The Texas New Hire Reporting Form is a document that employers must complete to report new employees to the state. This form helps ensure compliance with state laws and assists in tracking employment for various purposes, including child support enforcement. It is important to fill out and submit this form within 20 calendar days of a new employee’s first day of work.
To get started, click the button below to fill out the form.
When filling out the Texas New Hire Reporting form, it’s crucial to get it right the first time. Here’s a list of things you should and shouldn’t do to ensure a smooth process.
By following these guidelines, you can help ensure that your new hire reports are accurate and submitted on time. This not only keeps you compliant but also makes the onboarding process smoother for everyone involved.
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.
Texas 5506 Nar - Your employer must verify your employment details in Section 2.
Sellers Permit Texas - All necessary fields must be completed, ensuring clarity and accuracy in information provided.
The Texas New Hire Reporting Form is an essential document for employers in Texas, ensuring compliance with state and federal regulations regarding new hires. Alongside this form, several other documents and forms are often utilized to facilitate the hiring process and maintain accurate employee records. Below is a list of these important documents, each serving a specific purpose in the employment lifecycle.
Each of these documents plays a vital role in the hiring process and ongoing employment relationship. By ensuring that all necessary forms are completed and maintained, employers can foster a compliant and efficient workplace environment. Understanding these documents helps both employers and employees navigate the complexities of employment law with confidence.
Completing the Texas New Hire Reporting form can be straightforward, but mistakes often occur. One common error is failing to provide the Federal Employer ID Number (FEIN). This number is essential for federal tax reporting and must be included accurately. Without it, the report may be considered incomplete.
Another frequent mistake is not using the correct Employer Name. It's important to enter the name exactly as it appears on the employee’s W-4 form. Providing more than one name, such as a DBA (doing business as) alongside the official name, can lead to confusion and delays in processing.
Many people overlook the Date of Hire. This date should reflect the first day the employee performs services for wages. Reporting the wrong date, such as a previous hire date instead of the rehire date, can cause compliance issues.
Providing an incorrect Employer Address is another mistake that can occur. The address listed should be where income withholding orders are sent. Including multiple addresses or incorrect formats can complicate communication and processing.
Some individuals forget to fill out the Employee Social Security Number (SSN). This number is crucial for identification and reporting purposes. Omitting it can lead to delays and potential penalties.
Another common error involves the Salary Frequency. Employers must check only one box to indicate how often the employee is paid. Checking multiple boxes can confuse the reporting system and lead to inaccuracies.
Additionally, not providing complete Employee Address information is a mistake that can hinder effective communication. This includes the city, state, and ZIP code. Incomplete addresses may delay processing or lead to miscommunication.
Lastly, some employers neglect to submit the form within the required 20 calendar days of the employee’s first day of work. This can result in penalties, so timely submission is essential for compliance.
Understanding the Texas New Hire Reporting form is essential for employers. However, several misconceptions can lead to confusion. Below is a list of common misunderstandings regarding this important document.
This is incorrect. All employers are required to submit the New Hire Reporting form within 20 calendar days of a new employee's first day of work.
All new hires, regardless of their employment status—full-time, part-time, or temporary—must be reported.
Employers must adhere to the strict deadline of 20 calendar days. Failure to do so can result in penalties.
Providing the employee's Social Security Number is mandatory. This information helps in tracking and managing employee records.
Reports must be submitted promptly within the specified timeframe to remain compliant with state law.
It is important to print neatly in capital letters and avoid contact with the edges of the boxes to ensure clarity and accuracy.
The employer name must match what is listed on the employee's W-4 form to avoid discrepancies.
Employers have multiple submission options, including fax, U.S. mail, and online submission, allowing for flexibility.
While many fields are required, some information is optional, such as the state where the employee was hired or the employee's salary.
Employers may face fines of $25 for each employee not reported on time, emphasizing the importance of compliance.
Addressing these misconceptions can help employers navigate the New Hire Reporting process more effectively. Understanding the requirements ensures compliance and contributes to a smoother hiring experience.
Key Takeaways for Filling Out and Using the Texas New Hire Reporting Form:
After completing the Texas New Hire Reporting form, employers must submit it within 20 calendar days of the employee's first day of work. Timely submission is essential to comply with state regulations and avoid potential penalties. The form can be submitted through various methods, including fax, mail, or online. Ensure all information is accurate and legible to facilitate processing.