If you already have a Single Member-LLC upon joining Collective we will need the following documents:
Articles of Organization
Any Amendments to the Articles of Organization (if applicable)
Federal Employer ID Number (EIN)
Operating Agreement (if you have one)
S Corp acceptance letter from IRS (if you're already an S Corp)
State Employer Registration Number (if you're already registered as an employer)
In this help article, we'll cover how to find or obtain these documents.
Charter Documents (Articles)
Most states offer copies of the Articles of Organization and Amendments to the Articles online. Some are available for free, and some cost a small fee. Start by finding your state’s business entity search and look up your entity. Free copies will be located on this portion of the state’s website, usually in a section called Filing History. If the copies must be purchased for a fee online, you can typically find instructions on the state’s Business Entity homepage.
For states that do not offer copies online, you can order them directly from the state through the mail (see the state’s Business Entity website for their order form or process), or you can request that Collective obtain the documents for you. Our Business Solutions team can provide an estimate for the costs.
Federal Employer ID Number (EIN)
Your EIN is initially issued on the IRS CP-575 Letter. The CP-575 letter includes important tax information about your business including your:
EIN, a nine-digit number used for filing your federal payroll taxes
Business name
Business’s official filing address
Federal tax forms your company is required to file (such as the 1120s)
You can read more about EINs here.
Please note that the IRS will not issue more than one CP-575. If you don’t have yours, you can request the CP-575’s twin sister, the EIN verification letter known as a LTR 147-C.
You can ask for the 147-C to be mailed to you, but this will take 10-14 business days to receive the copy in the mail. Alternatively, you can ask for the 147-C to be faxed, so that you will receive the copy right away. If you do not have a fax number, you can have the form faxed directly to Collective, our fax number is +1 650-275-4240 (it is a private and secure fax line).
Call 1-800-829-4933 (the “business and specialty tax line”).
Press option 1 for English.
Press option 1 for Employer Identification Numbers.
Press option 3 for “If you already have an EIN, but you can’t remember it, etc.”
Tell the IRS agent that you have an LLC and need an EIN Verification Letter (147C).
The IRS agent will ask a few security questions to confirm you own your LLC.
Tell the IRS agent whether you’d like to receive the 147C Letter by fax.
Tip: The IRS agent will ask, “Do you have a private and secure fax next to you?” If using a digital/online fax, say "yes". DO NOT tell the IRS that the fax number belongs to a third party.
Operating Agreement
An operating agreement is a document that outlines the rules for how an LLC will operate, especially with regards to the relationships between its members. An operating agreement is not filed with the government like your Articles of Organization. You would keep this document internally.
You can read more about the Operating Agreement here.
S Corp acceptance letter from IRS
Your original S Corp Acceptance Letter is called the CP 261 Notice. The CP 261 Notice officially confirms that your S Corporation has been established.
You can view an example of the CP 261 Notice here.
As with the EIN, the IRS will only issue one CP 261. If you can't find your CP 261 letter, you can request a copy of the 385C, S Corp Verification Letter, which serves as alternative proof of your LLC’s S Corp election. You can request the 385C letter to be mailed to you, but it will take 10-14 business days to arrive. If you do not have a fax number, you can have the form faxed directly to Collective, our fax number is +1 650-275-4240 (it is a private and secure fax line).
Steps
Call 1-800-829-4933 (the “business and specialty tax line”).
Press option 1 for English.
Press option 7 for "Other Questions".
Press option 2 for "Submitted forms or Tax History".
Press option 1 for "Questions about Corporate".
The IRS agent will ask a few security questions to confirm you own your LLC.
Tell the IRS agent that you need to confirm your LLC is treated an S-Corp, confirm the S-Corp election date, and request a copy of the 385C Letter.
Tell the IRS agent you’d like to receive the 385C Letter by fax.
Tip: The IRS agent will ask, “Do you have a private and secure fax next to you?” If using our fax number, say "yes". Our fax number is +1 650-275-4240. DO NOT tell the IRS that the fax number belongs to a third party.
State Employer Registration Number
Before you can hire employees and start running payroll, most states require you to register as an employer. This registration will generate account IDs that will be used by Gusto to pay taxes on behalf of your business. Once you’ve completed the registration process and received your Payroll Tax Account IDs, you’re officially registered as an Employer with the state. This process is known as the Employer Registration process. You can read more about Collective’s Employer Registration Services here.
Every state is different and so is each department in every state. Some departments assign Account IDs immediately after registration online. Others can take up to 3 months to process the application and assign the number. These states may send your Employer Registration Number to you in the mail.
If you want to know which Account IDs are required by your state to run payroll and file returns, follow these steps:
Login to your Gusto Account
From the Left-hand side Menu, click on “Taxes & Compliance”
Then click on Tax Setup
You will see the Account IDs and other information required by Gusto.
If you have employees in multiple states, Gusto will ask you to enter Payroll Tax Account IDs for each state separately.
Disclaimer: The information contained in this document is provided for informational purposes only and should not be construed as financial or tax advice. It is not intended to be a substitute for obtaining accounting or other financial advice from an appropriate financial adviser or for the purpose of avoiding U.S. Federal, state or local tax payments and penalties.