The basic steps to add someone to your account
The process depends on what kind of account you're adding them to. If you're adding a joint account holder to a tax refund, insurance refund, or business account, you'll need to contact the organization directly—there's no single online form that works across all of them. Most organizations require the new account holder to provide identification, sign paperwork, and sometimes appear in person or via video verification.
Start by logging into your account on the organization's website or calling their customer service line. Look for a section labeled "Account Holders," "Authorized Users," "Joint Account," or "Manage Access." If you can't find it, ask the representative directly: "How do I add another person to this account?" They'll walk you through what documents you need and whether the new person has to be present.
The person you're adding will usually need to provide a government-issued ID, their Social Security number or tax ID, and sometimes proof of address. Some organizations require both of you to sign the request together; others let one account holder initiate it and the new person confirms it later by email or phone.
Key Takeaways
- Contact the organization holding your account directly—there is no universal online process for adding account holders across different refund and payment systems.
- You will need the new account holder's government ID, Social Security number or tax ID, and sometimes proof of address before you start.
- Some organizations require both people to sign paperwork or verify their identity by phone or video before the change takes effect.
- The new account holder may not have full access to the account immediately; some organizations impose a waiting period of a few days to a week.
- If you're adding someone to receive a specific refund or payment, confirm with the organization whether the change applies to future payments only or to money already in process.
What documents you'll need to have ready
Gather these before you contact the organization. The new account holder should have their government-issued ID available—a driver's license, passport, or state ID card. They'll also need their Social Security number or, if they're a business entity, their Employer Identification Number (EIN).
Some organizations ask for proof of address, which can be a recent utility bill, lease, mortgage statement, or bank statement showing the person's name and current address. If the new account holder lives at a different address than you do, have both addresses ready. A few organizations also ask for a phone number and email address that belongs to the new person, so they can send verification codes or confirmation emails.
If you're adding someone to a business account, you may also need to provide their job title, their relationship to the business, and sometimes a letter from the business owner authorizing the change. Ask the organization what counts as proof of authorization before you submit anything.
How long it takes for the new account holder to gain access
Most organizations process account holder changes within one to three business days. During that time, the system is verifying the new person's identity and checking for fraud. Some organizations send a confirmation email or text to both the existing and new account holder; both people may need to click a link or enter a code to confirm the change.
A few organizations impose a waiting period of five to seven business days after approval before the new account holder can actually log in or make changes. This is a security measure. If you need access faster, call and ask whether expedited processing is available—some organizations will speed it up if you're both present on the call.
If the account is tied to a specific refund or payment that's already in motion, ask whether adding someone now will affect that payment. Some systems require you to wait until the current payment clears before a new account holder can be added. Others let you add someone mid-process, but the new person won't see the transaction history from before they were added.
Adding someone to a tax refund account
The IRS does not let you add a joint account holder to a federal tax refund after you've filed your return. If you and another person both contributed to the income on the return, you should have both names and Social Security numbers on the original filing. If you need to change who receives the refund after filing, you'll have to file an amended return (Form 1040-X) and request a new refund delivery method.
If you're setting up a business tax account or a payroll account that receives refunds, the process is different. You can add authorized users through your IRS online account (IRS.gov) or through your tax software provider. The new person will need an Individual Taxpayer Identification Number (ITIN) or Social Security number and will have to verify their identity through IRS.gov's identity verification system.
State tax refund accounts vary by state. Some states let you add account holders online; others require you to mail in a signed form. Check your state's tax department website or call their refund hotline to find out the process for your state.
Adding someone to an insurance refund or claim account
Insurance companies handle account holders differently depending on the type of policy. If you have a joint policy (auto, home, or renters), both people are already on the account. If you want to add someone who isn't on the policy—such as an adult child or a business partner—you'll need to contact your insurance agent or the company's customer service line.
The new person may need to be added to the actual policy, not just the account. This can affect your rates and coverage, so ask your agent what changes will happen before you proceed. Some insurance companies let you add a "secondary contact" or "authorized representative" who can view the account and receive notices but can't make changes or file claims. Others require a full policy change.
If you're adding someone to receive a refund check from a claim you've already filed, contact the claims adjuster directly. They can sometimes redirect the check or issue a new one to a joint payee, but this usually requires both people to sign the check or provide a notarized authorization letter.
Adding someone to a business or merchant refund account
If you run a business and receive refunds from vendors, suppliers, or payment processors, the process depends on the account type. Most payment processors (PayPal, Square, Stripe) let you add team members with different permission levels through your dashboard. Look for "Team," "Users," "Permissions," or "Account Access" in your settings.
When you add someone, you'll choose what they can do: view transactions only, process refunds, withdraw money, or manage the account. The new person will receive an email invitation and may need to create their own login or link their own bank account for withdrawals. Some processors require the new person to verify their identity through a third-party service before they can access the account.
If you're adding someone to a business bank account that receives refunds, contact your bank directly. Banks typically require both the account owner and the new person to visit a branch in person or complete a video verification call. They'll need government ID and may ask about the new person's relationship to the business.
What to do if the new account holder can't verify their identity
If the organization's identity verification system rejects the new person's information, ask what went wrong. Common issues include a mismatch between the name on their ID and the name they entered, an address that doesn't match their records, or a Social Security number that doesn't match their name in the Social Security Administration database.
Have the new person double-check their information for typos. If they've recently moved, their address might not have updated in government databases yet—this can take weeks. If they've recently changed their name, they may need to provide a marriage certificate, divorce decree, or court order showing the name change.
If the system still won't accept them, ask the organization whether they can manually verify the person instead. Some organizations will do this over the phone if you're both on the call and can answer security questions. If that doesn't work, you may need to remove the person and try again later, or contact the organization's compliance department to file a dispute.
Frequently Asked Questions
Can I add someone to my account without telling them?
Technically yes, but most organizations send a confirmation email or text to the new person. If you add someone without their knowledge, they may see unexpected notifications or discover the change when they try to log in. It's better to tell them first so they know what to expect and can help troubleshoot if verification fails.
What if the person I want to add doesn't have a Social Security number?
They can use an Individual Taxpayer Identification Number (ITIN) instead, which the IRS issues to non-citizens who need to file taxes or open accounts. Some organizations also accept passport numbers or state ID numbers. Call the organization and ask what identification numbers they accept.
Can I remove someone from my account later?
Yes. Log into your account, find the account holder or authorized user section, and look for a "Remove" or "Delete" option. Some organizations require you to call customer service to remove someone. The person being removed will usually receive a notification that they've been removed from the account.
What if I add someone and then change my mind before they gain access?
Contact the organization immediately and ask them to cancel the pending addition. If the new person hasn't verified their identity yet, the organization can usually stop the process. If they've already verified, you'll need to remove them using the account holder removal process.
Do both account holders have to live in the same state?
No. Account holders can live in different states or countries. However, some organizations ask for the address of each account holder for verification purposes. If one person lives outside the United States, the organization may have additional requirements or restrictions—ask before you start the process.