What is an S-Corporation?

The letter S laying on concrete, symbolic of answering the question: what is an S-corporation?

Everything You Need to Know About S-Corporations

If you’re in business, you’ve heard of S-corporations (or S-corps). You probably even have a lot of people in your life that have strong opinions on whether you should be an s-corporation or not.  But what exactly is an S-corporation and how does the structure affect how you run your business? Or, simply put: what is an S-Corp?

S-corporations entered the small business scene in 1958 when the federal government passed legislation allowing their formation.  Now, by IRS estimates, there are over 5 million S-corporations in existence. Read on to learn everything you need to know about S-Corps.

Benefits of Forming an S-corporation

Pass-Through taxation.

One of the biggest benefits of s-corporations is that the taxation of the company’s profit passes through to the owner.

In a regular corporation (or “C-corporation”), the business’ profit is taxed at the business level.  If the shareholders want to take money out of the company, they must either do so by taking a salary which is subject to payroll taxes or taking a dividend.  In the case of a dividend, that income has already been subject to the corporate tax rate and then is taxed again on your personal return.  The income being taxed on the corporate level and personal level is known as double taxation.

In an s-corporation, this double taxation is avoided because the profit of the corporation is passed through to the shareholder and only taxed at the individual level.

You only pay payroll taxes on your salary.

If you are actively involved in a partnership or the owner of a sole proprietorship, the company’s profit is all subject to self-employment taxes.  As the owner, you are responsible for both the employee and employer portion of payroll taxes which currently are 15.3%. 

In an s-corporation, you are required to pay yourself a reasonable salary.  The term reasonable salary is not defined by any IRS regulations, so this amount is open to interpretation and you should consult your accountant to discuss a reasonable salary for your business.

That being said, you only pay payroll taxes on the salary you pay yourself.  The remaining profit after paying yourself and all your other expenses is not subject to the payroll taxes which can yield significant tax savings.

S-corporations provide liability protection.

The s-corporate structure provides liability protection for the shareholders.  The shareholders’ assets are protected from the business creditors for claims rising from contracts or litigation.

Drawbacks of Forming an S-corporation

There is the initial setup cost and ongoing taxes.

There are several initial fees including the registration fees with the state and state taxes that the corporation is subject to.  If you operate in multiple states, you’ll need to review each state’s requirements and determine which states you need to register with. 

In California, s-corporations are subject to an annual $800 minimum tax although it may be  waived in the first year of operation depending on your profit.  There are annual Statement of Information filings required by the Secretary of State.  You should obtain local businesses licenses to ensure compliance with local regulations as well. 

Having a third-party filing your initial paperwork can cost thousands of dollars depending on which firm you use, but is often worth it to ensure that the paperwork is filed correctly and you have properly set up your corporation to receive the benefits listed above.

You are required to pay yourself a reasonable salary.

As noted above, you are required to pay yourself a reasonable salary. The reasonable salary can vary and should be discussed with your accountant.  However, the salary requirement requires you to have a payroll processing company or process the payroll yourself.  Payroll requires quarterly and annual filing (such as W-2s) and has stiff penalties for missing required payment dates. 

Your best bet is to use an online system to process payroll or work with a professional payroll processor, however the fees add up for either of these services.

You can only have one class of stock.

Distributions to shareholders must be made in proportion to the stock ownership.  So, if one personal owns 75% of the company, they must receive 75% of all distributions.  Distributing funds in a non-proportional manner creates a second class of stock which is not allowed under the s-corporation rules. 

Limitation on the number of shareholders.

Though this is not a problem for most small companies, the number of shareholders for an s-corporation is limited to 100.  In this case, married couples can be counted as single shareholder when calculating the limitation. 

You must use a calendar year.

Like the limitation on the number of shareholders this is usually not a problem for most people who are used to thinking about finances on an annual basis. An s-corporation is required to have a fiscal year that is the same as the calendar years ending on December 31.  C-corporations have the option of selecting a fiscal year end which may serve them better based on seasonal fluctuations in business. 

A woman stands on top of a hill with her arms outstretched, like you might if you just started an S-Corp!
It’s time to take on the world and start that S-Corporation at last!

How to Start an S-corporation

Register your corporation with your state.

Each state has their own policies and procedures when it comes to corporate formation.  The first step to establishing an S-corporation is to register as a corporation and then you file the s-election.

For California, you need to file your Articles of Incorporation with the Secretary of State (SoS).  You can create your own document for the filing as long as it meets the SoS guideline or you can use the form available only.  While the SoS required paper documents to be filed, it has recently changed its policy to allow online submission of the Articles.  Processing times still take a few weeks, so you need file weeks before you need to be up and running.

Register for an EIN.

Once your corporation hs been registered with your state, you need to head over to the IRS website and obtain an EIN.  The EIN (Employee Identification Number) is required for banking, paying employees, and filing your tax returns.  The IRS process for obtaining an EIN is relatively straightforward and you can obtain your EIN letter immediately online.  One item to note is that the IRS EIN website is only available during certain hours of the day and only on weekdays. 

You also do not want to get the EIN prior to receiving approval for your state corporate filing because it’s possible that the state will reject your corporate filing because of a name conflict in which case your EIN will have the wrong name associated with it.  You can fix an incorrect name, but it requires extra paperwork (and starting up a business takes enough paperwork, as is, so there’s not need to add more!)

File the S-election (Form 2553) with the IRS.

Form 2553 is an election to be taxed an S-corporation.  The form is straightforward and requires the business and owner’s information.  All owners of the corporation must sign the election.  If any owners are in a community property state (such as California) the spouse is also required to sign the election even if they are not listed as a shareholder.  The s-election needs to be filed within 2 months and 15 days of incorporation or the start of the tax year in which the corporation wants to make the election.  The IRS does allow late elections in some circumstances, but it’s always best to file timely paperwork.

While the submission process is easy, wait times for approval can vary.  It can take 2-3 months for the election to be approved and you to receive your approval letter.

Set up payroll services if they’re not already in place.

With the s-election’s tax savings comes the requirement for paying yourself a reasonable salary as discussed above.  To ensure that you’re following these rules, you should establish a payroll service for yourself if you don’t already have payroll set up through a processing company or online system.  There is no rules about when the payroll needs to be paid during the year, so you have until the end of the year to get this set up, but you don’t want to be scrabbling at the end of the year.


Have more questions about S-Corps, or anything else about business or accounting for that matter? Reach out to us at My OC Bookkeeper. We provide bookkeeping, accounting, and business advisory services to businesses all over Southern California. Want to learn more about starting a business in CA in general? This post will teach you everything you need to know about starting a new business in CA, or if you are a visual learner take a look at the video below.

One final great resource: check out the CA Secretary of State website to learn directly from the source. Always good to supplement your learning by spending a few minutes with the CA SOS.

Is the Name I Want for My CA Business Available?

A building with a sign saying "Your Name Here", symbolic of the process of checking to see if the name you want for your business is available.

How to Do a Business Name Search in CA

So you are ready to setup your great new California business when it occurs to you: how do I find out if the business name I want is available? Don’t worry, there’s actually a pretty easy process for this. Why is there a process in the first place? That’s because the state of California – like other states – doesn’t want multiple businesses using the same name, which seems pretty reasonable to us.

In addition to ensuring your name is unique, you’ll also need to follow the CA Business Naming Guidelines. (Don’t worry, this is pretty easy to do.)

So, just follow our step by step process below and soon you’ll have a shiny new business name.

Step 1: Follow the CA Business Name Guidelines

Suffice it to say, if the name you want is illegal, well then it’s not available.

  • If you are forming a Limited Liability Company, “limited liability company”, “L.L.C.”, or “LLC” must be part of your name. (But if you don’t like any of those you can always setup a dba with a different name. For more on dbas check out our detailed guide on setting setting up a business in CA.)
  • Using certain words in your business name such as “University” or “Doctor” or “Attorneys at Law” may necessitate further registrations and regulatory steps. Obviously, if you aren’t a doctor or a bank CA doesn’t want you implying you are via your name.
  • Don’t use words that imply that your business is a government agency like the FBI or CIA. The government doesn’t like this.
  • If you want to go deep into the weeds on this issue, you can read the CA Secretary of State business name regulations here.

Step 2: Do a CA Business Name Search on the CA Secretary of State Website

This is where things start to get exciting. The CA Secretary of State website is actually pretty user friendly, so this process should be pretty easy.

  • Go to the CA SOS search page.
  • Depending on whether you want to start a Corporation, LLC, or LP, select the appropriate business type in the Search Type field and search for the name that you want.
The CA Secretary of State Business Name Search Portal
The portal on the CA SOS website where you search for your desired business name.
  • Hopefully there won’t be a business using your desired name. If there is, be sure to check the status column. If it says dissolved, then depending on how long they have been out of operation you may be able to get the name after all. (Reach out to the CA SOS for the latest rules in that regard.) If not, you’re out of luck – but hopefully you have a good backup in mind.
  • If you click on a name that comes up after running a search, you can obtain further information about the company such as its location, when it was registered, and whether it has completed its basic ongoing regulatory requirements. This may not be very helpful now, but after setting up your company you may want to come here periodically to ensure you haven’t fallen behind on anything. (And believe me, MANY companies fall behind. It’s a headache, and can be expensive. Don’t fall behind.)
  • If you don’t see the name you desire than you are likely good to go, but there is a slight chance there is a very similar name that didn’t come up. In rare cases, for example, a pre-existing business may have used the plural form of a word while you may have used the singular. (Cat LLC vs. Cats LLC.) If this is the case you won’t be able to get your name because your name won’t be considered unique. To avoid this you can fill out a Name Availability Inquiry Letter and send it in to the Secretary of State’s office. They will let you know with complete authority whether the name you desire is currently available. Keep in mind though that even if the name which you thought was available actually isn’t, the CA SOS office will simply tell you this when you attempt to register it, so you’ll find out eventually one way or another.

This is a simple and quick step that can help you avoid headaches down the road. If someone already has a strong web presence either with the name you want or something similar to it, it may be worth considering coming up with something different. Depending on what you do, competing with another website may be something to avoid, even it they are out of state. Not only that, if someone has a website with the name you want they may have already registered the name with the state of CA (or may be in the process of doing so) – so take extra care when searching the CA SOS website.

In addition to a basic Google search, you can pop into GoDaddy to see if someone owns the URL desired, and if not that is where you can buy the URL.

Step 4: Reserve the Name You Want If Necessary

If you’re not quite ready to setup an LLC but want to ensure that the name you want will be available you can reserve it for 60 days by filling out a Name Reservation Request. There is a $10 fee and the request must be either mailed or dropped off at the Secretary of State’s office in Sacramento. If need be you can re-reserve the name but there must be at least a one day break between each 60 day reservation and you must refill out the form.

Optional Bonus Step: Check the Trademark Directory and/or Trademark Your Name

Most small to medium sized businesses aren’t too worried about trademarks. But if you want to be extra cautious you can check the US Patent and Trademark Office database. If you find a name similar to yours in the database you probably will be best served to choose something different. If you don’t want to do that then you should speak to a lawyer before proceeding. If you are planning on creating a brand that will be national in scope than you may want to trademark the name, otherwise there are likely better ways to spend your money. If you decide you do want to get a trademark, follow the instructions on the USPTO website. It’s not a terribly difficult process and shouldn’t take more than a couple of hours of work.

A man smiles and reaching out his arms while confetti falls, symbolic of the excitement of getting the name you want for your business.
Yay! The name you want for your business is available! Now on to building the business…

Step 5: Setup Your Business with the Desired Name

If everything has gone smoothly so far than you should be good to go. Now all you need to do is determine the kind of business structure you want to use and go through the steps necessary to set it up. For help with choosing the appropriate business structure and setting them up, check out this great post on setting up a business in CA. Whatever you choose, proceed with confidence that the name you want is available. (Unless of course someone takes it just before you, which is a bummer, but quite unlikely – and if it happens the state of CA will let you know.)


There you have it, 5 steps (plus an optional bonus step) to answer the oft-burning question: Is the Name I Want for My CA Business Available? Need more help with your business? My OC Bookkeeper is Southern California’s premier bookkeeping, accounting, outsourced CFO and business consulting firm. We can help you with everything from day to day bookkeeping to setting up your initial accounting processes to building complex financial models. If it has to do with accounting or business finance, we know how to do it.

Want to learn everything you could ever want to know about setting up a business in CA? Watch the video below.