BASIC (12-06)

GN 03925.001 Entity Internet Registration (Form SSA-1694)

A. Introduction

This Customer Support Manual will provide a general walkthrough of the FormSSA-1694 and Frequently Asked Questions (FAQ) that may be helpful to the user. The SSA-1694 Internet application allows for the registration form to be submitted electronically to the Social Security Administration (SSA): the Request for Business Entity Taxpayer Information form (SSA-1694).

SSA must distribute a Form 1099-MISC to an appointed representative who receives, by direct payment from SSA, aggregate fees of $600 or more in a calendar year. SSA will use the information from the Form SSA-1699 Registration for Appointed Representative Services and Direct Payment to prepare and issue a Form 1099-MISC to appointed representatives. See GN 03913.000 – Individual Registration for Appointed Representative Services and Direct Payment of Fees for more information on the individual registration process. Similarly, the information from the Form SSA-1694 will be used to prepare and issue a Form 1099-MISC to a firm having one or more representatives who have received direct fee payments from SSA. Copies of Forms 1099-MISC issued by SSA will also be transmitted to the Internal Revenue Service (IRS).

B. SSA-1694 Web Pages and Related Authentication Pages

The user accesses the following Web pages to provide SSA their firm EIN, name, and business mailing address so that SSA can issue the firm a Form 1099-MISC.

Page

Functionality

SSA-1694 Welcome Page

Provides the user with information on who should use the form, what information is needed to complete the form, minimum system requirements and the link to the BSO Welcome page.

Business Services Online (BSO) Welcome Page

Provides the user with the description of Business Services Online (BSO) and access to various BSO applications.

General Login Attestation Page (BSO)

Provides the user a page to attest that the information they are about to provide to SSA is true and correct.

Business Services Online Login Page

Provides the login to BSO as well as links for help, resetting passwords, and completing phone registration for a BSO Personal Identification Number (PIN) and password.

Business Services Online Login Page (We Cannot Match The Information That You Provided)

This page is displayed if the user enters their BSO PIN and/or password incorrectly, or if SSA cannot verify their PIN and/or password. Help Desk numbers are provided if the system does not recognize the PIN and/or password.

Business Services Online Home Page

Provides the user with the BSO Services they have been given permission to access. The following links are also provided:

  • Request Access to BSO Services

  • Remove Access to BSO Services

  • Deactivate your PIN

  • Change your Password

  • Update your Contact Information

  • Contact Social Security

  • Logout

Request Access to BSO Services Page

Provides a list of available services that the user can request. The user would select the SSA-1694 role for this application.

SSA-1694 Request for Business Entity Taxpayer Information Page

Provides fields for the user to enter the firm’s business tax mailing address and provide an attestation equating to an electronic signature. If one or more required fields are not completed, errors will display accordingly at the top of the page.

Third-Party Menu Page (Only displayed for third-party users)

Provides user with a list of all previously entered SSA-1694 forms and a link to enter new forms.

Successful Submission and Confirmation Page

Provides the user with confirmation that their submission was received by SSA.

C. Form SSA-1694 Submission

Before the user accesses Form SSA-1694, they must register for a PIN and password using Integrated Registration Service (IRES). During the registration, the user must self-select a password and, if the registration is successful, they will receive a PIN.

1. How to Obtain a PIN and Password

a. Register for PINs and Passwords

The user may register for PIN and password through BSO by using one of two options:

  • Using the telephone to contact the Employer Reporting Branch (ERB). The ERB technicians are specialized in using the Customer Information Control System (CICS) screens to process requests for registration. An ERB can be reached at the Office of Central Operations (OCO), Office of Earnings Operations (OEO), or at the Employer Reporting Branch (ERB) at the toll free telephone number 1-800-772-6270.

The user may contact the ERB technician and make a request to obtain a PIN and password. PINs are issued immediately by the ERB technician and passwords may be acquired through a notice that is mailed to the user within 10 to 14 days of issuance. The password will be generated in a notice which is sent to the user’s employer under a separate cover advising that the user has requested a PIN and password to conduct business with SSA. However, if the user does not wish to wait for the password notice by mail, they may obtain a password of their choice through the Internet by using their newly issued PIN and following the Complete Phone Registration process.

b. Information Required for PIN/Password Registration

Before requesting services from BSO, the user will need the following information for the PIN/Password registration process:

  • The user’s category; the user must select one of the following options in order to identify their self:

    • I am an employee of a company and have an Employer Identification Number (EIN), (Firm employees who wish to complete Form SSA-1694 should select this option.)

    • I am a Household Employer and have an EIN,

    • I am Self-Employed and have an EIN,

    • I am Self-Employed and DO NOT have an EIN, or

    • I work and reside outside the U.S. and have an EIN, but I do not have a U.S. Social Security Number (SSN).

  • The EIN of the user’s company (Firm employees must provide an EIN to complete Form SSA-1694.):

    • If the user is self-employed and does not have an EIN, the EIN data field will be left blank when they register using the Internet BSO Registration.

    • If the user is self-employed and does not have an EIN, the EIN data field will be zeroes when the ERB technician uses CICS Add/Update PIN and Password Registration.

  • The user’s Company Name or Business Name;

  • The user’s company telephone number and extension;

  • Selection for third-party submitters;

  • The user’s first name, middle name, last name, and suffix (optional);

  • The user’s U.S.-issued SSN:

    • If the user is foreign, the SSN data field will be left blank when they register using Internet BSO Registration.

    • If the user is foreign, the SSN data field will be zeroes when the ERB technician uses CICS Add/Update PIN and Password Registration.

  • The user’s date of birth;

  • The user’s mailing address, City, Country, State Abbreviation/Province, and zip code (if the user is foreign, foreign state or province, postal code, and country will be collected);

  • The user’s work phone number and extension (The user’s work phone extension is optional);

  • The user’s fax number (optional);

  • The user’s e-mail address;

  • The user’s self-selected password.

c. PIN/Password Assignments

PINs and passwords are assigned as follows:

  • A PIN is issued immediately for an authenticated request at the end of a successful registration. The PIN is displayed to the user or the ERB technician completing the CICS Add/Update PIN and Password Registration screen.

  • Using Internet BSO Registration the user self-selects a password during registration.

  • If the user is being registered by an ERB technician using the CICS Add/Update PIN and Password Registration screen, they are provided a PIN over the phone by the ERB technician. The ERB technician will then direct the user to the Internet BSO Complete Phone Registration Web page to self-select a password of their choosing.

  • If the user requires additional assistance, they can request an ERB technician to issue a password using the CICS Add/Update PIN and Password Registration screen after the registration has occurred. When the ERB technician issues a system-generated password, a notice containing the password is mailed to the address the user provided at the time of registration.

d. Description of Password

The Password may consist of the following:

  • The BSO Password must contain any combination of eight letters and numbers (e.g. 9580859A or frog2828),

  • At least one number and one letter is required, and

  • No special characters are allowed.

After the user acquires a PIN and password, they must login to BSO in order to request the Form SSA-1694 role.

2. How to Login to BSO

The user may begin at the BSO Welcome page. The user may also begin at the SSA-1694 Welcome page and select the link to BSO at the top of the page.

On the BSO Welcome page, the user may select the Login link in the center of the page. They will be taken to the General Login Attestation page. After reading the attestation page, if the user agrees to the terms, they may select the I Accept button to continue. At the BSO Login page the user may enter their PIN and Password in the appropriate fields and then select the Login button.

If the following error message is displayed:

WARNING: Your JavaScript is currently disabled. This application gives you error messages and warnings that cannot be displayed unless JavaScript is enabled. To enable JavaScript, use your browser settings.

Please follow these instructions to enable JavaScript:

If using Internet Explorer (6.0):

  1. Select Tools from the top menu.

  2. Choose Internet Options.

  3. Click on the Security tab.

  4. Click on Custom Level.

  5. Scroll down to the section called Scripting.

  6. Under Active Scripting, select Enable, and click OK.

If using Netscape Navigator (4.8):

  1. Select Edit from the top menu.

  2. Choose Preferences.

  3. Choose Advanced.

  4. Choose Scripts & Plugins.

  5. Select the Enable JavaScript checkbox and click OK.

3. The Options Available on the Personal BSO Home Page

After the login completes, the user will arrive at the BSO Home page. The links that should be displayed for all users are:

  • Request Access to BSO Services

    This is where the user requests access to online services that SSA provides.

  • Remove Access to BSO Services

    The user may disable their access to BSO services using this link.

  • Deactivate your PIN

    The user may deactivate their PIN using this link.

  • Change your Password

    The user’s password must be changed once each year for security reasons.

  • Update your Contact Information

    The user can update their address, phone number, e-mail address and more.

  • Contact Social Security

    This link may be used to send questions or comments to SSA.

  • Logout

    This link will send the user to the BSO Welcome page.

4. How to Request Access to Form SSA-1694

Returning users of Form SSA-1694 can select the Submit/Update Business Taxpayer Information link on the BSO Home page.

First-time users need to select the Request Access to BSO Services link, select the check box next to “Form SSA-1694 Request for Business Entity Taxpayer Information”, and then select the Request button. A page will appear informing the user that they may begin to use the service immediately. After selecting the Continue button, the user returns to their personalized BSO Home page, which shows only the applications to which they have been granted access. The user may now select the Submit/Update Business Taxpayer Information link and proceed to the SSA-1694 Request for Business Entity Taxpayer Information page.

If the user is foreign, self-employed or a household employer, they may not be able to select the role on the Request Access to BSO Services page, depending on their third-party status and/or ownership of an EIN. If this occurs, an explanation for why the role cannot be selected will be displayed.

5. How to Complete Form SSA-1694

a. Step 1: Entering all of the User’s Information

If the user is a firm employee, the EIN that they entered during registration for their BSO PIN and password will automatically appear in the EIN of Business Entity field.

If the user is a third-party first-time user, completing the form on behalf of a firm, the EIN must be entered into the EIN of Business Entity field. If the user does not have an EIN, they need to select the More Info link and instructions for obtaining an EIN will be displayed. The user must provide an EIN to complete Form SSA-1694.

If the user is a firm employee, the Name of Business Entity field should be automatically filled in to match the displayed EIN.

If the user is a third-party first-time user, they must select the Lookup Business Name button, and the system will populate the name of the business entity into the Name of Business Entity field based on the EIN provided above.

Within the Business Tax Mailing Address header there are radio buttons located to the left of the U.S. Address and Foreign Address labels. The user must select the appropriate radio button to specify if the Business Tax Mailing Address is a U.S. or foreign address.

Note: Due to system limitations, periods cannot be entered into any of the address fields located within Form SSA-1694.

The street address for the Business Tax Mailing Address should be entered in the Street Address Line 1 field in the following form: Building Number<space>Street Name<space>Street Descriptor. An example would be: 1942 Brookhaven Street. The user may use the formal street descriptor in its entirety (e.g., “Street” for “St.”) or use abbreviations but omit the periods (e.g., “St” instead of “St.”), due to the fact that periods are not allowed in the address fields. If the street name has periods in it (e.g., 1111 St. Michael), please omit the period. If the period is not omitted, the following message will be displayed at the top of the page:

(Name of field) may contain a combination of letters, numbers, hyphens, slashes, or spaces.

If the address refers to an apartment, suite or similar building unit, the user must enter the type of building unit and the number or letter associated with the unit into the Street Address Line 2 field. An example would be: Apartment 24B.

The full name of the city should be entered into the City field. If the Business Tax Mailing Address is a foreign address, the user may enter the name or abbreviation of the foreign province or region in this field after the City name.

The state should be entered in the State field by selecting the state name from the drop-down list. This field is only required if the Business Tax Mailing Address is a U.S. address.

The user should type their zip/postal code in the field to the immediate right of the (Zip/Postal Code, Country) label. If the Business Tax Mailing Address is a U.S. address, the user must provide a five-digit zip code. If the Business Tax Mailing Address is a foreign address, a postal code of no more than 15 characters may be entered into this field.

If the user’s Business Tax Mailing Address is a foreign address, they need to select the corresponding country from the drop-down list. If their Business Tax Mailing Address is a U.S. address, the field will be set to the default value “United States” and cannot be changed.

b. Step 2: Sign and Send the Request

The user should read all of the information located below the Step 2. Sign this Request header before continuing. After reviewing the information, the user may select the check box to the left of their name and then select the Submit button. This action equates to an electronic signature.

6. Successful Submission and Confirmation Page

The next page that loads is the Successful Submission and Confirmation page. The user will be provided the date and time their information was received by SSA and a display of the data that was sent. If the user wishes to print the page for their records, they may use the Print This Page link located next to the icon of the printer.

7. How to Logout

To logout of BSO, the user can select the BSO Home button at the bottom of the page. Once the BSO Home page opens, they may select the Logout link on the top right or the Logout button on the bottom left of the page.

D. Frequently Asked Questions

1. Frequently Asked Questions List

  1. Who should use this form?

  2. What can first-time users do on Form SSA-1694?

  3. What can returning users do on Form SSA-1694?

  4. What should I do if I have neglected to fill out part of the form?

  5. What should I do if my session expires?

  6. What does the General Login Attestation mean?

  7. How do I log into BSO?

  8. Why will my password expire and how do I change it?

  9. What do I do if I do not have an EIN?

  10. How do I change my firm or business name?

  11. How do I change my firm or business tax mailing address?

  12. Why must I sign the request?

  13. How do I logout?

  14. Who do I contact if I require additional assistance?

2. Frequently Asked Questions and Answers

a. Who should use this form?

SSA requires this form in order to send Form 1099-MISC to the correct tax mailing address of the user’s firm or business. SSA issues Form 1099-MISC to firms who employ representatives who have received direct fee payments from SSA in the previous calendar year.

Any firm employee or authorized third-party representative working on a firm’s behalf may submit this form.

b. What can first-time users do on Form SSA-1694?

When a first-time user accesses Form SSA-1694, they will see that the firm or business information that they provided in the Integrated Registration Services (IRES) system has been automatically inserted into the EIN of Business Entity and Name of Business Entity fields, only if the user is not a third-party representative of the firm. If the user is a third-party representative, the EIN and business name of the firm on whose behalf they are completing the form must be entered.

Before the user begins, they should have their firm’s name, EIN and complete business tax mailing address.

If the user has the above information ready, this form should take approximately 10 minutes to complete.

c. What can returning users do on Form SSA-1694?

Returning users may access this form if they need to modify the information that was previously provided to SSA. The fields that may be modified are: Name of Business Entity and Business Tax Mailing Address.

NOTE: Official changes in a firm or business name must be processed by the IRS. Changing the business name on the BSO Application will not change the IRS registered company name. Once IRS processes the change, the new business name propagates into the i1694.

d. What should I do if I have neglected to fill out part of the form?

The system will prevent the user from proceeding if any required fields are not completed. A message in red text will appear at the top of the page that will inform the user of the errors on the page that are preventing them from proceeding.

If the user has forgotten to fill out a non-required field, they should navigate to the BSO Home page and select the Submit/Update Business Taxpayer Information link.

e. What should I do if my session expires?

After 25 minutes of inactivity, the user will receive a prompt in the form of a pop-up window. This is a warning that the session will expire in five minutes. If the user’s session expires, they will need to login again. In order for users to prevent their session from expiring, SSA recommends that they have all the required information available prior to accessing the form.

f. What does the General Login Attestation mean?

Attestation means verification. In order to access Form SSA-1694, the user must agree to the terms set by SSA on the General Login Attestation page. After reading the attestation page, if the user agrees to the terms, they should select the I Accept button. If the user does not agree, they must select the I DO NOT Accept button.

g. How do I log into BSO?

The user must navigate to the BSO Login page via the BSO Welcome page. On the BSO Login page the user should provide their Personal Identification Number (PIN) and Password in the appropriate fields, and then select the Login button. If the user forgot their password or if they need to complete their phone registration, they should select the appropriate link.

If the user sees this error message:

WARNING: Your JavaScript is currently disabled. This application gives you error messages and warnings that cannot be displayed unless JavaScript is enabled. To enable JavaScript, use your browser settings.

The user should follow these instructions to enable JavaScript:

Directions for Internet Explorer (6.0):

  1. Select Tools from the top menu.

  2. Choose Internet Options.

  3. Click on the Security tab.

  4. Click on Custom Level.

  5. Scroll down until you see the section called Scripting.

  6. Under Active Scripting, select Enable, and click OK.

Directions for Netscape Navigator (4.8):

  1. Select Edit from the top menu.

  2. Choose Preferences.

  3. Choose Advanced.

  4. Choose Scripts & Plugins.

  5. Select the Enable JavaScript checkbox and click OK.

If the user has not yet registered for BSO, they can select the BSO Help button to find information on how and where to register for BSO.

h. Why will my password expire and how do I change it?

Once the user logs in, their name and password expiration date is displayed. For security reasons, the user must change their password before that date to prevent it from expiring.

The user should select the Change your Password link on the BSO Home page if they need to change their password.

i. What do I do if I do not have an EIN?

If the user does not have an EIN, they may select the More Info… link located under the “Employer Identification Number (EIN) of Business Entity” label on the Form SSA-1694. In the resulting window, the user will find a link to the Internal Revenue Service (IRS) Web site where they may apply for an EIN. The user must have the firm’s EIN to complete Form SSA-1694.

j. How do I change my firm or business name?

The user must navigate to the BSO Home page if they need to change their firm or business name on Form SSA-1694.

If the user is a firm employee, they must first update their IRES registration information by selecting the Update your Contact Information link. After the update is complete, the user should return to the BSO Home page and select the Submit/Update Business Taxpayer Information link. The updated business name will then appear on Form SSA-1694. The user must select the Submit button to submit this information to SSA.

If the user is a third-party representative, they must select the Submit/Update Business Taxpayer Information link on the BSO Home page. The third-party menu page will appear. The user should select the link for the Form SSA-1694 that they would like to update. On the form, the user should select the Lookup Business Name button to update the business name, and then select the Submit button to send this information to SSA.

NOTE: Official changes in a firm or business name must be processed by the IRS. Changing the business name on the BSO Application will not change the IRS registered company name. Once IRS processes the change, the new business name propagates into the i1694.

k. How do I change my firm or business tax mailing address?

The user must navigate to the BSO Home page if they need to change their firm or business tax mailing address. The user should select the Submit/Update Business Taxpayer Information link.

If the user is a firm employee, they may then edit the firm or business tax mailing address in the Business Tax Mailing Address fields.

If the user is a third-party representative, they will see a third-party menu page which lists one or more Form SSA-1694 entries that they have submitted to SSA. The user needs to select the appropriate entry and update the address fields accordingly.

When the user is ready to proceed, they must sign the request by checking the box to the left of their name and then select the Submit button at the bottom of the page.

l. Why must I sign the request?

The request must be signed to certify that the user is aware that providing fraudulent or false information to SSA may be punishable by fine, imprisonment, or both. This action equates to an electronic signature.

m. How do I logout?

The user should select the BSO Home button on the Successful Submission and Confirmation page. Once the BSO Home page opens, the user may select the Logout link on the top right or the Logout button on the bottom left of the page.

n. Who do I contact if I require additional assistance?

For any additional questions that the user may have, they should call 1-888-772-2970 between 7 AM - 7 PM Eastern Time to speak with the Employer Customer Service personnel.

For TDD/TTY, call 1-800-325-0078.

E. Acronyms

Acronym

Definition

BSO

Business Services Online

CICS

Customer Information Control System

EIN

Employer Identification Number

ERB

Employer Reporting Branch

FAQ

Frequently Asked Questions

IRES

Integrated Registration Services

IRS

Internal Revenue Service

KBA

Knowledge-Based Authentication

OCO

Office of Central Operations

OEO

Office of Earnings Operations

PIN

Personal Identification Number

SSA

Social Security Administration

SSN

Social Security Number


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0203925001
GN 03925.001 - Entity Internet Registration (Form SSA-1694) - 05/24/2011
Batch run: 05/24/2011
Rev:05/24/2011