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When getting off the ground, many businesses and other entities need an employer identification number (EIN), a unique nine-digit number used by the Internal Revenue Service (IRS) to identify a business for tax purposes. Form SS-4 is the application used to request an EIN.
Understanding when you need an EIN and how to complete Form SS-4 can help you get your business set up properly and avoid delays with the IRS.
Key Points
• Form SS-4 is the official IRS form used to apply for an Employer Identification Number (EIN), which serves as a unique identifier for your business for tax purposes.
• Businesses need an EIN when they have employees, must withhold taxes, or pay employment, excise, or alcohol, tobacco, and firearms taxes.
• Applicants can download the most current version of Form SS-4 directly from the IRS website by searching for the form on the “About Form SS-4” page.
• The completed SS-4 form can be submitted to the IRS online, by mail, or by fax.
• Filing Form SS-4 with the IRS is completely free, and sole proprietors only need to file once regardless of how many businesses they operate.
What Is Form SS-4 Used For?
Form SS-4 is the official form issued by the Internal Revenue service to use when you apply for an employer identification number (EIN). The EIN is a nine-digit number that acts much like a Social Security number for your business, providing a unique identifier for tax purposes.
You can use your business’s EIN when filing business tax returns, hiring employees, opening a business bank account, applying for a small business loan, or handling other financial administrative matters.
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Who Needs to File Form SS-4?
You may need to file an SS-4 form to obtain an EIN if you:
• Have employees.
• Will need to pay employment, excise or alcohol, tobacco, and firearms taxes
• Withhold taxes on income, other than wages, paid to a non-resident alien
Other situations can also require or make it appropriate for a business, organization, or other entity to obtain an EIN
Businesses and Entities That Require an EIN
Certain types of entities also generally need an EIN to operate, including:
• Partnerships
• Limited liability companies (LLCs)
• Corporations
• Estates
• Trusts (except certain grantor-owned revocable trusts)
• Retirement plans or individual retirement accounts (IRA)
• Real estate mortgage investment conduits
• Farmers’ cooperatives
Specific EIN requirements can vary depending on an entity’s structure and circumstances.
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How to Get Form SS-4
The fastest way to get the most current version of Form SS-4 is to go to the IRS website and search for Form SS-4. This should take you to the “About Form SS-4” page where you can download the form.
Once you’ve completed the form, you can submit it to the IRS online, by mail, or by fax. Mail your filled-out Form SS-4 to Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999. Or you can fax your form to 855-641-6935.
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How to Fill Out Form SS-4
Form SS-4 asks for specific information about your business or organization, including its legal name, entity type, responsible party, and business activities. Having this information available before you begin can make the application process easier.
It’s also important to keep the information associated with your EIN current. If your business’s address or location changes, or if the identity of the responsible party changes, you may need to notify the IRS using Form 8822-B. Changes involving the responsible party generally must be reported to the IRS within 60 days.
Business and Responsible Party Information
The Form SS-4 application asks for the name and address of your business, as well as information about its responsible party.
The responsible party is generally the individual who ultimately owns or controls the entity or has ultimate effective control over its funds and assets. The application also generally requires the responsible party’s Social Security number or individual taxpayer identification number.
Entity Type and Reason for Applying
You’ll need to identify the type of entity you’re applying for, whether it’s a sole proprietorship, partnership, corporation, or LLC. You’ll also need to indicate why you’re applying for an EIN.
Reasons can include starting a new business, hiring employees, changing the type of organization, establishing a banking relationship, or creating a pension plan.
Employment and Activity Details
Form SS-4 also asks for information about your expected employment and business activities. You’ll need to provide the number of employees you expect to have over the next 12 months, including agricultural, household, and other employees, as applicable.
You’ll also need to identify the principal activity of your business, such as construction, manufacturing, finance, or health care, along with the type of products or services you provide.
How Long Does It Take to Get an EIN After Filing Form SS-4?
The time it takes to receive an EIN depends on how you apply. An online application is generally the fastest method and, when available and completed successfully, can provide an EIN immediately.
When you fax your form, it usually takes about four business days to receive your EIN. And if you mail your form, you should get your EIN in approximately four weeks.
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Common Mistakes to Avoid on Form SS-4
When completing Form SS-4, it’s a good idea to take the time to review your application carefully. Common mistakes include:
• Providing incorrect or incomplete information
• Using an outdated version of the form
• Entering incorrect information about the responsible party or entity type
• Failing to provide required information
• Submitting duplicate applications
Before submitting the form, review all of the information for accuracy and make sure you’ve answered the applicable questions. You should generally submit only one application for the same entity and EIN request to avoid processing issues or confusion.
The Takeaway
Form SS-4 is the starting point for businesses and other eligible entities that need an EIN. While the application itself is relatively straightforward, providing accurate information about your business, entity structure, responsible party, and activities can help prevent unnecessary delays.
Once you have your EIN, keep your business information up to date with the IRS and retain your EIN records for future tax and financial needs.
Ready to grow your business? SoFi Small Business Loans can give you fast access to the capital you need. Check your eligibility in minutes.
FAQ
Is there a fee to file Form SS-4?
There is no fee to file Form SS-4 with the IRS directly.
What’s the difference between Form SS-4 and an EIN?
Form SS-4 is the IRS form that you can use to apply for your employer identification number (EIN). The EIN itself then acts as a unique fingerprint for your business for tax purposes.
Can a sole proprietor apply for an EIN using Form SS-4?
Yes, sole proprietors can apply for an EIN using Form SS-4. In general, they will only need to file the form once for one EIN, regardless of how many businesses they operate under their sole proprietorship.
Can foreign businesses or individuals file Form SS-4?
Yes, foreign businesses and individuals can file Form SS-4, but the online application is not available to them.
Do I need a new Form SS-4 if my business name changes?
If your business name alone changes, you will not need a new EIN.
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