IRS Logo
Print - Click this link to Print this page

Using the Correct Name Control in e-filing Partnership Tax Returns

 

 

What's Hot

Note: Documents accessed from this page that are in pdf format contain "(pdf)" at the end of the file name. If you can't view all the pages of any pdf document, download the most recent free version of Adobe Acrobat Reader.
 


Q1. What is a name control?

A1. A name control is a sequence of characters derived from a taxpayer’s name that is used by IRS in processing the tax return filed by the taxpayer.  It is important that the combination of name control and taxpayer identification number (TIN) provided on an electronically filed return match IRS’s record of name controls and TINs.

A name control is established by the IRS when the taxpayer requests an Employer Identification Number (EIN).  The IRS creates the name control from the legal name listed on the Form SS-4, Application for Employer Identification Number.

When a return or extension is filed, the IRS checks whether a name/TIN combination is correct by matching it against a file containing all employer identification numbers (EIN) issued by IRS.

The name control listed on the return/extension is then compared to the name control on the IRS file. If it matches the name control in our records, it is considered to be correct.

Back To Top

 

Q2. Why is the name control important?

A2. In e-file, a taxpayer's Employer Identification Number (EIN) and name control in the Return Header must match the data in the IRS e-file database. If the EIN and name control do not match, the e-filed return will reject and generate an Error Reject Code.

Back To Top

 

Q3. Can I verify my partnership’s name control prior to e-filing?

A3. Yes.  IRS recommends that partnerships that have any question about the name control they will use in their e-filed tax return verify it before filing.  Here are ways name controls can be verified:

  1. Review the rules in the Business Name Control matrix that is in FAQ 4 below.
  2. If you have an IRS representative on-site, you may contact them for assistance.
  3. Call the Business & Specialty Help Line at 1-800-829-4933 for assistance.  You must qualify in one of the following categories to receive assistance:
  • Be a Tax Matters Partner
  • You are designated as the Paid Preparer and the paid preparer checkbox on the return is checked for the last filed return (The designation expires one year after the due date of the return in question. There are no exceptions or extensions to the expiration date)
  • Have or provide a Form 8821 Tax Information Authorization authorizing you  to discuss the partnership’s entity information
  • Have or provide a Form 2848 Power of Attorney and Declaration of Representative authorizing you  to discuss the partnership’s entity information

Back To Top

 

Q4. How can I determine my partnership’s name control using the Business Name Control matrix?

A4. The name control consists of up to four alpha and/or numeric characters.  It can be determined from the information specified on the first name line.  Generally, the name control is derived from the first four characters of the partnership name. An ampersand (&) and hyphen (-) are the only special characters allowed in the name control. The name control can have less, but no more than four characters. Blanks may be present only at the end of the name control.

Note: Do not include ''dba'' as part of the name control. The initials stand for ''doing business as”.
 

Business Name Control Valid Characters:

  • Numeric (0- 9)
  • Alpha (A-Z)
  • Hyphen (-),
  • Ampersand (&)

Special Business Name Control Rule:
If an invalid character is used in the name line, drop the special character from the taxpayer's name. Example: Joe.com should be “JOEC”. Another example is 4U.com. The name control should be “4UCO”.

 

Business Name Control Matrix

Name Control
Underlined

Name Control Rule

Rule

Sumac Field Plow Partnership

11th Street LLC

P & P Consulting

Y-Z Drive LLP

ZZZ Club

John Hackberry LLP

ELM

OAK! Tree

SUMA

11TH

P&PC

Y-ZD

ZZZC

JOHN

ELM

OAKT

Derive the name control from the first four significant characters of the partnership name. 

Blanks may be present only at the end of the name control.

The Willow LLC

The Hawthorn

WILL

THEH

When determining a partnership's name control, include the word “The” when it is followed by only one word.

John What & Mary Who

Hawthorn, Willow & Hackberry

WHAT

HAWT

Determine the name control from the first four letters of the first partner’s last name.
 

Michael Woods & Joseph Light, Ptrs
dba M&J Furniture

M&JF

 

If the business or a trade name is present and it can be determined that the trade name is for a partnership, follow the Name Control procedures for partnerships.

Derive the name control from the first four significant characters of the partnership name.

Blanks may be present only at the end of the name control.

Back To Top

 

Q5. What do I do if my return rejects because of an EIN/Name Control mismatch?

A5.
  1. Ensure that the Employer Identification Number (EIN) is correct.
  2. Review the rules in the Business Name Control matrix.
  3. If you get a reject because of an EIN/Name Control mismatch, please call the e-Help Desk at 1-866-255-0654 and follow the prompts for assistance.

    Note: The e-Help Desk cannot disclose individual account information, please refer to Q3 and Q10.

Back To Top

 

Q6. Will the IRS only provide the Business Name Control to the ERO when the Paid Preparer checkbox on the return has been checked? 

A6. Yes. The ERO must qualify in one of the following categories to receive assistance:    
 

  • Be a Designee, this may include the ERO if the taxpayer has checked the authorization box on the Form 1065 and the request is made within one year of the due date of the return
  • See FAQ 3(3) for additional categories

Back To Top

 

 

Q7.  Can anyone from the ERO’s firm call to request EIN/Name Control information or will the IRS only speak to the Paid Preparer signer?

A7.  No. For the returns with the Paid Preparer checkbox, the third party designee authorization applies only to the individual whose signature appears in the "Paid Preparer's Use Only" section of the return.  It does not apply to the firm, if any, shown in that section.


Back To Top
 

 

Q8.  How will the IRS verify disclosure of information?

A8.  The Business & Specialty line will determine who is authorized to receive account-specific information by asking a series of questions as outlined in the Internal Revenue Manual.

 

Back To Top

 

Q9.  Will the IRS discuss EIN/Name Control issues with the ERO for a rejected Form 7004 since there is no authorization checkbox on the form?

A9.  To receive account-specific information, the ERO must be authorized. See FAQ 6.

 

Back To Top

 

 

Q10. What is the timeframe for responding to a Name Control issue?

A10.
The Accounts Management Representative (1-800-829-4933) can provide immediate assistance to taxpayers or their authorized representative in obtaining the Name Control while on the phone, provided proper authorization is secured and disclosure requirements are met.
 

Back To Top
 

Q11. Am I still required to file electronically if I officially requested and was approved for a name/entity change; however my return rejected because of an EIN/Name Control Mismatch?

A11. Yes. If you submitted a name change and the e-filed return rejected for a Name Control/ EIN mismatch, you should check the “Name Change” checkbox on the return and retransmit the return.


Back To Top

Page Last Reviewed or Updated: 21-Mar-2014