What is an SS-4 Form?
IRS Form SS-4, or an application for Employer Identification Number, is essential for new businesses or entities that need to obtain an Employer Identification Number from the Internal Revenue Service (IRS). This number is crucial for tax purposes, allowing businesses to open bank accounts, hire employees, and comply with IRS regulations. It’s a must-have for most companies and many other entities operating in the U.S. that need a separate tax ID to handle banking, payroll, and other tax responsibilities.
What is the purpose of an SS-4?
Form SS-4 is essential for any entity that needs to identify itself for tax purposes. Here's what it's used for:
- To apply for an Employer Identification Number (EIN).
- To set up your business or organization in the IRS system with its own Employer Identification Number.
- To register for certain taxes and services with the IRS.
How to fill out an SS-4 Form
- 1
Start by entering the legal name of the entity or individual requesting an EIN.
- 2
Provide the mailing address and location of the entity.
- 3
Select the type of entity from the options provided.
- 4
Indicate the reason for applying for an EIN.
- 5
Fill in the details about the responsible party.
- 6
Specify the expected number of employees.
- 7
Review the information, then download the completed form.
Who is required to fill out Form SS-4?
Form SS-4 is filled out by businesses or entities that need an Employer Identification Number (EIN) from the IRS. This includes corporations, partnerships, sole proprietors, LLCs, estates, trusts, and other organizations that need an EIN for business tax filing or banking purposes.
After submission, the IRS uses Form SS-4 to assign the EIN, which banks, vendors, and other entities require for financial and tax purposes.
When is Form SS-4 not required?
Not everyone needs to complete an SS-4. Sole proprietors without employees who are not required to pay excise or pension plan taxes may not need an EIN and, therefore, may not need to submit this form.
Individuals who are simply employees, without any side businesses or additional tax responsibilities, do not require an EIN either. Consequently, they do not need to fill out Form SS-4.
When is Form SS-4 due?
There’s no fixed IRS deadline for Form SS-4, but you should submit it before you’ll need the EIN — for example, before opening a business bank account, filing your first federal tax return, or hiring employees. If you’re mailing the form, it’s a good idea to apply several weeks in advance so you have the EIN in time.
Please remember that it's important to submit this IRS form promptly to ensure your business operations proceed smoothly without any legal or financial hiccups.
How to get a blank SS-4 Form?
If you would like to get an IRS-issued copy of the SS-4 Form, you can visit our platform, where the template is preloaded in our editor, ready for you to start filling it out. Whenever you're done, you can then mail or fax your printed EIN application PDF to the IRS.
Remember, our website provides you with a fillable SS-4 and with the ability to sign and download the form, but you'll need to submit it yourself.
How to sign an SS-4 online?
Signing the federal Form SS-4 online at PDF Guru is simple.
First, load the form in our PDF editor by clicking Fill Form, complete all the required fields, and then add your electronic signature in the designated area. Click Done to download your signed copy — you can then print and mail or fax this signed form to the IRS if you’re using the paper application process.
To submit your SS-4 Form online, you’ll instead answer the questions directly on the IRS website rather than uploading a PDF.
Where to file the SS-4 Form?
You can apply for an EIN online through the IRS website, using an application that follows the same information as Form SS-4 and usually gives you an EIN right away if you qualify.
If you prefer to use the paper form, you can complete SS-4 in PDF Guru and then send it to the IRS by mail or fax, following the latest filing instructions and addresses on IRS.gov.
Where to fax SS-4?
The fax number depends on where the applicant is located and the current IRS instructions. You should always confirm the current fax number in the latest official IRS instructions or on IRS.gov before sending your form.
What other tax forms are related to SS-4?
Form W-9
Collect a contractor’s or payee’s legal name and Taxpayer Identification Number (TIN) so you can report payments correctly to the IRS once you have your EIN. Who uses it: Businesses and individuals that need to request TIN details from vendors, freelancers, or other payees.
Form 941
Report quarterly federal payroll taxes, including income tax withheld from employees’ paychecks and both the employer and employee portions of Social Security and Medicare, using the EIN you received with Form SS-4. Who uses it: Employers who have staff on payroll and must report employment taxes every quarter.
Form 940
Report and pay annual federal unemployment (FUTA) tax linked to your business EIN, separate from your quarterly payroll tax filings. Who uses it: Employers that pay wages subject to federal unemployment tax.
