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An employer is required to withhold all types of taxes for resident aliens Holders of the I-551 Permanent Resident Card (Green Card) fall into this category However, do not withhold Social Security or Medicare taxes if someone is an alien agricultural worker, or holds a variety of nonimmigrant visas, such as F-1 (students), H-1B (professionals and technical workers), or Q (cultural exchange visitors) A nonresident alien is required to complete a W-4 form When doing so, the person cannot claim exemption from withholding, must state his or her marital status as being single, and in most cases can only claim one allowance
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When a company sends payroll tax remittances to the federal government, the government needs to identify the company, so it can give the company proper credit for the remittances This is done with an employer identification number (EIN) One applies for an EIN number with the Application for Employer Identification Number, Form SS-4, which is shown in Exhibit 84 Once the Form SS-4 is sent to the IRS, it takes four weeks to receive an EIN number back in the mail If the first payroll deposit is due before the receipt of the EIN, one can call the IRS s Tele-TIN or Fax-TIN numbers in order to obtain the number more quickly The Tele-TIN number is 1-866-816-2065 Before calling, fill out the Form SS-4, since most of the information on it will be needed for the call You will be given an EIN over the phone If you d like to accelerate the processing of the regular Form SS-4, then fax it to the regional Fax-TIN number, which will result in the fax-back of an EIN number in about four business days One problem with this approach is that the IRS does not use a cover sheet when sending a response back through a company s fax machine, so the transmitted document containing the new EIN number may be lost The Fax-TIN numbers for all regions are listed in Exhibit 85 Instructions for filling out the Form SS-4 are as follows: Enter the legal name of the entity (not its doing-business-as name) If the business is a person or sole proprietorship, then enter person s first, middle, and last names Line 2: If there is a doing-business-as (dba) or trade name, enter it on this line Line 3: If there is an executor or trustee of a trust, enter that person s first, middle, and last name here Lines 4 6: Enter the complete mailing address, including the county name The EIN will be sent to this location Line 7: Enter the first, middle, and last name of the principal officer, general partner, or sole proprietor, depending on the type of business entity Line 1:
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(For use by employers, corporations, partnerships, trusts, estates, churches, government agencies, Indian tribal entities, certain individuals, and others) See separate instructions for each line Keep a copy for your records
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Legal name of entity (or individual) for whom the EIN is being requested Trade name of business (if different from name on line 1) 3 Executor, trustee, care of name
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4a Mailing address (room, apt, suite no and street, or PO box) 5a Street address (if different) (Do not enter a PO box) 4b City, state, and ZIP code 6 County and state where principal business is located 7b SSN, ITIN, or EIN Estate (SSN of decedent) Plan administrator (SSN) Trust (SSN of grantor) National Guard Farmers cooperative State/local government Federal government/military 5b City, state, and ZIP code
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7a Name of principal officer, general partner, grantor, owner, or trustor 8a Type of entity (check only one box) Sole proprietor (SSN) Partnership Corporation (enter form number to be filed) Personal service corp Church or church-controlled organization Other nonprofit organization (specify) Other (specify) If a corporation, name the state or foreign country (if applicable) where incorporated Reason for applying (check only one box) Started new business (specify type) Hired employees (Check the box and see line 12) Compliance with IRS withholding regulations Other (specify) Date business started or acquired (month, day, year)
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REMIC Indian tribal governments/enterprises Group Exemption Number (GEN) State Foreign country Banking purpose (specify purpose) Changed type of organization (specify new type) Purchased going business Created a trust (specify type) Created a pension plan (specify type) 11 Closing month of accounting year
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First date wages or annuities were paid or will be paid (month, day, year) Note: If applicant is a withholding agent, enter date income will first be paid to nonresident alien (month, day, year) Highest number of employees expected in the next 12 months Note: If the applicant does not expect to have any employees during the period, enter -0- Check one box that best describes the principal activity of your business Construction Rental & leasing Transportation & warehousing Real estate Manufacturing Finance & insurance Agricultural Household Other
Health care & social assistance Accommodation & food service Other (specify)