA nodal officer will hand over all the DSC application forms along with equal number of blank USB tokens to vendor (Sify) for further processing. The DSC vendor will issue the USB token with pre-downloaded DSC along with default PIN for each officer. CCA nodal officer will have to ensure change of default PIN by individual officer before registration into HRMS system. For your information, the DSC token will contain details such as your name and organisation (ITD) etc. 3.3 Printing DSC Application Form Once the Request is submitted, you will be able to print the Application Form. 1. To print the application form, click on Print Application button as shown in Screen 6: Print Application above. 2. The form will be displayed as shown below (sample application form) for print. Income Tax Business Application Internal Use Page 12 of 27
Screen 10: Sample DSC Application Form Page 1 Income Tax Business Application Internal Use Page 13 of 27
CCA Nodal Officer of Region Screen 11: Sample DSC Application Form Page 2 3. Print the application form. 4. Affix your passport size photograph, which shall be the same as that is uploaded, sign the form and submit the printed application to your nearest RCC office. Note: Camps will be organized at various locations across India for DSC application and form submissions. The same shall be informed by the respective RCC admin. Income Tax Business Application Internal Use Page 14 of 27
4. DSC Registration process in HRMS 4.1 Installation of DSC Token software (Pre-Requisites) DSC token is special token containing inbuilt software to read the certificate. As a onetime installation, user needs to install pre-requisite software. Please refer Annexure A detailing complete installation steps for the pre-requisite software. 4.2 Changing PIN of DSC Token Refer Annexure B on changing PIN of DSC Token. 4.3 DSC Registration Process Note: Ensure that the software pre-requisites as defined in section 2.2 Software Specifications are met. Also, ensure that the necessary software as defined in section 4.1 Installation of DSC Token Software has been completed successfully and your DSC USB Dongle is inserted in the local machine. Once the DSC USB dongle has been received, user will need to follow the below steps. 1. Change the default PIN of the token. (Refer Annexure B for steps). 2. Login to ITBA Application. 3. Navigate to HRMS module from portal post-login page. 4. Navigate to Main Menu > Employee Self Service > DSC > DSC Registration. Screen 12: DSC Registration Income Tax Business Application Internal Use Page 15 of 27
5. Click on Validate & Register DSC button (ensure that the DSC USB Dongle is inserted in the local machine). 6. Follow the steps as displayed on screen. Screen 13: Select Certificate Dialog Screen 14: Select Digital Certificate Income Tax Business Application Internal Use Page 16 of 27
7. Select digital certificate from the popup. 8. Enter the DSC PIN in the Verify User PIN window and click on Login. Screen 15: Enter PIN Dialog Box 9. Wait for system to process the data. 10. Once the registration is successful, the details such as serial no., issue date, name, ID, etc. will be displayed in the system. 11. Proceed to sign a test document to ensure the completion of registration process. 12. Click on sign document. 13. Ensure that the DSC dongle is inserted in the USB port of local machine. 14. Follow the steps as displayed on screen. 15. Select digital certificate from the popup. 16. Enter the DSC PIN in the Verify User PIN window and click on Login 17. A new window with the sample digitally signed document will be displayed. 18. Download the file on local machine. 19. Open the digitally signed PDF in locally installed PDF reader and check digital signature and facsimile signature image. Income Tax Business Application Internal Use Page 17 of 27
Annexure A Installing Pre-requisite Software Note: Administrator rights are required during installation of the software in your local machine. Please contact your local IBM FMS team for assistance in setting up the pre-requisites. A.1 Installing SuperSignerApp 1. Download the Signing Utility App from the ITBA Portal > Download Pre-Requisites Section. Screen 16: ITBA Portal Download Pre-Requisites Income Tax Business Application Internal Use Page 18 of 27
Screen 17: Download Digital Signature Utility from Portal 2. Execute the ElockClientIT executable file as Administrator. Screen 18: E-Lock SuperSignerPlus Client Setup Income Tax Business Application Internal Use Page 19 of 27
3. Install the software in Program Files folder only on the below path. Path for 32-Bit System C:\Program Files\SuperSignerPlusClient Path for 64-Bit System - C:\Program Files (x86)\supersignerplusclient Screen 19: Installation Path for 32-Bit System Screen 20: Warning Message Note: Exit all browsers, MS Office and PDF applications before proceeding with the installation. Income Tax Business Application Internal Use Page 20 of 27
4. PDF Enhancer Setup will also execute automatically. Installation Path for 32-Bit System C:\Program Files\pdfenhancer Installation Path for 64-Bit System - C:\Program Files (x86)\ pdfenhancer Screen 21: Installation path for PDF Enhancer 5. Once the installation is completed successfully, the below dialog box will be displayed. Click OK. Screen 22: Installation Success Message Income Tax Business Application Internal Use Page 21 of 27
A.2 Installing DSC Token 1. Now insert the DSC USB Dongle in your local system. 2. Wait for the drivers to install automatically. Screen 23: Windows Driver Installation 3. Open the DSC USB drive as below (My Computer > CD Drive): Screen 24: Path to Access epass Setup 4. Double-click the below file epass2003india-setup.exe to install. Screen 25: Setup file 5. In some systems the below message will be displayed. Click on Yes button. Screen 26: Windows Warning Message Income Tax Business Application Internal Use Page 22 of 27
6. The following select language interface appears: Screen 27: Installation Steps 7. After select language, click OK, the following welcome interface appears: Screen 28: epass2003 Setup 8. Click Next, the following select install path interface appears: Income Tax Business Application Internal Use Page 23 of 27
Screen 29: Installation Path for epass2003 9. Click Next, the following choose CSP interface appears. Choose Private CSP: Screen 30: Select CSP Type Private CSP Income Tax Business Application Internal Use Page 24 of 27
10. If Windows Security prompt comes up as below, click Install: Screen 31: Windows Warning Message 11. After install process finish, the following interface appears: Screen 32: Successful Completion of Setup 12. Click Finish to finish the installation. 13. Software will be installed and will be available under the Start Menu under the directory below. Screen 33: Start Menu Note: Restart your local machine after successful installation of software. Income Tax Business Application Internal Use Page 25 of 27
Annexure B Changing PIN of DSC Token 1. After installation of epass2003 software, plugin the DSC Token into USB port of computer system. 2. Open epass2003 Token Manager from 3. Manger Screen will appear as below. Screen 34: Start Menu epass2003 Screen 35: epass2003 Manager 4. Click on Login button to login with default PIN (current PIN in case you have changed the PIN earlier). 5. Post Login, details of Digital Signature will appear on epass2003 Manager screen. 6. To change default PIN, click on Change User PIN. Note: DSC Token PIN is like a password. PIN can be numeric or alphabet or special character or combination of all. If PIN is all numeric, it should be of 9 or more numeric characters otherwise it should be of 8 or more characters. 7. Below will appear to change user PIN Income Tax Business Application Internal Use Page 26 of 27
Screen 36: Change PIN Screen 8. Type default PIN in Old PIN box. 9. Type new PIN in New PIN and Confirm boxes. 10. Finally, click on OK button. As confirmation below screen will appear. Screen 37: Change PIN Confirmation Income Tax Business Application Internal Use Page 27 of 27