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To find out more about the cookies we use and how to control them, please visit our privacy, cookies and data protection page. Our MSDS documents are located in a separate grouping below the instruction sheets. Also, this IRM was revised to reflect the following changes: IRM 21.7.13 dated August 30, 2019 (effective October 1, 2019) is superseded.Wage and Investment, Customer Accounts Services and Submission ProcessingRefer to IRM 1.2.21, Servicewide Policies and Authorities, Policy Statements for Customer Account Services Activities, for additional information. Included are references to the following: See Publication 926, Household Employer's Tax Guide, for more information. A withholding agent must not be confused with an employer (fiscal) agent. See IRM 21.7.13.5.14 for additional information on employer (fiscal) agents. However, if the taxpayer is a minor, the Social Security Number (SSN) of the parent or legal guardian is required. The parent or legal guardian of a minor child applying for an EIN is authorized to receive the EIN after performing normal disclosure procedures on the parent or legal guardian. Following are some of the common characteristics of frivolous applications: Therefore, management approval is required if an application will not be processed because it is deemed frivolous. Upon approval, destroy the frivolous application as classified waste. Assign the EINs in these cases. The SDC cannot act on a referral that does not lead to the commission of a refund crime. However, applications that appear suspicious can be sent as potential leads using the instructions below: This limit applies whether the responsible party is applying online, by phone, fax or mail. It does not matter which entity type the taxpayer has chosen. In addition, the pop-up screen refers the employee to this IRM for procedures. Follow the instructions below when a date of death is displayed. The DOD check is not performed on a fiduciary (the conservator, receiver, guardian, bankruptcy trustee, etc.) If a date of death is present, an EIN is not assigned. When a call is received from an individual who states they received the Reference Code 115, follow the instructions beginning in Paragraph (5). Our records show a date of death is present. You must contact the Social Security Administration (SSA) to correct the information. Then, you must mail or fax a completed and signed Form SS-4, along with the documentation received from SSA as verification of the correction.The authorized third party is not entitled to this information. Their authority ends at the time of the taxpayer's death. Only an individual who can establish authority, such as a fiduciary (administrator, executor, or trustee of the estate), or an heir at law, next of kin, or beneficiary who establishes a material interest, may be entitled to any information about the decedent. Our records show a date of death is present. Contact the Social Security Administration (SSA) to correct the information. Then, you must mail or fax us a completed and signed Form SS-4, along with the documentation received from SSA as verification.Contact the Social Security Administration (SSA) to correct the information. Then, you must mail or fax us a completed and signed Form SS-4, along with the documentation received from SSA as verification.The account is established using CC ESIGN (See IRM 2.4.8), Command Codes ESIGN and BSIGN, and is stored on the Entity section of the Business Master File (BMF). The first two digits (the EIN Prefix) are determined by the Campus of Record assigning the EIN, unless the taxpayer is applying using the online EIN application, Modernized Internet EIN or through the Small Business Association (SBA). Refer to the table below for details. However, some entities with these prefixes may still be in business; paying taxes and issuing Forms W-2 to report wages paid. These prefixes were issued by the Social Security Administration (SSA) between 1955 and 1986 for their internal use and SSA maintains historic files on these accounts. An extract was done to identify those taxpayers who had received these EINs and also had 94X filing requirements. These taxpayers were assigned a new EIN with a valid prefix so that SSA could process their Annual Wage Reporting documents, Forms W-3 and Forms W-2. If so, advise the taxpayer they must receive a new EIN.Apologize to the taxpayer for the inconvenience this may have caused. The industry code is a key data element on the BR. The BR serves as the primary sampling frame for the Economic Census, a program conducted every five years, and most current economic surveys. In this capacity, it identifies the set of statistical units that represents the target population, as defined by reference period, statistical unit, industry codes, geographic codes, business size, and other factors. You may receive phone calls from small businesses and individuals stating they need to apply for an EIN due to this reason. Advise the caller that they may apply for an EIN using our Online EIN Assistant, or by submitting a Form SS-4 by fax or mail. In July 2012, CCR was consolidated into the System for Award Management (SAM) TBOR was adopted by the IRS in June 2014 and provides taxpayers with ten rights. For more information about TBOR, refer to Pub 1, Your Rights as a Taxpayer. For TAS criteria, see IRM 13.1.7.2, TAS Case Criteria. Refer to IRM 13.1.7.4, Same-Day Resolution by Operations. It can be obtained by: This information includes: The wages paid date must be after 1913 but no later than the current month and year plus one and must be in MMYYYY format. It is critical we capture the most accurate data possible, to the extent it is provided by the taxpayer. All fields are required entries. The table was developed by IRS, SSA, and Census in an effort to improve the quality of data we receive and forward to these agencies. Do not ask these entities for this information. The fields are populated during ERAS daily processing. If blank, ERAS will re-enter the Principal Remarks.If the taxpayer has provided a character that is not alpha or numeric, drop the special character and do not leave a space. If a paper or faxed application is received in a location other than Cincinnati, forward the Form SS-4 to Cincinnati for processing via fax (855) 215-1627. If a call is received in any other location, provide the caller with the: Instructions for using this service are located in IRM 21.8.1.1.11.2, Over the Phone Interpreter Service (OPI) For International Non Toll Free Calls. These definitions may be useful when trying to determine, on a phone call, whether the entity is domestic or foreign: A Business Entity created or organized both in the United States and in a foreign jurisdiction is a domestic entity. For applications received by fax or mail into the EIN International Teams in CAMC, route application back to clerical for batching into domestic EIN inventory. Regardless, assign a regular series EIN in this situation. See IRM 21.7.13.3.2.7.2. For applications received by phone to the dedicated EIN International Line, advise caller to fax or mail application following guidance for Domestic EIN requests. For applications received by fax or mail into the EIN International Teams in CAMC, route application back to clerical for batching into domestic EIN inventory. However, a foreign entity may need an EIN to comply with IRS withholding regulations, or to claim tax treaty benefits. In this case, the taxpayer should complete Form SS-4 as shown below: The term also includes a guardian, committee, trustee, executor, administrator, trustee in bankruptcy, receiver, assignee for the benefit of creditors, conservator, or any person acting in a fiduciary capacity. Assign the appropriate filing requirements to the entity. However, for practical purposes, if an ITIN is not listed, the EIN will still be assigned. To apply for QI status, an eligible entity must submit an application in accordance with section 5 of Rev. Proc. 2017-15. The QI-EIN must be used on every Form W-8IMY provided by the QI to the withholding agent from which it receives payments as a QI, and must be used on Form 1042, Form 1042-S, Form 1042-T, Form 1099, Form 945, and Form 1096 filed with the IRS as a QI. A specialized group in LBI processes the Form SS-4 and required accompanying documentation and assigns a QI-EIN from the following block of numbers: ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?. Therefore, a QI may need an additional EIN when it is acting in a non-QI capacity. If an entity has a QI-EIN, but requires another one for non-QI business activities, assign the entity a second EIN per normal procedures. These applications are not sent to files. They are returned to the applicant explaining why a new EIN was not assigned. For example: EIN assignment of foreign entities on the non-toll free line and assignment of domestic EINs during IDRS Downtime and End of Year Procedures. See IRM 21.7.13.3.5.2 and IRM 21.7.13.3.5.5. SSA maintained these records and IRS employees could request a copy of a specific form, generally for compliance purposes. In 2001, IRS began sending weekly electronic transmissions of Form SS-4 data to SSA, and the actual form was no longer sent. SSA only maintains Forms SS-4 received from IRS through 1998. Therefore, SSA should not be contacted for Forms SS-4 processed after 1998. It can take up to three weeks for you to receive a response. While only a limited number of paper Form SS-4 applications were retained, all Forms 5147, which generates with every EIN assignment (paper, fax, phone and internet) are retained on Control-D for seven years. HQ approval is required before any new entity can be added to the program. If there is no file on record, contact the company by telephone to obtain the missing information. Review the number of EINs being requested by the entity compared to prior requests. Report any significant increase to the Accounts Management (AM) HQ analyst. Do not assign the block until approval is received from the analysts. No extension of time to use the block will be granted without extenuating circumstances. Return bank list program-related calls within a 24 hour period. Do not correspond with the customer or perform research for information that is not required. Otherwise, information not required from the taxpayer will be left blank on CC ESIGN. If the tool is unavailable, manual research can be performed using the following command codes: If the listing indicates a CP 575 is requested, do not enter Notice Code D. Following are some of the changes and benefits of the online application: Users begin by choosing the type of entity they are applying for and then only answer questions applicable to that entity. Advise the caller Single and Multi-member limited liability companies must select Limited Liability Company as the type of entity they are establishing. This will allow an LLC suffix to be entered and the appropriate filing requirement(s) to be established. Selecting Sole Proprietor or Partnership will not allow an LLC suffix to be added to the primary name line. EIN requests meeting this criteria must be submitted by fax or mail. This information is provided to applicants on the IRS.gov webpage titled: Apply for an Employer Identification Number (EIN) Online. See IRM 21.7.13.2.4 for a complete listing of Internet EIN prefixes. When the taxpayer finishes the application and presses the submit button, CC ESIGN generates the EIN in the same manner as a live assistor. The unauthorized third party is advised the EIN confirmation notice (CP 575) will be mailed to the taxpayer. We apologize for the inconvenience, but based on the information provided we are unable to provide you with an EIN through this online assistant. Please call 800-829-4933 for assistance. When outside the US, call 267-941-1099. Please have your information readily available and mention reference number XXX Reference numbers 101 or 115 are directed to a CSR for assistance. All other reference numbers are routed to an automated message which provides instructions to correct invalid information and resubmit the application. They may or may not provide one of the reference numbers shown in paragraph 9 or 10 below Their authority does not extend to receiving mail. They are also provided with a link and advised that if the problem continues, to report it by accessing the link. The link allows the taxpayer to send an email reporting the problem. Existing procedures are in place to escalate the problem for diagnosis and resolution when this occurs. An example of a disclosure of PII would be one taxpayer (Taxpayer A) entering his name and SSN into the application but another taxpayer's name and SSN (Taxpayer B) being displayed to the taxpayer. In the CP 575 notice?). Include all the documented information the phone assistor obtained. Send the email to the AM HQ EIN Analyst. There can be no delays in this process. Quick and thorough action is required by all employees so that immediate research and diagnosis of the reported incident can begin. You can receive an EIN immediately by using our Online EIN Assistant. Go to the IRS web site at www.irs.gov and type in keyword EIN. If you prefer, you can complete a Form SS-4 and fax or mail it to us.The person making the call must be authorized to receive the EIN and answer questions concerning the Form SS-4, Application for Employer Identification Number. Follow guidance below when processing a telephone application. Advise the caller you have all of the information you need and will respond to the taxpayer directly. If they do not have a completed Form SS-4 or they cannot fax, ask the caller for all of the required information for the entity type. If the Form SS-4 can be faxed, input all the required information from the Form SS-4.Designee authority does not extend to receiving mail on behalf of the taxpayer. Likewise, the taxpayer’s phone number must not match the third party’s. If the caller is authorized, provide the EIN. If the caller is not authorized to receive the EIN, do not disclose it. Advise the caller the EIN confirmation notice will be mailed to the taxpayer's address of record. Do not offer to fax the EIN confirmation letter to the taxpayer. If the caller is authorized and initiates a request for a faxed EIN confirmation, provide it Also advise the caller they may want to make several copies of the notice as it can be used when EIN verification is requested for business purposes.However, If the caller is authorized and initiates a request for a faxed EIN confirmation, provide it. TPDs are not authorized to receive mail on behalf of the taxpayer. Do not refer callers to the internet application during IDRS down time. You must verify the information from the Form SS-4 with the caller. Charge all further handling to OFP 710-01325, Phone Suspense. If contact cannot be made, send a letter. Make sure the appropriate authorization document is received before faxing the EIN to the third party. If a return fax number is not provided, it will take about two weeks for the entity to receive their confirmation letter by mail. These requests usually relate to the need to make an immediate assessment or process a secured return. CSRs may receive calls on the EIN telephone lines requesting assistance with account related issues. Follow the instructions below to determine if these calls can be resolved or transferred. Ask the caller for their: These requests could include, but not limited to, an EIN that was lost, misplaced, forgotten, etc. See IRM 21.7.1.4.7.1, Employer Identification Number (EIN) Verification, for guidance. This subsection contains procedures for: If the inquiry was received from toll free phones, advise the caller to submit a Form SS-4 by fax or mail.It is the responsibility of the taxpayer to contact the bank to settle the issue. Begin with the first three digits of the mailing ZIP code and then expand your search to five. (If nothing is found, use the location ZIP code, first three digits and then expand your search to five.) This tool must be used for research when available. Use various elements of the search criteria (parameters) to research the entity thoroughly. For example: Use same search criteria as shown in paragraph 1 above. If the tool is unavailable, use CC ENMOD and other command codes shown in IRM 3.13.5.97, Command Codes Used for Researching EINs, to research. Send Letter 147C, EIN Previously Assigned, to the address of record to notify the taxpayer of a previously assigned number. ( IRM 21.7.13.6.5.1 )Do not send if research shows the EIN was assigned within the last 30 days as a CP 575 was generated during the assignment process. Do not fax the previously assigned EIN back to a third party designee.