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Content Overview

The Texas New Hire Reporting Form is a crucial document for employers in the state, designed to ensure compliance with state and federal regulations regarding the reporting of new employees. Employers must submit this form within 20 calendar days of an employee's first day of work, providing essential information such as the employer's Federal Employer ID Number, name, and address, along with the new hire's Social Security Number, date of hire, and personal details. Accuracy is paramount; therefore, the form should be filled out neatly in capital letters, avoiding contact with the edges of the boxes to prevent any misinterpretation. Required fields include the employer's identification numbers and the employee's basic information, while optional sections allow for additional details like salary and contact person. The submission methods are flexible, offering options such as fax, mail, telephone, or online submissions, making it easier for employers to comply with this important reporting requirement. Failure to report can result in penalties, emphasizing the importance of timely and accurate submissions.

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Figure:1 TAC §55.303(c)(1)(B)
Form 1856e TEXAS EMPLOYER NEW HIRE REPORTING FORM December 2014
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
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.
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
“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
Austin, TX 78714-9224
• 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.
➤ PDF File

Form Specifications

Fact Name Fact Description
Submission Deadline Employers must submit the Texas New Hire Reporting Form within 20 calendar days of the new employee's first day of work.
Submission Methods The form can be submitted via fax, U.S. mail, telephone, or online through the Texas Attorney General's website.
Required Information All required fields must be completed, including the Federal Employer ID Number, employer name, and employee's Social Security Number.
Governing Law This reporting requirement is governed by Texas Family Code, Title 5, Chapter 231.
Penalties for Non-Compliance Employers may face a penalty of $25 for each employee not reported, and $500 for conspiring to submit false or incomplete reports.

Texas New Hire Reporting: Usage Guidelines

Completing the Texas New Hire Reporting form is essential for employers to comply with state regulations. Timely submission ensures that all required information is reported accurately. Below are the steps to guide you through filling out the form.

  1. Obtain a copy of the Texas New Hire Reporting form.
  2. Print the form clearly in capital letters to ensure legibility.
  3. In Box 1, enter the Federal Employer ID Number (FEIN), 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 Name 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. Complete Box 5 with the Employer City and Box 6 with the State if in the U.S.
  8. In Box 7, enter the ZIP Code of the employer's address.
  9. 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.
  10. Optionally, provide the Employer Telephone and FAX numbers in Boxes 11 and 12.
  11. In Box 13, you may include a New Hire Contact Person for communication purposes.
  12. In Box 14, enter the Employee's Social Security Number (SSN).
  13. In Box 15, specify the Date of Hire in MM/DD/YYYY format.
  14. Fill in the Employee's First Name, Middle Name, and Last Name in Boxes 16, 17, and 18, respectively.
  15. In Box 19, provide the Employee Home Address.
  16. Complete Box 20 with the Employee City, Box 21 with the State, and Box 22 with the ZIP Code.
  17. 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.
  18. In Box 26, you may indicate the State Where Employee Was Hired.
  19. Optionally, in Box 27, provide the Employee's Date of Birth in MM/DD/YYYY format.
  20. In Box 28, enter the Employee's Salary in dollars and cents.
  21. In Box 29, check the appropriate box to indicate the Salary Frequency.

Once the form is completed, ensure it is submitted within 20 calendar days of the employee's first day of work. You can send it via fax, U.S. mail, or online. Keeping a copy for your records is highly recommended to ensure compliance and avoid penalties.

Your Questions, Answered

What is the Texas New Hire Reporting Form?

The Texas New Hire Reporting Form is a document that employers must complete to report newly hired employees to the state. This form helps fulfill reporting requirements and ensures that the state can track employment for various purposes, including child support enforcement.

When must I submit the Texas New Hire Reporting Form?

You must submit the form within 20 calendar days of the new employee’s first day of work. Timely reporting is crucial to comply with state regulations and avoid penalties.

How do I submit the Texas New Hire Reporting Form?

You can submit the form in several ways: via fax at 1-800-732-5015, by U.S. Mail to ENHR Operations Center, P.O. Box 149224, Austin, TX 78714-9224, through telephone submissions at 1-800-850-6442, or online at www.employer.texasattorneygeneral.gov.

What information is required on the form?

To comply with reporting requirements, you must fill out specific fields, including your Federal Employer ID Number (FEIN), employer name, employer address, and various employee details such as Social Security Number, date of hire, and employee name. Ensure that all required fields are completed accurately.

What happens if I fail to report a new hire?

If you fail to report a new hire, state law imposes a penalty of $25 for each employee not reported. Additionally, there is a $500 penalty for conspiring with an employee to either fail to file a report or submit a false or incomplete report.

Can I use the same form for multiple employees?

What if my employee lives outside the United States?

If your employee resides outside the United States, you will need to provide additional information, such as the employee's province or region, country, and postal code. This information helps ensure proper reporting and compliance.

Is there an option to include salary information on the form?

Yes, you can include the employee's salary on the form, although it is optional. If you choose to report salary, provide the exact amount in dollars and cents and indicate the salary frequency, such as hourly, weekly, or monthly.

Who can I contact for assistance with the form?

If you have questions or need assistance, you can call the Texas Employer New Hire Reporting Program at 1-800-850-6442. They can provide guidance on completing the form and submitting it correctly.

Common mistakes

  1. Incomplete Information: One common mistake is failing to complete all required fields on the form. Essential items such as the Federal Employer ID Number (FEIN), employer name, and employee's Social Security Number (SSN) must be filled out. Omitting any of these details can lead to delays or penalties.

  2. Incorrect Formatting: Many individuals do not follow the instructions regarding formatting. For example, the form requests that information be printed neatly in capital letters. Failing to adhere to this guideline can result in illegible submissions, complicating the processing of the report.

  3. Misreporting Dates: Another frequent error involves incorrect date entries. The Date of Hire must be formatted as MM/DD/YYYY. If this is not done correctly, it can lead to confusion regarding when the employee began working, which may affect compliance with reporting deadlines.

  4. Providing Multiple Names or Addresses: Some employers mistakenly provide more than one name or address in the designated fields. For instance, listing "ABC, Inc DBA. John Doe Paint and Body Shop" as the employer name is incorrect. Only one name should be provided, as well as a single address for income withholding orders.

Documents used along the form

The Texas New Hire Reporting Form is essential for employers to report new employees to the state. Several other forms and documents may accompany this reporting process to ensure compliance with various regulations and to facilitate payroll and tax reporting. Below is a list of commonly used documents in conjunction with the Texas New Hire Reporting Form.

  • W-4 Form: This form is used by employees to indicate their tax withholding preferences. Employers must keep this form on file for payroll purposes.
  • I-9 Form: Required by the federal government, this form verifies the identity and employment authorization of individuals hired for employment in the United States.
  • Texas Workforce Commission (TWC) Employer Registration: Employers may need to register with the TWC to report unemployment taxes and obtain a state employer identification number.
  • Quarterly Wage Report: This report is submitted to the TWC and details the wages paid to employees during each quarter for unemployment insurance purposes.
  • Employee Handbook: This document outlines company policies, procedures, and employee rights. It is often provided to new hires during onboarding.
  • Direct Deposit Authorization Form: Employees may complete this form to authorize their employer to deposit their wages directly into their bank account.
  • Benefits Enrollment Forms: New employees may need to complete forms to enroll in health insurance or other benefits offered by the employer.
  • Non-Disclosure Agreement (NDA): Some employers require new hires to sign an NDA to protect confidential company information.
  • Job Offer Letter: This document formally offers employment to the candidate and outlines the terms of employment, including salary and benefits.
  • Emergency Contact Form: This form collects information on who to contact in case of an emergency involving the employee.

These documents play a vital role in the onboarding process and ensure that both employers and employees meet their legal obligations. Proper completion and retention of these forms can help facilitate smooth operations within the workplace.

Similar forms

  • W-4 Form: Similar to the Texas New Hire Reporting Form, the W-4 form is used by employers to gather essential information about new employees. It collects details such as the employee's name, address, and Social Security number, which are crucial for tax withholding purposes.

  • I-9 Form: The I-9 form is another important document that employers must complete when hiring a new employee. It verifies the employee's identity and eligibility to work in the United States, requiring similar personal information like name, address, and Social Security number.

  • State New Hire Reporting Forms: Many states have their own new hire reporting forms, which serve the same purpose as the Texas form. These documents typically require similar employer and employee information to ensure compliance with state laws regarding new hires.

  • Employee Handbook Acknowledgment: When new employees start, they often sign an acknowledgment of receiving the employee handbook. This document, like the Texas New Hire Reporting Form, collects essential information about the employee and confirms their understanding of company policies.

  • Payroll Information Form: This form gathers information about an employee's salary, pay frequency, and other payroll-related details. It parallels the Texas New Hire Reporting Form by collecting similar data to ensure accurate payroll processing.

Dos and Don'ts

When filling out the Texas New Hire Reporting form, there are important practices to follow to ensure compliance and accuracy. Below is a list of things to do and avoid.

  • Do submit the form within 20 calendar days of the new employee's first day of work.
  • Do print neatly in capital letters to enhance readability.
  • Do provide all required information, including the Federal Employer ID Number and employee details.
  • Do keep a photocopy or electronic record of the submitted form for your records.
  • Do use the same FEIN that appears on quarterly wage reports.
  • Don't provide more than one employer name or address on the form.
  • Don't leave any required fields blank; incomplete forms may lead to penalties.
  • Don't submit the form late, as this can result in a fine.
  • Don't use non-standard abbreviations for states or countries.
  • Don't submit false or incomplete information, as this can lead to severe penalties.

Misconceptions

Understanding the Texas New Hire Reporting form can be challenging, especially with the many misconceptions surrounding it. Here are eight common misunderstandings and clarifications to help you navigate the process more easily.

  • Misconception 1: Only certain employers need to file the New Hire Reporting form.

    • In reality, all employers in Texas are required to report new hires, regardless of the size of their business or the industry they operate in.

  • Misconception 2: The form can be submitted anytime after hiring.

    • Employers must submit the form within 20 calendar days of the employee's first day of work to comply with state regulations.

  • Misconception 3: Providing optional information is unnecessary.

    • While some fields are optional, including them can facilitate communication and improve the accuracy of records.

  • Misconception 4: The Federal Employer ID Number (FEIN) is not important.

    • The FEIN is crucial as it links the new hire report to the employer's tax records. It should match the number used on quarterly wage reports.

  • Misconception 5: You can report multiple employer names on the form.

    • Only one employer name should be provided, as listed on the employee's W-4 form. This helps to avoid confusion in processing the report.

  • Misconception 6: It’s acceptable to use a P.O. Box for the employer's address.

    • Employers must provide a physical address where income withholding orders can be sent, not a P.O. Box.

  • Misconception 7: The New Hire Reporting form is the same as the W-4 form.

    • These forms serve different purposes. The W-4 is for tax withholding, while the New Hire Reporting form is specifically for reporting new employees to the state.

  • Misconception 8: There are no penalties for late submissions.

    • Failure to report new hires on time can result in penalties. Employers may face a $25 fine for each employee not reported and more severe penalties for conspiring to submit false information.

By addressing these misconceptions, employers can ensure compliance and contribute to the efficiency of the workforce reporting system in Texas.

Key takeaways

  • Timely Submission: Employers must submit the Texas New Hire Reporting Form within 20 calendar days of the new employee's first day of work.
  • Accurate Information: Complete all required fields, including Federal Employer ID Number, employer name, and employee details, to ensure compliance.
  • Clear Printing: Print neatly in capital letters and avoid touching the edges of the boxes for better readability.
  • Multiple Submission Methods: Employers can submit the form via fax, U.S. mail, telephone, or online, providing flexibility in how they report new hires.
  • Record Keeping: It is advisable for employers to keep photocopies or electronic records of all submitted reports for their files.
  • Penalties for Non-compliance: Employers may face fines of $25 for each employee not reported, and up to $500 for conspiring to submit false or incomplete reports.
  • Optional Information: While some fields are optional, providing additional details such as salary and contact person can facilitate better communication with the Texas Employer New Hire Reporting Program.