How to Get an EIN in Montana
How to Get an EIN in Montana
An EIN, or Employer Identification Number, is your business's federal tax identifier. It's a nine-digit number issued by the IRS that distinguishes your Montana business from every other entity in the country. Whether you're forming an LLC, a corporation, or operating as a sole proprietor with employees, you may need an EIN. The process is straightforward, free, and can be completed in minutes online.
This guide walks you through exactly how to get an EIN in Montana, who needs one, and what to do once you have it.
Who Needs an EIN in Montana
Not every Montana business owner needs an EIN immediately. Here's who does:
- LLCs with employees (single-member or multi-member)
- Corporations and S-corporations
- Partnerships
- Nonprofits
- Sole proprietors who hire employees
- Businesses operating under a fictitious name (assumed business name)
- Any entity that files certain tax forms with the IRS
Sole proprietors without employees can use their Social Security Number for tax purposes, but many choose to get an EIN anyway for privacy and professional separation.
What You'll Need Before Applying
Gather the following information before you start your application. You won't need physical documents, but you'll answer questions based on these items:
- Your legal business name (exactly as registered with the Montana Secretary of State)
- Your Montana business address (physical location, not a P.O. box)
- Your mailing address (if different from business address)
- The business's formation date
- Your Social Security Number or Individual Taxpayer Identification Number (ITIN)
- The name and SSN or ITIN of the business owner, partner, or responsible party
- Your business structure (LLC, corporation, partnership, sole proprietor, etc.)
- Your principal business activity (what your business does)
- Expected number of employees
- Montana business tax account number (if you already have one from the Department of Revenue)
Have this information ready before you begin. The online application takes 10 to 15 minutes if you're prepared.
Step-by-Step: How to Get Your Montana EIN
Step 1: Confirm Your Business Is Registered
Before requesting an EIN, your business structure should be registered with the Montana Secretary of State. If you're forming an LLC, file your Articles of Organization with the Montana Secretary of State. For corporations, file Articles of Incorporation. For sole proprietors and partnerships, you may register an Assumed Business Name (ABN) if you're operating under a name other than your legal name.
You do not need to wait for approval before applying for an EIN, but the business must be legally formed. If your Articles of Organization have just been filed, proceed with your EIN application using the formation date you provided to the Secretary of State.
Step 2: Apply Online at the IRS Website
The fastest way to get an EIN is to apply online at the IRS EIN application portal. This is the official IRS page for EIN requests. You do not need to pay any fee. The service is free.
On the IRS homepage, click the link to apply for an EIN online. You'll be directed to the Form SS-4 application.
Step 3: Complete Form SS-4 Online
Form SS-4 is the Application for an Employer Identification Number. You'll fill it out online in your web browser. The form asks for:
- Your full legal name (matching your Secretary of State filing)
- Your business address in Montana
- Your business structure (select "Limited Liability Company" for an LLC, "Corporation" for a C-corp, "S-Corporation," "Partnership," or "Sole Proprietor")
- Whether this is a new business or an existing one
- The reason you're applying (typically "Started new business")
- The date you expect to start operations
- Your principal business activity code (a numerical classification of your industry)
- Your expected number of employees
- The responsible party's name, SSN, and title
Go through each section carefully. Any errors can delay processing or require you to apply again. Double check your business name against your Secretary of State filing to ensure they match exactly.
Step 4: Select Your Responsible Party
The "responsible party" is the person who owns or manages the business. For an LLC with one member, that's you. For a multi-member LLC, it's typically the managing member. For a corporation, it's usually the president or owner. The responsible party must provide their name, SSN or ITIN, and confirm their role.
This person does not have to be a Montana resident, but they must have a Social Security Number or valid ITIN.
Step 5: Review and Submit
Before submitting, review all your entries. Pay special attention to:
- Business name spelling
- Montana business address (not a mail box)
- Business structure selection
- Responsible party name and SSN
Once you submit, you cannot edit the form. If you spot an error after submission, you'll need to apply again.
Step 6: Print Your Confirmation and EIN
After you submit Form SS-4 online, the IRS system immediately generates your EIN and displays it on your screen. Write it down or print the confirmation page right away. Your EIN is a nine-digit number formatted as XX-XXXXXXX.
The confirmation page also provides your reference number. Save both the EIN and reference number for your records. You'll need the EIN to file Montana taxes, set up payroll, and open a business bank account.
Alternative Methods if You Can't Apply Online
The online application is the fastest option, but you have alternatives:
By Phone: Call the IRS Business & Specialty Tax Line at 833-998-0010 (toll free). Hours are Monday to Friday, 7 a.m. to 7 p.m. Mountain Time. Have your Form SS-4 information ready. The IRS will ask your answers over the phone and issue your EIN immediately. You'll receive a confirmation by mail within two weeks.
By Mail: Print Form SS-4 from the IRS website, complete it by hand, and mail it to the IRS address listed on the form. Processing by mail typically takes two to four weeks. This method is slow and only recommended if you cannot access the internet or prefer paper records.
By Fax: Some IRS offices accept faxed Form SS-4 applications. Contact the IRS at 833-998-0010 to confirm if fax filing is available in your jurisdiction and get the correct fax number.
Montana-Specific Considerations
EIN vs. Montana Tax ID
An EIN is a federal number. It is not the same as a Montana state tax ID. Montana does not issue a separate "state EIN." However, Montana does require many businesses to register for state taxes through the Department of Revenue's eStop Business Licenses program. Your EIN will be linked to your Montana state tax accounts, but you may need to register separately for Montana income tax withholding, sales tax (if applicable to your business), or other state licenses.
Montana Tax Rates and Your EIN
Once you have your EIN, you'll use it when filing Montana income tax returns. Montana's corporate income tax rate is 6.75% (with a $50 minimum tax). Pass-through entities like LLCs default to pass-through taxation, meaning income flows to the owner's personal return at rates up to 5.9%. These rates are set by Montana state law and do not change based on your EIN.
Registering for Montana Taxes
Having an EIN does not automatically register you for Montana taxes. You must separately register with the Montana Department of Revenue if you have employees, owe sales tax, or file other state tax returns. Use your EIN when you register for Montana tax accounts.
Timeline and Costs
Cost: Obtaining an EIN is completely free. There are no IRS fees, Montana fees, or hidden charges.
Timeline: If you apply online or by phone, you receive your EIN immediately. The system generates your number on the spot. If you apply by mail or fax, expect two to four weeks. Many Montana businesses that plan ahead apply online and have their EIN the same day.
You do not need to own a Montana business bank account before applying for an EIN, but you'll need your EIN before you can open one.
Common Mistakes to Avoid
Mismatching business names. Your EIN application must use the exact legal name registered with the Montana Secretary of State. If your LLC is registered as "Glacier Mountain Guides LLC" but you apply for an EIN as "Glacier Mountain Guides," the mismatch can cause issues with tax filing and banking. Copy and paste the name from your Secretary of State filing confirmation to avoid typos.
Using a mail box for your business address. The IRS requires a physical business address, not a P.O. box. If you're working from home, use your home address. If you're renting office space, use the street address of that location.
Applying too early or too late. You should apply for an EIN after your business is legally formed (your Secretary of State filing is confirmed) but before you hire employees or open a business bank account. Applying months before you plan to open can create confusion about your business status.
Forgetting to save your confirmation. Take a screenshot or print your confirmation page immediately after receiving your EIN. The IRS does not email confirmation, and you'll need proof of your EIN for future tax filings and banking.
Confusing the EIN with the Montana Tax ID. Some business owners delay state tax registration because they already have an EIN. They are not the same. You need both if Montana requires you to register for state taxes.
After You Get Your EIN
Once you have your EIN, your next steps include:
- Open a business bank account. Most banks require an EIN to open a business checking account. This separates your personal finances from your business finances and is essential for accounting and tax filing.
- Register for Montana state taxes. If you have employees, set up payroll withholding through the Department of Revenue. If your business collects sales tax, register for a sales tax license. Visit the Montana Department of Revenue website to determine what licenses your business needs.
- Set up payroll (if applicable). If you hire employees in Montana, you must withhold federal and state income tax, Social Security tax, and Medicare tax. You'll use your EIN when setting up payroll processing.
- File taxes annually. Every year, you'll file a federal tax return using your EIN. The type of return depends on your business structure (Form 1040-SE for sole proprietors, Form 1065 for partnerships, Form 1120 for corporations, etc.). You'll also file Montana state returns as required.
- Keep your EIN safe. Treat your EIN like a Social Security Number. It's your business's primary identifier for tax purposes. Do not share it with unverified parties.
Frequently Asked Questions
Can I get an EIN if I haven't filed my Articles of Organization yet? Technically, the IRS does not require you to have already filed your Secretary of State papers. However, you must know your formation date and be able to accurately describe your business structure. Most people file their Secretary of State formation first, then apply for an EIN once they have confirmation.
Do I need an EIN if I'm a sole proprietor with no employees? No. Sole proprietors without employees can use their Social Security Number for tax purposes. However, many sole proprietors get an EIN anyway for privacy and to create separation between personal and business finances.
How long does my EIN last? Forever. An EIN never expires and never needs to be renewed. You apply for it once and use the same number for the entire life of your business. If your business closes, the EIN is retired but not reissued.
Can I change my business name after I get an EIN? Yes, but the process is complex. If you change your legal entity name on file with the Montana Secretary of State, you should notify the IRS. You typically do not need a new EIN just for a name change, but you must update your business records with the IRS. Consult a CPA or tax professional for specifics.
What if I made a mistake on my EIN application? If you catch an error before submitting, correct it. If you submitted and spot an error, you can reapply. The IRS will issue a new EIN on the corrected Form SS-4. You'll need to use the new EIN going forward and notify your bank and state tax agencies of the change.
Key Takeaways
Getting an EIN in Montana is a straightforward process. Apply online at the IRS website using Form SS-4, have your information ready, and you'll receive your nine-digit EIN within minutes. The process is free and required if your business has employees, is organized as an LLC or corporation, or needs to file certain tax forms. Once you have your EIN, link it to your Montana state tax accounts and business bank account to keep your finances organized.
This is informational content and should not be construed as legal or tax advice. Tax and business formation rules change, and individual circumstances vary. Consult a qualified CPA, tax professional, or attorney for advice specific to your Montana business.