The Texas New Hire Reporting Form is a crucial document that employers must submit to report new employees to the state. This form needs to be completed and sent within 20 calendar days of an employee's first day of work. By fulfilling this requirement, employers help ensure compliance with state laws and contribute to the effective tracking of employment data.
The Texas New Hire Reporting Form is a crucial document that employers must complete to comply with state regulations regarding the reporting of new employees. This form must be submitted within 20 calendar days of an employee's first day of work and can be sent via U.S. mail, fax, or online. Employers are required to provide specific information, including their Federal Employer Identification Number (FEIN), the employee's Social Security Number (SSN), and details such as the employee's name, address, and date of hire. Accurate completion is essential; thus, employers should print clearly and avoid any contact with the edges of the form's boxes. The reporting process includes mandatory fields that must be filled out to avoid penalties, which can amount to $25 for each unreported employee. Optional sections allow for additional details, such as salary information and the name of a contact person for further communication. Understanding the requirements and processes associated with the Texas New Hire Reporting Form is vital for employers to ensure compliance and avoid potential fines.
Figure:1 TAC §55.303(c)(1)(B)
Texas Employer New Hire Reporting Form
Submit within20 calendar days of new employee’s
first day of work to:
ENHR Operations Center, P.O. Box 149224
Austin, TX 78714-9224
Phone: 1-800-850-6442 Fax: 1-800-732-5015 Online: www.employer.texasattorneygeneral.gov
To ensure the highest level of accuracy, please print neatly in capital letters and avoid contact with the edges of the boxes. The following will serve as an example:
A
B
C
1
2
3
Employer Information
1.Federal Employer ID Number (FEIN): (Please use the same FEIN that appears on quarterly wage reports) ____________________
2. State Employer ID Number (Optional):
____________________
3.Employer Name:___________________________________________________
4.Employer Address: (Please indicate the address where the Income Withholding Orders should be sent) _______________________________________________
5.Employer City (if US): _______________________
6.
State (if US): ______ 7. ZIP Code (if US): ________ - ______
8.
Province/Region (if foreign): _____________________________
9.
Country (if foreign): _______________________ 10. Postal Code (if foreign): _______________
11.Employer Telephone (Optional): _____________ 12. Employer FAX (Optional): _____________
13.New Hire Contact Person (Optional): ________________________________________________
Employee Information
14.Social Security Number (SSN): ______________ 15. Date of Hire (MM/DD/YYYY): ___/___/____
16.Employee First Name: ______________________
17.Employee Middle Name: ____________________
18.Employee Last Name: ______________________
19.Employee Home Address: _______________________________________________
20.Employer City (if US): _______________________
21.State (if US): ______ 22. ZIP Code (if US): ________ - ______
23.Province/Region (if foreign): _____________________________
24.Country (if foreign): _______________________ 25. Postal Code (if foreign): _______________
26.State Where Employee Was Hired (Optional): ______
27.Employee DOB (MM/DD/YYYY) (Optional): ___/___/____
28.Employee’s Salary (Dollars and Cents) (Optional): $________
29.Salary Frequency (Check One ONLY) (Optional):
Hourly
Weekly
Biweekly
Semi-Monthly
Monthly
Annually
Form 1856e
TEXAS EMPLOYER NEW HIRE REPORTING FORM
December 2014
INSTRUCTIONS FOR COMPLETING THE TEXAS EMPLOYER NEW HIRE REPORTING FORM
The purpose of the Texas New Hire Reporting Form is to allow employers to fulfill new hire reporting requirements. You may enter your employer information and photocopy a supply and then enter employee information on the copies.
REPORTING OF NEW HIRES IS REQUIRED:
All required items (numbers 1, 3, 4, 5, 6, 7, 14, 15, 16, 17, 18, 19, 20, 21, 22) on this form must be completed.
Box 1: Federal Employer ID Number (FEIN). Provide the 9-digit employer identification number that the federal government assigns to the employer. This is the same number used for federal tax reporting. Please use the same FEIN that appears on quarterly wage reports.
Box 2: State Employer ID Number (Optional). Identification number assigned to the employer by the Texas Workforce Commission.
Box 3: Employer Name. The employer name as listed on the employee’s W4 form. Please do not provide more than one employer name (for example, “ABC, Inc DBA. John Doe Paint and Body Shop” is not correct).
Box 4: Employer Address. Please indicate the address where the Income Withholding Orders should be sent. Do not provide more than one address (for example, P.O. Box 123, 1313 Mockingbird Lane is not correct).
Box 8: Employer Province/Region (if foreign). Provide this information if the employer address is
not in the United States.
Box 9: Employer Country (if foreign). Provide the two letter country abbreviation if the employer
address is not in the United States.
Box 10: Postal Code (if foreign). Provide the postal code if the employer address is not in the United States.
Box 13: New Hire Contact Person (Optional). Providing the name of a contact staff person will facilitate communication between the employer and the Texas Employer New Hire Reporting Program.
Box 15: Date of Hire. List the date in month, day and year order. Use four digits for the year (for example, 2001). This should be the first day that services are performed for wages by an individual. If you are reporting a rehire (where a new W-4 is prepared) use the return date, not the original date of hire.
Box 23: Employee Province/Region (if foreign). Provide this information if the employee does not reside in the United States.
Box 24: Employee Country (if foreign). Provide the two letter country abbreviation if the employee address is not in the United States.
Box 25: Postal Code (if foreign). Provide the postal code if the employee address is not in the United States.
Box 26: State Where Employee was Hired. Use the abbreviation recognized by the U.S. Postal Service for the state in which the employee was hired.
Box 27: Employee DOB (Date of Birth) (Optional). List the date in month, day and year order. Use four digits for the year (for example,1985).
Box 28: Employee Salary (Optional). Enter employee’s exact wages in dollars and cents. This should correspond to the salary pay frequency indicated in Box 29.
Box 29: Salary (Check One ONLY) (Optional). Check the appropriate box relating to the employee’s salary pay frequency. Check “ Bi- weekly” if the salary is based on 26 pay periods. Check “Semi-monthly” if the salary is based on 24 pay periods. Check “Annually” if salary payment is a one- time distribution.
SUBMISSION OF NEW HIRE REPORTS. The Texas Employer New Hire Reporting Program offers a variety of methods that employers can use to submit new hire reports. For further information on which method may be best for you, call 1-800-850-6442. Employers are encouraged to keep photocopies or electronic records of all reports submitted. When the form is completed, send it to the Texas Employer New Hire Reporting Program using one of the following means:
•FAX: 1-800-732-5015
• U.S. Mail:
ENHR Operations Center
P.O. Box 149224
•Telephone Submissions: 1-800-850-6442
•Internet Submissions: www.employer.texasattorneygeneral.gov
Employers must provide all of the required information within 20 calendar days of the employee's first day of work to be in compliance. State law provides a penalty of $25 for each employee an employer knowingly fails to report, and a penalty of $500 for conspiring with an employee to 1) fail to file a report or 2) submit a false or incomplete report.
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