Where to Find Your Employer Payroll Tax Account Number
Locate your business's critical federal and state payroll tax numbers for accurate filings and compliance.
Employer payroll tax account numbers are unique identifiers businesses need for tax and administrative purposes. They are essential for accurate tax filings and compliance with reporting obligations.
Understanding Employer Payroll Tax Numbers
The term “employer payroll tax account number” describes several distinct identifiers. The primary federal number is the Employer Identification Number (EIN), a nine-digit number assigned by the Internal Revenue Service (IRS) to identify a business for tax purposes.
States also issue their own unique payroll tax account numbers. These state-specific numbers are required for reporting and remitting state unemployment insurance (SUI) taxes and state income tax withholding. Both federal and state numbers are necessary for payroll tax compliance.
Locating Your Federal EIN
Finding your Federal EIN often begins with reviewing documents received from the IRS. The most direct source is the IRS confirmation letter, Form CP 575, issued when the EIN is first approved. This letter contains your EIN, legal business name, and associated address.
Previous federal tax returns, such as Form 941 or corporate income tax returns like Form 1120, typically have the EIN printed on them. Your business bank account statements or loan applications may also display the EIN, as financial institutions often require it for verification.
If these documents are unavailable, contact the IRS directly. You can call the IRS Business and Specialty Tax Line at 800-829-4933, Monday through Friday, 7 a.m. to 7 p.m. local time. To verify your identity, the IRS representative will ask for specific information, including your Social Security number or Individual Taxpayer Identification Number (ITIN), your prior-year tax return, and your filing status. Having any IRS letters or notices readily available will assist in the verification process.
Locating Your State Payroll Tax Account Numbers
State payroll tax account numbers are issued by state-level agencies and are distinct from your federal EIN. These numbers are typically assigned by the state’s Department of Labor for unemployment insurance and the state’s Department of Revenue for income tax withholding. The exact naming and format of these numbers vary by state.
To locate these numbers, examine any state tax registration documents or confirmation letters received when you established your business. Previous state payroll tax returns, such as state unemployment tax filings or state withholding tax returns, will also contain these account numbers. State unemployment insurance (SUI) rate notices are another reliable source for your SUI account number.
If you cannot find the numbers through your records, contact the relevant state agency directly. Most states provide contact information for their Department of Labor or Department of Revenue on their official government websites.
Steps If You Cannot Find the Numbers
If you have exhausted your internal records and still cannot locate your employer payroll tax account numbers, specific steps can help. For your federal EIN, contacting the IRS Business and Specialty Tax Line is the most direct approach. Be prepared to provide identifying information about your business to confirm your authority to receive the number.
For state-specific numbers, reach out to the respective state Department of Labor and Department of Revenue. These agencies can assist in retrieving your account numbers after verifying your business’s identity. If a third-party, such as a payroll provider, accountant, or legal counsel, assisted with initial business setup or tax filings, they might have a record of these numbers.
In rare instances where the IRS confirms no record of an EIN for your business, and you have not previously operated under one, applying for a new EIN would be necessary. This situation is uncommon for businesses that have been actively operating and filing taxes. Once these numbers are found, keep them in a secure and easily accessible location for future reference and compliance.