Obtaining an EIN for your Illinois Business | 2023 Guide

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Obtain an EIN in Illinois

As a business owner in The Prairie State, it is crucial to understand the importance of an Employer Identification Number (EIN) and how it impacts your Illinois LLC operations. An EIN is a unique nine-digit number the Internal Revenue Service (IRS) assigns to businesses operating in the United States for identification purposes. This number is essential for running a business, such as filing taxes, opening bank accounts, and hiring employees. 

This article will explore the complete guide to Obtaining an EIN in Illinois and the responsibilities and requirements associated with having an EIN.

Webinarcare Editorial Team will help you understand the process of obtaining an EIN. You must be guided by all the factors gathered in this article.

EIN Definition and Purpose

To form an LLC, an EIN is necessary for your Illinois Business. An Employer Identification Number (EIN) is a federal tax identification number used by the Internal Revenue Service (IRS) to identify businesses in the United States. It is similar to a Social Security Number (SSN) for individuals but is specifically designed for businesses. The main purpose of an EIN is to help the IRS track and administer taxes for companies.

In Illinois, businesses are required to have an EIN if they meet any of the following criteria:

  • Have employees
  • Operate as a Corporation or Partnership
  • File tax returns for employment, excise, or Alcohol, Tobacco, and Firearms (ATF) taxes
  • Withhold taxes on income, other than wages, paid to a non-resident alien
  • Have a Keogh plan (a tax-deferred pension plan for self-employed individuals or unincorporated businesses)
  • Are involved with trusts, estates, real estate mortgage investment conduits, non-profit organizations, farmers’ cooperatives, or plan administrators

How to Obtain an EIN in Illinois

Obtaining an EIN in Illinois is a straightforward process; several methods are available to apply for one.

Online Application Process

The easiest and fastest way to obtain an EIN is by applying online through the IRS website. The online application is available for businesses in Illinois and the rest of the United States. To apply for an EIN online, follow these steps:

  1. Visit the IRS EIN Assistant webpage.
  2. Click “Apply Online Now” and follow the prompts to complete the application.
  3. Provide the necessary information, such as your legal name, trade name (if applicable), business address, and the responsible party’s Social Security Number or Individual Taxpayer Identification Number.
  4. Select the appropriate legal structure for your business (e.g., sole proprietorship, general partnership, corporation, etc.).
  5. Provide additional information as required, such as the number of employees, the reason for applying, and the primary business activity.
  6. Review and submit your application.

Upon successful completion of the application, you will receive your EIN immediately. Save or print a copy of the confirmation notice for your records.

Other Application Methods

If you prefer not to apply online or are unable to access the online application, you can also obtain an EIN through the following methods:

  • Fax: Complete Form SS-4 (Application for Employer Identification Number) and fax it to the appropriate fax number listed on the IRS website. You should receive your EIN within four business days.
  • Mail: Complete Form SS-4 and mail it to the appropriate address on the IRS website. The processing time for mailed applications is approximately four weeks.
  • Telephone: International applicants can apply for an EIN by calling the IRS at 267-941-1099 (not a toll-free number) from 6:00 a.m. to 11:00 p.m. Eastern Time, Monday through Friday.

After you have your EIN number, you can benefit in several ways. It will give your Illinois LLC the final advantage necessary to operate fully without legal or judicial issues.

If you have a Registered Agent, he can file for your EIN. Also, if you are planning to file for an LLC in Illinois, your Registered Agent should file for the Articles of Organization in the Illinois Secretary of State.

Uses of EIN in Illinois

An EIN must run a business in Illinois. Some of the primary uses for an EIN include:

Opening a Business Bank Account

Banks typically require an EIN to open a business bank account, which is essential for separating your personal and business finances. With a business bank account, you can accept payments, deposit funds, and manage your company’s finances more efficiently. 

If you are planning a bank for your Illinois business, you can check out the Best Banks in Illinois, which offer the best combination of fees, services, and convenience for your business needs.

Filing State and Federal Taxes

Businesses in Illinois must file taxes with both the state and federal governments, and an EIN is necessary to report and pay these taxes. Your EIN is used on various tax forms, such as income tax returns, employment tax returns, and excise tax returns which you can pay in Illinois Department of Revenue. 

Be guided by the Small Business Tax article to know more about mandatory taxes in Illinois.

Payroll and Employee Tax Reporting

If your business has employees, you will need an EIN to report wages and other compensation paid to your workers. Additionally, an EIN is required for withholding and remitting federal income and payroll taxes on your employees’ behalf.

If you hire an employee for your business, you must request that your employees complete the following forms:

  • Employment Eligibility Form
  • Federal Tax Withholding Form
  • W-4 Form
  • Workers Compensation Claim Form
  • Disability Self-Identification Form
  • U.S. Citizenship and Immigration Services Form

Applying for Business Licenses and Permits

An EIN is often required when applying for business licenses and permits in Illinois. These licenses and permits may be necessary for various aspects of your business operations, such as zoning approval, health permits, or sales tax registration.

In Illinois, business license fee costs around the range of $50 – $300. You can check out Illinois Business Licenses to learn more about licenses and permits.

Establishing Credit and Securing Loans

An EIN can help your business establish credit, as it serves as an identifier for your company in the eyes of financial institutions. Additionally, lenders may require an EIN when applying for business loans or lines of credit.

Responsibilities and Requirements for EIN Holders in Illinois

As an EIN holder in Illinois, you are responsible for several tasks related to maintaining and managing your EIN. Some of these responsibilities and requirements include:

Updating the IRS on Changes to Business Information

If your business undergoes significant changes, such as a change in address, legal structure, or a responsible party, you must inform the IRS by filing the appropriate forms. This ensures the IRS has accurate and up-to-date information about your business and can properly administer taxes.

You can go to the Update My Information website of the Internal Revenue Service.

Required Tax Filings and Payments

With an EIN, your business is responsible for filing various tax returns and making tax payments to federal and state governments. Be informed about the specific tax obligations for your business type and industry in Illinois.

To keep your business in good standing in Illinois, you must file an annual report with the Illinois Secretary of State. The annual report provides updated information about your LLC, such as changes in address, members, or Registered Agent. 

In Illinois, the Annual Report fee costs around $75 which can be paid every 1 year (before the anniversary month starts). 

Record-Keeping Requirements

Proper record-keeping is essential for businesses with an EIN, as it helps ensure accurate tax reporting and compliance with laws and regulations. Maintain records of your company’s income, expenses, and other financial transactions to facilitate accurate tax filing and minimize potential issues with the IRS.

Establish a reliable accounting system to track income, expenses, and tax obligations. You can manage your finances using spreadsheets, accounting software, or hiring a professional accountant.

Closing an EIN Account

Suppose your business ceases operations or no longer requires an EIN. In that case, you must notify the IRS by submitting a letter containing your complete legal name, EIN, business address, and the reason for closing the account. This allows the IRS to update its records and prevent future tax-related issues.

If you have a copy of the EIN Assignment Notice that was issued when your EIN was assigned, include that when you write it to the IRS with the below mailing address:

  • Internal Revenue Service MS 6055 Kansas City, MO 64108
  • Internal Revenue Service MS 6273 Ogden, UT 84201             

Or, you can check out Canceling an EIN via the IRS for further information.

Common Issues and Solutions for EIN in Illinois

Business owners in Illinois may encounter issues related to their EIN, such as losing or misplacing the number, incorrect information on the EIN application, or changes in business structure or ownership. Here are some solutions to common EIN-related problems:

Lost or Misplaced EIN

If you lose or misplace your EIN, you can contact the IRS by calling their Business & Specialty Tax Line at 1-800-829-4933. The IRS representative can provide you with your EIN after verifying your identity.

Incorrect Information on EIN Application

Suppose you discover an error on your EIN application, such as an incorrect business name or address. In that case, you can correct the information by submitting a letter to the IRS detailing the changes. Be sure to include your EIN, the incorrect information, and the correct information in your letter.

Change in Business Structure or Ownership

If your business undergoes a significant legal structure or ownership change, you may need to obtain a new EIN. Consult the IRS guidelines to determine if a new EIN is necessary.

Dealing with Identity Theft or Fraud

If you suspect your EIN has been compromised or used fraudulently, immediately report the issue to the IRS. The IRS can guide you through the steps to secure your EIN and protect your business from potential tax-related issues.

State-Specific EIN Information and Resources

To further assist businesses in Illinois, here are some state-specific resources and information related to EINs and taxation:

1. Illinois State Tax Agency Information

The Illinois state tax agency can provide information on state tax requirements, forms, and filing deadlines. Be sure to familiarize yourself with the state tax obligations for your business type and industry.

2. Illinois Business Registration Requirements

In addition to obtaining an EIN, businesses in Illinois must also register with the appropriate state agencies. This may include registering your business name, obtaining necessary licenses and permits, and registering for state taxes.

3. Illinois Employer Tax Obligations and Filings

Employers in Illinois must comply with various state tax obligations, such as withholding state income tax from employee wages and reporting these withholdings to Illinois Department of Revenue. Research your business’s specific employer tax requirements in Illinois.

4. Local Resources and Assistance for Businesses in Illinois

Many local organizations and government agencies in Illinois offer resources and assistance for small business owners. These resources may include business counseling, training, and financial assistance programs.

Do I Need to Apply for an EIN If I Also Have Business In Other States?

Yes, if you are operating a business with employees, have a corporation or partnership, or are required to file employment, excise, or alcohol, tobacco, and firearms tax returns, you will need an EIN (Employer Identification Number). If your business operates in multiple states, you only need one EIN for federal tax purposes. However, you may need to register for state-specific tax identification numbers in each state where you conduct business. Check with the Illinois Department of Revenue to determine their requirements.

FAQs

What is an EIN in Illinois and how do I get one?
An EIN is an Employer Identification Number and it is assigned by the Internal Revenue Service (IRS) to businesses and organizations for tax purposes. To obtain one, you can apply online through the IRS website or by mail.
Who needs an EIN in Illinois?
Anyone that operates a business or entity must have an EIN.
Is it required to have an EIN to do business in Illinois?
Yes, it is required to have an EIN in order to conduct business in Illinois.
Is there a cost to obtain an EIN in Illinois?
There is no cost to obtain an EIN in Illinois. It is a free service provided by the IRS.
How long does it take to obtain an EIN in Illinois?
Typically, you can obtain an EIN in Illinois instantly when applying online. If you apply by mail, it may take approximately four weeks to receive your EIN.
Can non-profit organizations obtain an EIN in Illinois?
Yes, non-profit organizations are required to have an EIN in order to operate in Illinois.
Can an individual obtain an EIN in Illinois?
Yes, an individual can obtain an EIN if they are operating a business or entity that requires it, such as a sole proprietorship.
Do I need an EIN for each of my businesses in Illinois?
Yes, you will need a separate EIN for each business and entity you operate in Illinois.
Can I apply for an EIN in Illinois as a foreign business entity?
Yes, you can apply for an EIN as a foreign business entity in Illinois.
Is an EIN the same thing as a sales tax number in Illinois?
No, an EIN and a sales tax number are two different things. An EIN is for tax purposes, while a sales tax number is for the purpose of collecting sales tax from customers.
Can I use my social security number instead of an EIN for my business in Illinois?
It is not recommended to use your social security number in place of an EIN. It is best to obtain an EIN for tax and liability purposes.
What are the eligibility requirements to obtain an EIN in Illinois?
Anyone that operates a business or entity that requires an EIN can apply for one in Illinois.
Can I apply for an EIN for my LLC in Illinois online?
Yes, you can apply for an EIN for your LLC online in Illinois.
Is an EIN required for a single-owner LLC in Illinois?
Yes, an EIN is required for a single-owner LLC in Illinois.
Do partnerships need an EIN in Illinois?
Yes, partnerships are required to obtain an EIN in order to operate in Illinois.
What is the difference between a sole proprietor and an LLC in Illinois?
A sole proprietorship is a business owned and operated by one person, while an LLC is a type of legal business structure that offers more protection for the owner’s personal assets.
When do I need to renew my EIN in Illinois?
An EIN does not expire so you do not need to renew it in Illinois.
What happens if I lose my EIN in Illinois?
If you lose your EIN in Illinois, you can contact the IRS to obtain a copy of your EIN or to have it resent to you.
Can I transfer my EIN to another business in Illinois?
No, an EIN cannot be transferred to a new business. Each business must obtain its own unique EIN.
Can I apply for an EIN for my business without a physical address in Illinois?
Yes, you can apply for an EIN for your business without a physical address in Illinois as long as you have a valid mailing address.
How do I notify the IRS of a change of address for my Illinois EIN?
You can notify the IRS of a change of address by updating your information with the IRS by calling them.
Can a non-US person apply for an EIN in Illinois?
Yes, a non-US person can apply for an EIN in Illinois.
Do I need to have a registered Illinois agent to obtain an EIN?
No, you do not need to have a registered Illinois agent to obtain an EIN.
How can I check the status of my Illinois EIN application?
You can check the status of your Illinois EIN application by calling the IRS hotline.
Can I apply for an EIN in Illinois for an estate or trust?
Yes, an EIN is required for estates and trusts in Illinois.
Is there a maximum number of EINs that can be obtained in Illinois?
There is no maximum number of EINs that can be obtained in Illinois.
Can I apply for an EIN in Illinois for a church?
Yes, churches are required to obtain an EIN if they are registered as a 501(c)(3) tax-exempt organization in Illinois.
Can someone else apply for an EIN on behalf of my business in Illinois?
Yes, someone else can apply for an EIN on behalf of your business in Illinois as long as they are authorized by your business to do so.
Are there any restrictions on obtaining an EIN for a medical marijuana business in Illinois?
The state of Illinois allows medical marijuana facilities to seek or obtain an EIN.
What do I do if I close my Illinois business after obtaining an EIN?
You must notify the IRS of your business closure by closing out your account by filing its final return, paying any taxes due and checking the box on the form indicating that it’s a final return for the business.

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Conclusion

In conclusion, understanding the importance and uses of an EIN in Illinois is crucial for the successful operation of your business. By obtaining and maintaining your EIN, you can ensure compliance with federal and state tax laws, establish a strong financial foundation for your company, and access various resources and opportunities for growth. Be sure to utilize the available resources and support for businesses in Illinois to maximize your chances of success.

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