Key Takeaways:

  • A Company Identification Number (CID) is assigned when a business registers with the state, serving as an official record.
  • An Employer Identification Number (EIN) is a federal tax ID required for businesses that hire employees, operate as corporations or partnerships, or withhold taxes.
  • Different states have different CID formats, and some require separate state tax ID numbers.
  • CIDs and EINs are used for different purposes—CIDs track company records with the state, while EINs are used for federal tax and employment purposes.
  • Methods for looking up a company’s EIN include the SEC EDGAR database (for public companies), private online databases, and nonprofit tax filings.
  • State-level tax IDs may be required, varying by state, and are used for collecting sales tax, income tax withholding, and other purposes.
  • BOIR (Beneficial Ownership Information Reports) are now required for certain companies to disclose their Tax ID Numbers.
  • If you need help with obtaining or understanding a company identification number, consulting an attorney can help ensure compliance.

A company identification number, or CID, is given to a company when it is formed and the articles of organization or incorporation are approved by the Secretary of State. The CID is an important step when establishing a new company as it acts as a way to track important company information. After the company identification number is assigned, the incorporator or a legal agent of the company can apply with the Internal Revenue Service to obtain a tax ID number, or employer identification number (EIN). The CID and EIN are different and are used for different purposes.

The EIN is nine digits long and is displayed as XX-XXXXXXX. However, some states have state EIN's. For example, in California, the numbers appear in a different format based on the business entity type. Corporations are given seven-digit numbers that begin with the letter C, like C9876543. Whereas LLCs or Limited Liability Companies receive twelve-digit numbers that start with the year of incorporation, like 2018123987165432.

Employer Identification Number

The employer identification number is also known as a tax identification number and is assigned by the Internal Revenue Service. This number is required to file the company taxes. The number is the equivalent of a persons social security number, but for a business. An EIN is required by any business that:

  • Hires employees
  • Operates as a corporation or partnership
  • Offers tax-deferred pension plans
  • Withholds income taxes for non-resident aliens
  • Pays ATF taxes
  • Deals with REITs, farms, non-profit activities, or certain trusts

Employee identification numbers are important as they act as a way to separate companies from each other. If the ownership structure changes in a significant manner, a new EIN may be required. EIN's are used only for taxes. It is important to note that EIN's do not do any of the following:

  • Replace a person's social security number
  • Provide authorization to work in the United States
  • Establish eligibility for Social Security or other benefits

State-Specific Company Identification Numbers

Each state has its own method of issuing company identification numbers. Some states, like California, assign a seven-digit corporate number starting with "C" for corporations, while LLCs receive a 12-digit identifier. New York, Texas, and other states may assign different formats depending on the business entity type.

Many states also require businesses to register for a state tax ID number to collect sales tax or withhold employee income tax. You can typically apply for a state tax ID through your state’s tax authority website.

Using an EIN to Look Up a Company

Any company that files taxes can be found by searching their EIN. The filings show the current year's status regarding leadership and company ownership. Companies that have EIN's include:

  • Corporations
  • Limited Liability Companies (LLC)
  • Sole proprietorships
  • Partnerships
  • Non-profits
  • Government agencies

The steps to search for the EIN vary by business type.

  • Public companies who sell some or all of their stock to the general public are required to submit documentation to the United States Securities Exchange Commission (SEC). The documentation is considered public record by law and can be accessed easily. To do so, visit the SEC's EDGAR database to complete an EIN lookup. One document that is filed annually is the 10K annual report which has the employee identification number listed at the top of the first page. This report lists the company's ownership and leadership information.
  • Private companies are owned by private investors or founders and company stock is not sold to the public. As a private company, it is not a legal requirement to publicly share financial information because investors are not solicited publicly. To find the EIN of a private company, you need to use online databases which may be free or paid.
    • Paid databases will require an account and payment will be assessed either on the number of searches or the time you spend on the site. An example includes FEINSearch, which has a database that includes millions of identification numbers. Free sites include Westlaw and LexisNexis.
    • Free sites require registration before searching for the EIN. Additional information will be displayed to verify it is the correct company including:
      • Full company name
      • Location
      • Owner names
      • Leadership names
  • Non-profit organizations do not have owners like for-profit companies do, instead they have a board of directors or trustees who handle the organization's management and finances. In non-profits, any profit is put back into the organization. For tax filings, non-profits file Form 990. Through this filing you will be able to locate information regarding board members in Part V-A. All of this information is available through Guidestar which is a database for non-profit organizations and the information shared on Form 990. This site is free for a basic search, but requires registration.

Finding a State Business Identification Number

If you need to look up a company’s state identification number, you can typically do so by searching the Secretary of State business database for the state where the company was registered. The database provides information such as:

  • Entity Name
  • Registration Date
  • Business Status (Active or Dissolved)
  • Registered Agent Information

Beneficial Ownership Information Reports (BOIR) and Tax IDs

Starting in 2024, businesses may be required to file a Beneficial Ownership Information Report (BOIR) under the Corporate Transparency Act (CTA). This report mandates that certain businesses disclose their EIN or other tax ID number, along with details about company ownership, to the Financial Crimes Enforcement Network (FinCEN).

Businesses required to file BOIR include corporations, LLCs, and other registered entities, with some exceptions. The purpose of the BOIR is to prevent financial crimes by increasing transparency in company ownership.

Some states provide free online search tools, while others may charge a fee for access to detailed records.

Frequently Asked Questions

1. Is a company identification number the same as an EIN? No, a company identification number (CID) is issued by the state, while an EIN is issued by the IRS for tax purposes.

2. How can I look up a company’s EIN? For public companies, you can check the SEC’s EDGAR database. For nonprofits, Guidestar provides EINs. Private companies may require third-party databases.

3. Do I need a separate state tax ID if I already have an EIN? Yes, many states require businesses to obtain a state tax ID number for sales tax, employment tax, or corporate taxes.

4. What is the purpose of the BOIR? The BOIR is a new federal reporting requirement designed to increase transparency in business ownership and prevent financial crimes.

5. Where do I apply for a company ID number? Company ID numbers are assigned upon business registration with the Secretary of State. EINs can be obtained through the IRS website.

If you need help with your company identification number, you can post your legal need on UpCounsel's marketplace. UpCounsel accepts only the top 5 percent of lawyers to its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.