Get Texas New Hire Reporting Form

When filling out the Texas New Hire Reporting form, it is crucial to follow certain guidelines to ensure accuracy and compliance. Here are five important dos and don'ts:

• Do submit the form within 20 calendar days of the new employee’s first day of work.
• Do print neatly in capital letters to avoid any misinterpretation of the information provided.
• Do ensure that all required fields are completed, including the Federal Employer ID Number and the employee's Social Security Number.
• Do keep a photocopy or electronic record of the submitted form for your own records.
• Do contact the Texas Employer New Hire Reporting Program if you have questions about the submission process.

• Don't provide more than one employer name or address on the form, as this can lead to confusion.
• Don't use abbreviations or shorthand in the required fields; clarity is essential.
• Don't forget to check the appropriate salary frequency box, as this information is important for accurate reporting.
• Don't submit the form late, as penalties may apply for non-compliance.
• Don't leave optional fields blank if you have the information; providing complete information can be beneficial.

What is the Texas New Hire Reporting Form?

The Texas New Hire Reporting Form is a document that employers must complete to report new employees to the state. This form helps fulfill the legal requirement to report new hires within 20 calendar days of their first day of work. Accurate reporting aids in child support enforcement and other state programs.

Who needs to submit the Texas New Hire Reporting Form?

All employers in Texas are required to submit this form for every new hire. This includes full-time, part-time, and temporary employees. Compliance is crucial to avoid penalties.

What information is required on the form?

Employers must complete the following mandatory fields:

1. Federal Employer ID Number (FEIN)
2. Employer Name
3. Employer Address
4. Employee Social Security Number (SSN)
5. Date of Hire
6. Employee First Name
7. Employee Last Name
8. Employee Home Address

Additional optional information can be provided, such as salary and contact details.

How can I submit the Texas New Hire Reporting Form?

There are several ways to submit the form:

• Fax: 1-800-732-5015
• Mail: ENHR Operations Center, P.O. Box 149224, Austin, TX 78714-9224
• Online: www.employer.texasattorneygeneral.gov
• Telephone: 1-800-850-6442

Choose the method that works best for you, but ensure submission is completed within the 20-day window.

What happens if I miss the reporting deadline?

If you fail to report a new hire within the 20-day timeframe, you may face penalties. The state imposes a $25 fine for each employee that is not reported. Additionally, conspiring with an employee to evade reporting can result in a $500 penalty.

Can I use a photocopy of the form for multiple employees?

Yes, employers can photocopy the Texas New Hire Reporting Form. Fill out the employer information once and then enter the employee details on each copy. This can streamline the reporting process for multiple new hires.

What if my employee does not have a Social Security Number?

If your employee does not have a Social Security Number, you should still complete the form with the information you have. However, it’s important to encourage your employee to apply for an SSN as soon as possible, as it is a required field for reporting.

Is there a specific format for entering information on the form?

Yes, it is essential to print neatly in capital letters. Avoid writing outside the designated boxes to ensure clarity and accuracy. This helps prevent errors in processing the form.

Where can I get more information about the Texas New Hire Reporting Program?

For additional questions or guidance, you can contact the Texas Employer New Hire Reporting Program at 1-800-850-6442. They can provide assistance and clarify any uncertainties regarding the reporting process.

How to Use Texas New Hire Reporting

Completing the Texas New Hire Reporting Form is essential for employers to meet their reporting obligations. Once the form is filled out accurately, it must be submitted within 20 calendar days of the new employee's first day of work. The submission can be done via fax, mail, or online. Below are the steps to complete the form.

1. Obtain the Texas New Hire Reporting Form.
2. Print the form neatly in capital letters, ensuring not to touch the edges of the boxes.
3. In Box 1, enter the Federal Employer ID Number (FEIN), which is a 9-digit number assigned by the federal government.
4. In Box 2, if applicable, provide the State Employer ID Number assigned by the Texas Workforce Commission.
5. In Box 3, write the employer's name exactly as it appears on the employee’s W-4 form.
6. In Box 4, fill in the employer address where Income Withholding Orders should be sent.
7. In Box 5, enter the employer city if located in the United States.
8. In Box 6, specify the state of the employer's location.
9. In Box 7, provide the ZIP Code for the employer's address.
10. In Box 8, if the employer is located outside the United States, include the province or region.
11. In Box 9, enter the country of the employer if applicable.
12. In Box 10, provide the postal code if the employer is foreign.
13. In Box 11 and Box 12, include the employer's telephone and fax numbers, if desired.
14. In Box 13, optionally list the New Hire Contact Person for communication purposes.
15. In Box 14, enter the employee's Social Security Number (SSN).
16. In Box 15, indicate the employee's Date of Hire in MM/DD/YYYY format.
17. In Box 16, write the employee's first name.
18. In Box 17, include the employee's middle name, if applicable.
19. In Box 18, enter the employee's last name.
20. In Box 19, provide the employee's home address.
21. In Box 20, enter the employee city if located in the United States.
22. In Box 21, specify the state of the employee's residence.
23. In Box 22, provide the ZIP Code for the employee's address.
24. In Box 23, if the employee is foreign, include the province or region.
25. In Box 24, enter the employee's country if applicable.
26. In Box 25, provide the postal code if the employee is foreign.
27. In Box 26, optionally indicate the state where the employee was hired.
28. In Box 27, if desired, include the employee's Date of Birth in MM/DD/YYYY format.
29. In Box 28, optionally enter the employee’s salary in dollars and cents.
30. In Box 29, check the box that corresponds to the employee’s salary frequency.
31. Review the completed form for accuracy.
32. Submit the form via fax, mail, or online within the required 20-day timeframe.

Filling out the Texas New Hire Reporting form can be straightforward, but mistakes can lead to delays and penalties. One common error is failing to provide the Federal Employer ID Number (FEIN). This number is crucial for federal tax reporting and must be accurate. Without it, the submission may be considered incomplete.

Another frequent mistake is providing an incorrect or incomplete Employer Name. The name listed should match what appears on the employee’s W-4 form. Using variations or additional descriptors can cause confusion and may result in processing issues.

Many people overlook the importance of the Date of Hire. It must be formatted correctly as MM/DD/YYYY. This date should reflect the first day the employee performs services for wages. If reporting a rehire, ensure to use the return date, not the original hire date.

Completing the Employee Social Security Number (SSN) section incorrectly is another common error. This number must be accurate, as it is essential for identification and tax purposes. Any discrepancies can lead to issues with the employee's records.

Another mistake often made is neglecting to include the Employer Address. This address should be where Income Withholding Orders are sent. Providing multiple addresses or using a P.O. Box can complicate the process and lead to delays.

Some employers forget to check the appropriate Salary Frequency box. This selection must align with the employee's pay structure. Failing to do so can result in misunderstandings regarding payment schedules.

Additionally, not providing the Employee’s Home Address can be problematic. This information is necessary for accurate record-keeping and compliance. Make sure to include the full address without abbreviations.

Another area where mistakes occur is the Employee Date of Birth (DOB). This optional field must also follow the MM/DD/YYYY format if included. Errors here can complicate verification processes.

Employers sometimes forget to submit the form within the required 20 calendar days of the employee's first day of work. Late submissions can incur penalties, so it’s important to adhere to this timeline.

Lastly, failing to keep a copy of the submitted form can lead to difficulties if questions arise later. It is advisable to maintain photocopies or electronic records for your reference.