Outline
The Texas New Hire Reporting Form is an essential tool for employers in Texas to comply with state regulations regarding new hires. This form must be submitted within 20 calendar days of an employee's first day of work. It collects important information about both the employer and the new employee. Employers are required to provide their Federal Employer ID Number (FEIN), employer name, and address, as well as specific details about the new hire, such as their Social Security Number, date of hire, and basic personal information. Optional fields include the employee's salary and pay frequency, which can help streamline payroll processes. Employers have several options for submitting the completed form, including fax, mail, or online submission. Accurate and timely reporting is crucial, as failure to comply can result in financial penalties. By understanding the requirements and properly filling out the form, employers can ensure they meet their obligations under Texas law.
Sample - Texas New Hire Reporting Form
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
Phone:
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 |
Monthly |
Annually |
|
Form 1856e |
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TEXAS EMPLOYER NEW HIRE REPORTING FORM |
December 2014 |
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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
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
TEXAS EMPLOYER NEW HIRE REPORTING FORM |
December 2014 |
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
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
•FAX:
• U.S. Mail: |
ENHR Operations Center |
|
P.O. Box 149224 |
|
Austin, TX |
•Telephone Submissions:
•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 EMPLOYER NEW HIRE REPORTING FORM |
December 2014 |
Form Information
| Fact Name | Details |
|---|---|
| Submission Deadline | Employers must submit the Texas New Hire Reporting Form within 20 calendar days of the new employee's first day of work. |
| Required Information | All required items must be completed, including the Federal Employer ID Number, Employer Name, and Employee Social Security Number. |
| Governing Law | This form is governed by Texas Family Code, Chapter 234, which mandates new hire reporting. |
| Submission Methods | Employers can submit the form via fax, U.S. mail, telephone, or online through the Texas Attorney General's website. |
Detailed Guide for Filling Out Texas New Hire Reporting
After completing the Texas New Hire Reporting form, it must be submitted within 20 calendar days of the new employee's first day of work. This ensures compliance with state regulations. Employers can choose from several submission methods, including fax, mail, telephone, or online. Keeping a copy of the submitted form is advisable for record-keeping purposes.
- Obtain the Texas New Hire Reporting form.
- Fill in the Federal Employer ID Number (FEIN) in Box 1. This should be a 9-digit number assigned by the federal government.
- If applicable, enter the State Employer ID Number in Box 2.
- Provide the Employer Name in Box 3, as it appears on the employee's W-4 form.
- In Box 4, enter the Employer Address where Income Withholding Orders should be sent.
- Complete Box 5 with the Employer City (if in the U.S.).
- Fill in Box 6 with the State (if in the U.S.).
- Provide the ZIP Code in Box 7 (if in the U.S.).
- If the employer is foreign, fill in Box 8 with the Province/Region, Box 9 with the Country, and Box 10 with the Postal Code.
- Optionally, include the Employer Telephone in Box 11 and Employer FAX in Box 12.
- Optionally, provide the New Hire Contact Person in Box 13.
- Enter the Social Security Number (SSN) of the employee in Box 14.
- Fill in the Date of Hire in Box 15 using the format MM/DD/YYYY.
- Provide the Employee First Name in Box 16.
- Fill in the Employee Middle Name in Box 17 (if applicable).
- Enter the Employee Last Name in Box 18.
- Complete the Employee Home Address in Box 19.
- Fill in Box 20 with the Employee City (if in the U.S.).
- Enter the State in Box 21 (if in the U.S.).
- Provide the ZIP Code in Box 22 (if in the U.S.).
- If the employee is foreign, fill in Box 23 with the Province/Region, Box 24 with the Country, and Box 25 with the Postal Code.
- Optionally, enter the State Where Employee Was Hired in Box 26.
- Optionally, provide the Employee DOB in Box 27 using the format MM/DD/YYYY.
- Optionally, enter the Employee’s Salary in Box 28, indicating the amount in dollars and cents.
- In Box 29, check the appropriate box to indicate the Salary Frequency.
- Submit the completed form via fax, U.S. mail, telephone, or online as per the provided instructions.
Obtain Answers on Texas New Hire Reporting
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What is the Texas New Hire Reporting Form?
The Texas New Hire Reporting Form is a document that employers in Texas must complete to report new employees to the state. This form helps ensure compliance with federal and state laws aimed at tracking employment for purposes such as child support enforcement. Employers must submit this form within 20 calendar days of the employee’s first day of work.
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Who needs to complete the form?
All employers in Texas are required to complete the Texas New Hire Reporting Form for each new employee. This includes businesses of all sizes, from large corporations to small family-owned operations. It is crucial to report any new hires, including part-time and temporary workers.
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What information is required on the form?
To ensure compliance, certain fields on the form must be completed. Required information includes:
- Federal Employer ID Number (FEIN)
- Employer Name
- Employer Address
- Employee Social Security Number (SSN)
- Date of Hire
- Employee First and Last Name
- Employee Home Address
Providing accurate information is essential for the form to be processed correctly.
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How can I submit the form?
Employers have several options for submitting the Texas New Hire Reporting Form:
- By FAX: 1-800-732-5015
- By U.S. Mail: ENHR Operations Center, P.O. Box 149224, Austin, TX 78714-9224
- By Telephone: 1-800-850-6442
- Online: www.employer.texasattorneygeneral.gov
Choose the method that works best for your organization, and ensure you keep copies of all submissions for your records.
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What happens if I miss the reporting deadline?
If an employer fails to report a new hire within the required 20 calendar days, they may face penalties. The state imposes a fine of $25 for each employee that is knowingly not reported. Additionally, conspiring with an employee to avoid reporting can lead to a more severe penalty of $500.
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Can I report multiple new hires on one form?
No, each new hire must be reported on a separate form. However, employers can photocopy the Texas New Hire Reporting Form to make the process easier. Just remember to fill out each form completely for each employee.
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What if my employee does not have a Social Security Number?
If your new hire does not have a Social Security Number, you should still complete the form. You may leave the SSN field blank, but it is important to provide all other required information. Encourage the employee to apply for a Social Security Number as soon as possible.
Common mistakes
Completing the Texas New Hire Reporting form accurately is crucial for employers. However, many make mistakes that can lead to complications. One common error is failing to provide the correct Federal Employer ID Number (FEIN). This number is essential for tax reporting, and using an incorrect or outdated number can create significant issues with the IRS.
Another frequent mistake involves the Employer Name. It’s vital to match the name exactly as it appears on the employee’s W-4 form. Providing multiple names or variations can confuse the reporting process and may lead to delays or penalties.
Inaccurate addresses are also a common pitfall. Employers sometimes provide more than one address in the Employer Address section. This can cause confusion regarding where income withholding orders should be sent. Stick to one clear address to avoid any complications.
When it comes to employee information, omitting the Social Security Number (SSN) is a critical mistake. This information is necessary for proper identification and reporting. Failing to include it can result in delays in processing the new hire report.
Another mistake involves the Date of Hire. Employers must list the date services began, using the correct format. If reporting a rehire, ensure to use the return date instead of the original hire date. Misreporting this date can lead to compliance issues.
Some employers forget to check the appropriate box for Salary Frequency. This detail is important for payroll processing. Selecting the wrong frequency can create confusion in salary calculations and lead to payment errors.
Additionally, many employers overlook the optional sections, such as Employee DOB or Employee Salary. While these fields are not mandatory, providing them can enhance the completeness of the report and facilitate smoother communication with state agencies.
Submitting the form late is another common error. Employers must submit the report within 20 calendar days of the employee's first day of work. Missing this deadline can result in penalties, so it’s essential to stay on top of reporting requirements.
Lastly, failing to keep copies of submitted forms can be detrimental. Employers should retain photocopies or electronic records of all reports submitted. This practice ensures that they have documentation in case of discrepancies or audits.
Documents used along the form
The Texas New Hire Reporting Form is an essential document for employers in Texas, ensuring compliance with state regulations regarding the reporting of new employees. Alongside this form, several other documents may be required or useful in the new hire process. Below is a brief overview of five commonly associated forms and documents.
- W-4 Form: This form is completed by employees to determine the amount of federal income tax withholding from their paychecks. It allows employees to claim allowances and specify additional withholding amounts.
- I-9 Form: The Employment Eligibility Verification form must be filled out by all new hires. It verifies the identity and employment authorization of individuals hired for employment in the United States.
- Direct Deposit Authorization Form: This document allows employees to authorize their employer to deposit their pay directly into their bank accounts. It typically requires the employee's bank account information and a signature.
- Employee Handbook Acknowledgment: New hires may be required to sign an acknowledgment form indicating they have received and understood the company's employee handbook, which outlines policies and procedures.
- State Tax Withholding Form: This form is used to determine state income tax withholding. Employees may need to complete this form to ensure proper withholding according to Texas state tax regulations.
These documents, along with the Texas New Hire Reporting Form, play a crucial role in the onboarding process. They help ensure compliance with federal and state regulations while providing a clear framework for employee rights and responsibilities.
Similar forms
The Texas New Hire Reporting Form shares similarities with several other important documents used in employment and reporting processes. Each of these documents serves a unique purpose but has overlapping elements, particularly in terms of information required and the objectives they aim to achieve. Below is a list of nine documents that are comparable to the Texas New Hire Reporting Form:
- W-4 Form: This form is used by employees to provide their employer with information about their tax withholding preferences. Like the New Hire Reporting Form, it requires personal details such as the employee's name, address, and Social Security Number.
- I-9 Form: The Employment Eligibility Verification form is essential for employers to verify an employee's identity and eligibility to work in the U.S. It similarly collects personal data and must be completed shortly after hiring.
- State New Hire Reporting Forms: Various states have their own new hire reporting forms that serve the same purpose as Texas's form. These documents also require employer and employee information to ensure compliance with state regulations.
- Quarterly Wage Reports: Employers must submit these reports to state agencies to detail wages paid to employees. They often include similar employer identification numbers and employee details as found in the New Hire Reporting Form.
- Employee Handbook Acknowledgment: This document confirms that employees have received and understood the company’s policies. It requires employee identification information, much like the Texas New Hire Reporting Form.
- Direct Deposit Authorization Form: Employees use this form to authorize their employer to deposit wages directly into their bank accounts. It includes personal banking details and employee identification information.
- Benefit Enrollment Forms: When employees enroll in benefits, they provide personal information and may need to indicate their employment status, similar to what is required on the New Hire Reporting Form.
- Tax Identification Number (TIN) Application: This document is used to apply for a TIN and requires personal information, including the applicant's name and address, akin to the details requested in the New Hire Reporting Form.
- Unemployment Insurance Registration: Employers must register for unemployment insurance, which involves providing information about the business and its employees, paralleling the data collected in the New Hire Reporting Form.
Understanding these documents can help ensure compliance with various regulations and streamline the hiring process. Each form plays a crucial role in maintaining accurate records and fulfilling legal obligations.
Dos and Don'ts
When filling out the Texas New Hire Reporting form, accuracy and attention to detail are crucial. Here are nine important dos and don’ts to consider:
- Do submit the form within 20 calendar days of the employee’s first day of work.
- Do use the Federal Employer ID Number (FEIN) that matches your quarterly wage reports.
- Do print neatly in capital letters and avoid contact with the edges of the boxes.
- Do provide only one employer name as it appears on the employee’s W4 form.
- Do include the correct date of hire in month, day, and year format.
- Don’t provide more than one employer address; stick to the address for Income Withholding Orders.
- Don’t leave any required fields blank; all necessary information must be completed.
- Don’t use abbreviations for the employer name or address.
- Don’t forget to keep a copy of the submitted form for your records.
By following these guidelines, you can ensure that your submission is compliant and accurate, minimizing the risk of penalties.
Misconceptions
Understanding the Texas New Hire Reporting form can be challenging. Here are ten common misconceptions that may lead to confusion:
- It's optional to report new hires. Many believe that reporting new hires is optional, but it is actually a requirement in Texas. Employers must submit the form within 20 calendar days of the employee's first day of work.
- Only certain employers need to report. Some think only large employers are required to report new hires. In reality, all employers, regardless of size, must comply with this requirement.
- The form can be submitted at any time. There is a strict timeline for submission. Employers must submit the new hire report within 20 calendar days of the hire date to avoid penalties.
- All information is optional. While some fields are optional, key information such as the Federal Employer ID Number and employee's Social Security Number must be completed to fulfill reporting requirements.
- Faxing is the only way to submit the form. Many assume that faxing is the only submission method. However, reports can also be submitted via U.S. mail, telephone, or online.
- Only full-time employees need to be reported. Some believe that only full-time hires need to be reported. Part-time employees are also required to be reported within the same timeframe.
- The same form is used for all states. Individuals may think that the Texas New Hire Reporting form is the same as those in other states. Each state has its own specific form and requirements.
- Providing incomplete information is acceptable. It is crucial to provide complete and accurate information. Incomplete submissions can lead to penalties and delays in processing.
- The form can be filled out in any format. Neatness counts! The form should be filled out in capital letters and should not touch the edges of the boxes to ensure clarity and accuracy.
- Penalties are not enforced. Some may think that penalties for failing to report are rarely enforced. In fact, state law imposes fines for failing to report or for submitting false information.
Being aware of these misconceptions can help ensure compliance and streamline the reporting process for new hires in Texas.
Key takeaways
The Texas New Hire Reporting form is essential for employers to comply with state regulations. Here are some key takeaways regarding its completion and submission:
- Timely Submission: Employers must submit the form within 20 calendar days of the new employee's first day of work to avoid penalties.
- Accurate Information: All required fields must be completed accurately. This includes the Federal Employer ID Number, employer name, and employee details such as Social Security Number and date of hire.
- Multiple Submission Methods: Employers can submit the form via fax, U.S. mail, telephone, or online, providing flexibility in how reports are filed.
- Record Keeping: It is advisable for employers to keep photocopies or electronic records of all reports submitted for their records.