SAP Knowledge Base Article - Public

2833979 - How to Populate USA Federal Employer Identification Number (FEIN) [Compliance] in Onboarding

Symptom

  • The Employer Identification Number (EIN) is not populating on the W4 form
  • What DataKey should be used to populate the EIN?

Environment

SAP SuccessFactors Onboarding

Resolution

What is an EIN?

An Employer Identification Number (EIN) is a nine-digit number that IRS assigns in the following format: ##-#######. It is used to identify the tax accounts of employers and certain others who have no employees. However, for employee plans, an alpha (for example, P) or the plan number (e.g., 003) may follow the EIN. The IRS uses the number to identify taxpayers that are required to file various business tax returns.

EINs are used by employers, sole proprietors, corporations, partnerships, non-profit associations, trusts, estates of decedents, government agencies, certain individuals, and other business entities. Use your EIN on all of the items that you send to the IRS and the Social Security Administration (SSA). Caution: An EIN is for use in connection with your business activities only. Do not use your EIN in place of your social security number (SSN).

Effective May 21, 2012, to ensure fair and equitable treatment for all taxpayers, the Internal Revenue Service will limit Employer Identification Number (EIN) issuance to one per responsible party per day. This limitation is applicable to all requests for EINs whether online or by fax or mail. We apologize for any inconvenience this may cause. You should have only one EIN for the same business entity.

If you have more than one EIN and are not sure which one to use, call the Business and Specialty Tax Line at 1-800-829-4933 (TTY/TDD users can call 1-800-829-4059). Provide the numbers that you have, the name and address to which each was assigned, and the address of your main place of business. The IRS will tell you which number to use. If you do not have your EIN by the time your return is due, write “Applied For” and the date that you applied for it in the space shown for the number.

Source: https://www.irs.gov/pub/irs-pdf/p1635.pdf

How to configure an EIN in SAP SuccessFactors Onboarding

If the Form I-9 Level is Company

  • The EIN field in the back end should be mapped to the key "DivEIN" 

If the Form I-9 Level is Location or different level (2,3,4,5, or etc....)

  • Add a field in the back end with the Name and Description "EIN", it should be mapped to the key "DivEIN"
     

How to add the EIN in SAP SuccessFactors Onboarding

After configuring the EIN, follow the steps below.

  1. In SAP SucceessFactors Onboarding, under Reference Files; select the level where EIN is configured.
  2. For example, the EIN is configured in Level 1 (Company); add the 9 unique number without spaces nor special characters

Keywords

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Product

SAP SuccessFactors Onboarding all versions