Contents
Form Example
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 |
|
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
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 |
More PDF Templates
At Home Drivers Ed Texas - Completion of this form can greatly impact the young driver's overall confidence.
Window Tint Law in Texas - Applicants must provide their date of birth as part of the identification process.
How to Know If I Have Medicaid - Space is provided for optional details about siblings living at the same address.
Common mistakes
-
Neglecting Required Information: One of the most common mistakes is failing to complete all the required fields. Essential details include the Federal Employer ID Number, employer name, and employee information such as Social Security Number and date of hire. Omitting any of these can lead to compliance issues.
-
Incorrect Formatting: People often overlook the importance of formatting. For instance, the date should be entered in MM/DD/YYYY format, and names should be printed neatly in capital letters. Inaccurate formatting can result in confusion and delays in processing.
-
Providing Multiple Names or Addresses: Another frequent error is including more than one employer name or address. The form requires a single employer name and address to avoid ambiguity. This mistake can complicate communication and reporting.
-
Missing Submission Deadline: Employers sometimes fail to submit the form within the required 20 calendar days from the employee's first day of work. Late submissions can incur penalties, making timely reporting crucial.
Key takeaways
- Submit on Time: Employers must complete the Texas New Hire Reporting Form within 20 calendar days of the new employee's first day of work.
- Accurate Information: Fill out the form neatly in capital letters and avoid touching the edges of the boxes to ensure clarity.
- Required Fields: Complete all required fields, including the Federal Employer ID Number, Employer Name, and Employee Social Security Number.
- Employer Identification: Use the same Federal Employer ID Number (FEIN) that appears on quarterly wage reports.
- Contact Person: Providing a New Hire Contact Person is optional but can help facilitate communication with the Texas Employer New Hire Reporting Program.
- Multiple Submission Methods: Employers can submit the form via fax, U.S. mail, telephone, or online, depending on their preference.
- Keep Records: It is advisable for employers to keep photocopies or electronic records of all submitted reports for their own reference.
- Penalties for Non-Compliance: Failure to report new hires can result in penalties, including $25 for each unreported employee and $500 for conspiring to submit false reports.
Steps to Using Texas New Hire Reporting
Completing the Texas New Hire Reporting form is a straightforward process that requires attention to detail. Once you have gathered the necessary information about both your organization and the new employee, you can begin filling out the form. It is crucial to submit this form within 20 calendar days of the employee's first day of work to ensure compliance with state regulations.
- Obtain a copy of the Texas New Hire Reporting form.
- Print the form neatly in capital letters, avoiding contact with the edges of the boxes.
- In Box 1, enter your Federal Employer ID Number (FEIN), which is a 9-digit number assigned by the federal government.
- In Box 2, provide your State Employer ID Number, if applicable (this is optional).
- In Box 3, write your employer name as it appears on the employee’s W-4 form.
- In Box 4, indicate the employer address where Income Withholding Orders should be sent.
- Fill in Box 5 with the employer city.
- In Box 6, enter the state.
- In Box 7, write the ZIP code.
- If the employer is foreign, complete Box 8 with the province/region, Box 9 with the country, and Box 10 with the postal code.
- Optionally, fill in Boxes 11 and 12 with the employer telephone and fax numbers.
- In Box 13, you may provide the name of a new hire contact person.
- In Box 14, enter the employee's Social Security Number (SSN).
- In Box 15, list the date of hire in MM/DD/YYYY format.
- Fill in Boxes 16, 17, and 18 with the employee's first, middle, and last names, respectively.
- In Box 19, provide the employee's home address.
- In Box 20, enter the employee city.
- In Box 21, write the state.
- In Box 22, fill in the ZIP code.
- If the employee is foreign, complete Box 23 with the province/region, Box 24 with the country, and Box 25 with the postal code.
- Optionally, in Box 26, indicate the state where the employee was hired.
- In Box 27, you may provide the employee's date of birth in MM/DD/YYYY format.
- In Box 28, enter the employee's salary in dollars and cents.
- In Box 29, check the appropriate box to indicate the salary frequency.
- Review the form for accuracy and completeness.
- Submit the completed form via fax, U.S. mail, telephone, or online as per the provided instructions.