| (a) Except as provided in §§55.304-55.306 of this title (relating to Common Paymaster, Multi-State Employers, and Federal Government Employers), each Texas employer shall furnish to the State Directory of New Hires in the state in which a newly hired employee works a report of all new hires that contains the following six required data elements found on the employee's W-4 form: (1) the employee name, (2) the employee address, (3) the employee social security number, (4) the employer name, (5) the employer address, and (6) the Federal Employer Identification Number (FEIN). (b) Employers, at their option may also provide the following additional information in the report: (1) the employee's date of hire, (2) the employee's date of birth, and (3) the employee's expected salary or wages, (4) Employer payroll address for mailing of notice to withhold child support. (c) All employers shall report new hire information on a Form W-4 or an equivalent form by first class mail, telephonically, electronically or magnetic media as determined by the employer and in a format acceptable to the Title IV-D agency. The Title IV-D agency reserves the right to decline any type of form that it deems as illegible or inappropriate for new hire report processing and requests employers who elect to submit new hire reports via hardcopy to adopt the new Hire Reporting Form supplied by the IV-D agency. (1) Formats available to employers include: (A) Fully and accurately completed copy of the new employee's W-4 form with all mandatory information, as specified by New Hire Reporting requirements, typed or written using large, capitalized lettering (cursive writing is not permitted); (B) New Hire Report Form supplied by the IV-D agency: Attached Graphic (C) Existing employer report or printout; (D) Magnetic tape or cartridge (see Electronic Reporting Specification Table); (E) Diskette (see Electronic Reporting Specification Table); (F) E-mail (see Electronic Reporting Specification Table); (G) Facsimile; or (H) Any other means authorized by the Title IV-D agency for conveying information which includes electronic transmission or delivery of data tapes. (2) All printed lists must be provided in 10 point font, or larger. (3) All new hire reports submitted using diskette, magnetic tape, magnetic cartridge, or e-mail must be provided in accordance with the following New Hire reporting specifications for electronic reporting: Attached Graphic (4) All new hire reports submitted using e-mail must be provided as an "e-mail attachment." All employers reporting via e-mail must use the following submission e-mail address for transmitting new hire reports electronically via e-mail: txhires@flash.net. Employers who wish to correspond with the Texas New Hire Operations Center for questions, technical assistance or problems, may use the following correspondence e-mail address: txenh@flash.net. (d) To ensure timely receipt of information, Texas employers shall be required to report the hiring or rehiring of persons to the Title IV-D agency. New Hire reports shall be considered timely if postmarked by the due date or if filed electronically, upon receipt by the agency. New Hire reports are due: (1) not later than the 20 calendar days after the date the employer hires the employee; or (2) in the case of an employer transmitting reports magnetically or electronically, by 2 monthly transmissions (if necessary) not less than 12 days nor more than 16 days apart. (e) Employers shall send reports for newly hired or rehired employees to Texas Employer New Hire Reporting Operations Center, Post Office Box 149224, Austin, Texas 78714-9224 Telephone Number: 1-888-839-4473 Fax Number: 1-800-732-5015 (f) Questions regarding the Employer New Hire Program should be directed to the Texas Employer New Hire Reporting Operations Center at 1-888-TEX-Hire (1-888-839-4473) or access Texas New Hire Reporting on the World wide Web Home Page. The Internet address is: http//www.TexasNewHire.state.tx.us. (g) Each employer submitting an incomplete or illegible report, upon request, shall resubmit the incomplete or illegible data within 10 days after receiving notice. |
