An Employer Identification Number (EIN) serves as a unique identifier for businesses, much like a Social Security number does for individuals. This nine-digit code is used for tax purposes, banking, and various business operations. Knowing how to locate an EIN is essential for employees needing it for tax forms or for business owners managing financial records.
Checking Tax Forms and Payroll Records
Locating an EIN is often as simple as examining tax documents or payroll records. For employees, the EIN is typically found on the W-2 form, issued annually by employers. This form, which reports wages and taxes withheld, displays the employer’s EIN in Box b.1Internal Revenue Service. General Instructions for Forms W-2 and W-3 (2025) Ensure your W-2 form is from the current tax year, as EINs can change if a business undergoes restructuring.
Business owners can find the EIN on tax filings such as the 941 form, which reports quarterly payroll taxes.2Internal Revenue Service. Instructions for Form 941 (03/2025) You can also find your business’s EIN on 1099 forms you issue to contractors, where the payer’s TIN (including EIN) is required and shown in the standard XX-XXXXXXX format.3Internal Revenue Service. Instructions for Forms 1099-MISC and 1099-NEC (04/2025) Payroll records, maintained by the employer or payroll service provider, also contain the EIN, as it is required for processing payroll taxes. Employers are required to keep employment tax records for at least four years.4Internal Revenue Service. Publication 15 (2025), Employer’s Tax Guide
Employer HR Contacts
Another way to obtain an EIN is by contacting your employer’s Human Resources (HR) department. HR personnel manage employment-related inquiries and can provide the EIN upon request. This is particularly helpful for employees without immediate access to tax documents or payroll records. When reaching out, explain why you need the EIN, such as for tax filing or financial management.
In larger organizations, HR departments may have dedicated payroll or compliance teams to handle such requests. These specialists ensure the correct EIN is provided, especially if the company has undergone structural changes. Be prepared to verify your identity and employment status, as HR departments often have protocols for sharing sensitive information.
In smaller businesses, where HR functions are handled by a single individual or small team, the process may be less formal but still requires professionalism. Providing clear details about your request can help ensure a quick response.
Using IRS Assistance
The Internal Revenue Service (IRS) offers resources to help with EINs. If you’re starting a business and need an EIN, you can apply online and, if approved, receive the number immediately; be sure to print the confirmation letter for your records.5Internal Revenue Service. Get an Employer Identification Number
If you’ve misplaced an existing EIN, the IRS can locate it for authorized persons by phone after identity verification; call the Business & Specialty Tax Line at 800-829-4933 during business hours.6Internal Revenue Service. Employer Identification Number
Business Entity Lookups
Conducting a business entity lookup through a state’s Secretary of State website can also help locate information about a business. While many states do not publicly list EINs due to privacy concerns, their databases provide details such as the business’s legal name and registration status.
Business entity searches are useful for stakeholders conducting due diligence. They can reveal insights into a business’s operational history, compliance with local regulations, and any past legal issues. This information is especially valuable when assessing risks associated with mergers, acquisitions, or other business decisions.