FEIN Meaning Explained: What Does FEIN Stand For?

Are you a business owner struggling to understand the complexities of tax obligations?  As a savvy business owner, navigating the labyrinth of tax duties is part of the entrepreneurial journey. Among these is the fundamental step of securing a Federal Employer Identification Number, or FEIN. But what does FEIN mean in the broader context of running your business? Defining FEIN is not only about compliance—it’s about establishing your enterprise’s identity within the federal system. Let’s delve deeper into the world of FEIN meaning and why it matters for your business operations.

Understanding the FEIN: What It Is and How It’s Used

The definition of FEIN hinges on its role as a fundamental identifier for businesses. FEIN stands for Federal Employer Identification Number, operating as a nine-digit sequence the Internal Revenue Service assigns.

What does FEIN mean for a business? It means a singular identity within the U.S. federal tax system, separating it from personal tax identifiers. Upon the allocation of an FEIN by the IRS, it becomes the permanent tax ID number for the business unless modifications are made to the business entity or the account is closed. While most businesses utilize the FEIN as a taxpayer identification number (TIN), it is not mandatory for all businesses. Other examples of TINs include Social Security Numbers (SSNs) and Individual Taxpayer Identification Numbers (ITINs).

The EIN, a unique nine-digit identifier, holds the key to identifying businesses across the United States.

Structured in the XX-XXXXXXX format by the IRS, it’s not just a random series of digits; it’s a code that distinguishes and defines your business in the tax arena.

Understanding the FEIN definition isn’t just a matter of terminology; it’s understanding the essence of your business’s identity within the tax framework.

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How Is the FEIN Used?

It is a unique identifier the IRS recognizes for your business or organization. This number is not limited to incorporated businesses. Sole proprietorships, partnerships, non-profit associations, trusts, estates, and other entities can also use it. When submitting specific documentation, such as Form W-2, Form 941, and other business tax-related documents, it’s imperative to properly identify your enterprise. 

Having an FEIN allows you to use it on your tax returns, enroll in the electronic federal tax payment system for convenient tax payments, and complete payroll forms. It is important to note that hiring employees requires an FEIN, while issuing payments to subcontractors may not necessarily require one. However, it is imperative to understand and comply with the legal requirements for properly classifying workers as independent contractors or employees.

Once you have employees, remitting payroll taxes, such as Social Security contributions, Medicare premiums, and income tax on their behalf becomes essential. It is used on tax forms submitted to the government and when issuing W-2 forms to employees at the end of the tax year.

Beyond tax-related matters, it can also be used to open business bank accounts, apply for business credit cards, and obtain business loans. It serves a similar purpose to your social security number in personal matters, allowing you to establish credit and conduct various business-related transactions.

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Who Needs a FEIN?

Understanding the necessity of a federal EIN is crucial, and it may be unclear if it applies to your situation. Identifying who requires a business tax ID is the next step. A federal tax ID number is essential if your business employs staff. Moreover, the IRS mandates a FEIN for businesses that:

• Are set up as either a corporation or partnership
• Need to submit particular tax filings, such as employment or excise taxes
• Withhold taxes on any non-wage income paid to non-resident aliens
• Operate a Keogh retirement plan.

It might also be required if you engage with specific entities, such as:

• Trusts, with exceptions such as IRAs, certain revocable grantor-owned trusts, and Exempt Organization Business Income Tax Returns
• Non-profit entities
• Estates
• Real estate mortgage investment conduits (REMICs)
• Agricultural cooperatives
• Individuals acting as plan administrators
• If you have multiple businesses that qualify for an FEIN, obtaining separate EINs for each enterprise is necessary.

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How to Find Your FEIN?

First and foremost, if you have previously filed a tax return for your business, your FEIN will be on it. Check any tax documents, including the prior year’s returns, for the number. Your FEIN is usually located near the top of the first page.

Alternatively, contact state agencies with whom you’ve filed business permits or registrations. Your FEIN is commonly used in various state-level licenses and documents. If you’ve previously contacted the IRS to obtain your FEIN, they may have issued a confirmation letter outlining your company’s tax ID details; ensure to review your business records for such crucial documents.

If these methods prove fruitless, contact the IRS directly. You can call the Business & Specialty Tax Line at 1-800-829-4933. After verifying your identity, an IRS representative will provide you with the number. 

Sometimes, the IRS may require certain details to verify your identity before disclosing your FEIN. This could include information about your business, such as the legal name, mailing address, and other identifying information. Make sure to have these details ready when contacting the IRS.

❗ Remember that your FEIN is confidential information, so it’s important to keep it secure and only disclose it to trusted parties for legitimate business purposes.

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Benefits of a FEIN

Employer Identification Numbers (EINs) are exclusive identifiers assigned to businesses and remain with them indefinitely. These identifiers are never recycled or allotted to another business, even if the initial business ceases operations.

Securing an EIN is essential for business operations, as it is a prerequisite to engaging in business activities. Businesses must obtain their EIN before commencing operations. An EIN is necessary for a variety of business functions, including:

• Recruiting and compensating staff members
• Initiating business bank accounts, securing lines of credit, and managing excess funds
• Upholding company liability protections
• Completing business tax returns and managing state tax registrations

Acquiring an EIN is beneficial for segregating your finances from your business dealings and safeguarding your data against potential identity theft risks.

Additionally, independent contractors, like subcontractors, are often mandated to have an EIN. The main contractor used this number for IRS reporting of any business payments made to the subcontractor.

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How to Apply for FEIN

Thankfully, securing this EIN is a straightforward process available through several channels. Here’s a rundown of how to go about it:

💻 Apply online

The preferred method for acquiring an EIN by the IRS is through their digital portal. You can find this electronic form on the official IRS website and is operational from Monday to Friday between the hours of 7:00 a.m. and 10:00 p.m. EST.

For the online application process to be successful, ensure that the key operations of your business are within either the United States or one of its Territories. Additionally, an active taxpayer identification number (like an SSN) is essential for the application.

The online application for an EIN is structured into five segments:

• Identification
• Authentication
• Address information
• Business details
• EIN confirmation

Please note that the system does not permit the saving of your application to finish at a later time. If there is a lapse of 15 minutes without activity during your EIN online application, the session will end automatically, which means you could lose all entered data. Therefore, allocating sufficient uninterrupted time to complete the application in one sitting is important.

📧 Apply through mail

To submit a request for an employer identification number via postal service, you must complete and provide a signature on the SS-4 form, then dispatch it to the following location:

Internal Revenue Service
Attention: EIN Operation
Cincinnati, OH 45999

A notice confirming the issuance of your Federal Employer Identification Number (FEIN) will be forwarded to you by mail.

Remember, if you opt for the mail-in application method, initiate this process well in advance of the date by which you require the identification number, as reliance on the postal system can result in a prolonged waiting period.

📠 Apply through fax

If applying online is not an option or does not align with your preference, you can apply for an EIN via fax. This method requires the completion of Form SS-4, the Application for Employer Identification Number. It is important to note that you can fax the completed form anytime since the service is available 24 hours a day.

To ensure a smooth process, carefully review your completed Form SS-4 and make sure you answer all questions accurately. Neglecting to do so may result in delays.

The specific fax number to use depends on the location of your business. Please use one of the following numbers to fax the completed Form SS-4 to the IRS:

• (855) 641-6935: If your main business, office agency, or permanent residence is in one of the 50 states.
• (855) 215-1627: If you do not have a legal residence, principal place of business, or main office or agency in any state.

📱 Apply by phone (only if outside the U.S.)

The EIN application process by telephone is exclusive to those applying from outside of the United States. To secure an EIN, international applicants should dial 267-941-1099, operational from 6:00 a.m. to 11:00 p.m. Eastern Standard Time, from Monday to Friday. This number is strictly for international applicants; others should avoid using it.

During the call with the IRS, you will have to respond to the inquiries that appear on Form SS-4. Furthermore, it is permissible to delegate the authority to another individual to acquire the EIN on behalf of your business and to address the questions on Form SS-4 via telephone. However, to exercise this option, you must complete the Third Party Designee segment of Form SS-4 and append your signature and the date.

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How to Cancel FEIN?

Once the IRS has assigned an FEIN to your enterprise, it ensures that this identifier is exclusively yours; no other entity will be allocated the same FEIN. It is important to note that an FEIN cannot be deactivated; however, you do have the option to close your IRS business account. It’s important to understand that closing your account does not equate to erasing the FEIN from IRS records. 

To initiate the closure of your IRS business account, you must provide the official name of your company, its FEIN, the business address, and a clear explanation for the dissolution of the account. If available, you should also attach a copy of the EIN Assignment Notice that you received from the IRS. Please forward these documents to the following address:

Internal Revenue Service
Cincinnati, OH 45999

Before the IRS processes the closure of your business account, you must ensure that you have submitted all tax returns. The obligation to file applies to your business if you have:

• Conducted any federal tax deposits or made payments to the federal government. 
• Any business tax returns that are outstanding. 
• Got a notice from the IRS notifying you that you must submit your business tax returns.

Under certain circumstances, such as a change in business ownership or restructuring, a new FEIN may be necessary.

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FAQ: All Your Questions Answered

FEIN vs. Tax ID 

A Federal Employer Identification Number (FEIN) represents just one variation among several tax identification numbers. The general category of tax identification numbers, often referred to as a TIN, encompasses a variety of identification forms, including:

• Federal Employer Identification Number (FEIN)
• Social Security Number (SSN)
• Adoption Taxpayer Identification Number (ATIN)
• Individual Taxpayer Identification Number (ITIN)
• Preparer Taxpayer Identification Number (PTIN)

A FEIN format is a unique identifier that primarily recognizes businesses and organizations for tax filing and reporting, differing from individual personal identification numbers.

FEIN vs. SSN 

A Social Security Number (SSN) is similar to an FEIN in that the federal government assigns it. However, the key difference lies in that an SSN is designed to personally identify you to the government and various organizations, whereas a  FEIN primarily serves to recognize a business entity.

In some situations, your SSN can double as a business tax ID, especially in scenarios involving simple business models without any employees. For instance, if you receive income reported on Form 1099, you effectively operate as a sole proprietor. In this role, you can take advantage of business tax write-offs and handle payroll taxes, which may render an EIN unnecessary. If you use your SSN on your tax filings, you might not need a separate FEIN number format for financial and reporting purposes.

What information do I need to apply for a FEIN?

When applying, it is important to gather and provide various pieces of information about your business. These details typically include your business’s legal name, trade name (DBA), number of members, business address, social security number, date of business establishment, closing month of the accounting year, as well as information regarding your business operations and vehicles. This comprehensive set of information is necessary for the application process to ensure accurate identification and proper documentation of your business.

How long does it take to get an EIN?

The time it takes to obtain your Employer Identification Number (EIN) varies based on your chosen application method.  By applying online, you’ll get your EIN instantly. You should download, save, or print out the confirmation notice for your records immediately after obtaining it.

 For fax applications, if you provide a fax number for return communication, you can expect to get your EIN within four business days. Without a return fax number, the process might take up to two weeks. Opting to send your application by mail is the slowest method, taking approximately four to five weeks. Patience is necessary when using this method due to the extended processing period.

Should you not receive your EIN in time to file your tax return, you may simply write “Applied For” in the allocated space for the EIN on your tax form.

Is FEIN public?

While FEINs are commonly used by businesses to report taxes and financial data to the IRS and other government entities, it is important to note that they are considered public information. Corporations must disclose their FEINs to other businesses they engage with. This information is often necessary for various purposes such as completing W-9 forms, providing credit references, and sharing relevant data. 

However, it is crucial to exercise caution when sharing FEINs as it can potentially expose businesses to unwanted risks and vulnerabilities. Similar to SSNs, FEINs should be handled discreetly and shared judiciously to mitigate the risk of identity theft and fraudulent activities.

How much does a FEIN cost?

Securing a FEIN doesn’t involve any financial outlay—the time commitment can weigh heavily. Be ready for the inevitable challenge of tackling government paperwork, and to dedicate anything from a few hours to an entire day, assuming things go smoothly.

However, the reality often involves a repetitive cycle—collecting data, navigating through multiple-page forms, and possibly needing to reapply if the IRS finds a small error in your submission.

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FEIN Meaning: Secure Your Business Identity

Congratulations on deciphering the FEIN meaning and securing your EIN! It is a significant milestone for your new business as it solidifies its official status. This achievement also signifies that you can safeguard your business and employees from the risks accompanying day-to-day operations. 

At this stage, it is crucial to consider implementing comprehensive risk management strategies. Additionally, integrating a reliable time tracker can contribute to efficient business management. This holistic approach enhances operational efficiency and supports the well-being of your employees. Embracing these measures sets the foundation for long-term success and growth.

If you are managing a team of 5 or more and looking to boost efficiency, Everhour is the perfect tool to keep your team on track. With seamless time tracking, you can easily estimate task durations, set clear budgets, and generate detailed reports inside Asana, Trello, Jira, or any other pm tool.