Form letters are standard text letters used by the Status Section to convey or obtain information. Form letters may be identified by the letters "FL" followed by a unique form letter number.

Form letters can be sent by accessing the SLR or STA screen to produce a system generated letter.

The SLR screen is used to send system generated form letters. The letters print during the nightly Tax run and are delivered to the Status Operations Unit (SOU) the following day.

The following form letters can be sent using the SLR screen:

Letter Type

1. FL-22 Payrolling
2. FL-23 Erroneously Established
3. FL-24 20 Week Confirmation
4. FL-50 First Wages Date Confirmation
5. FL-78 C-1 Follow-Up request
6. FL-79 Farm & Ranch C-1
7. FL-80 C-1 Signature
8. FL-81 FEIN Change C-1 Request
9. FL-82 Corp Name Change Verification
10. FL-83 Duplicate Accounts - send to good account number not error account
11. FL-206 Liability Information
12. FL-207 Not Liable Corporate Letter
13. FL-208 C-1 Request From Quarterly Report
14. FL-209 C-1 Request From Magnetic Quarterly Report
15. FL-211 Notification of Account Number
16. FL-214 Not Liable Farm & Ranch Letter
17. FL-161 Follow Up to FL-160 Letter
18. FL-25 C-1 Letter
19. FL-97 Revocation Letter

To send a form letter using the SLR screen:

1. Access the SLR screen on CMD line
   
   
2. Key EID
              
3. Press <Enter>
   
   Line 1 of the account will display.
   
   Key the letter type.
   
   If letter type 8 (FEIN change C-1 request – FL-81) is selected the new FEIN must be keyed.
   
   Key letter type "8" and press <Enter>. The screen will display a message "ENTER NECESSARY DATA" and the cursor will position at the FEIN field.
   
   Key FEIN. (The FEIN provided by the employer without a dash)
   
   If letter type 10 (Duplicate Accounts - FL-83) is selected the erroneous account number must be keyed. This letter is sent to the liable account number and not to the error account number.
   
   Key letter type "10" and press <Enter>. The screen will display a message "EID NUMBER REQUIRED" and the cursor will position at the DUP EID field.
   
   Key DUP EID. (This is the account that is established in error)
   
   
4. The SLR screen has an automatic trace function. When a form letter is keyed to the SLR screen the system will default to an automatic 60 day trace. TRACE DAYS specifies the number of days for the trace. TRACE DATE displays the specific date the trace is to be returned.
   
   
5. If no trace is needed, zero-out TRACE DAYS.
   
   Key TRACE DAYS => 000.
   
   
6. Press <Enter> to add the record.
   
   
7. Complete the Status Form Letter Request sheet.
   
   
8. Write Account Number
   
   
9. On this date (Current date)
   
   
10. User Number (Your user number)
    
    
11. Sent Letter # (Number of the form letter sent)
    
    
12. Traced For (Trace date of the letter)
    
    
13. You can use a printout of the SLR screen when a trace is requested. When using the printout of the SLR screen, highlight the account number, accounts examiner #, letter number and trace date.
    
    
14. If sending FL-24, FL-50 or FL-80 attach a copy of the Status Report to the Status Form Letter Request sheet or SLR printout.
    
    
15. Place the Status Form Letter Request sheet or SLR printout in the "Form Letters" box. SOU will use the request sheet or SLR printout to verify the letter generated.
    
    
16. SOU will assemble and mail the system generated letter with appropriate enclosures. For additional information see Chapter 12 – "Assemble Check and Mail Output".

FL-208 and FL-209 are no longer used by Status Section.

FL-161 is no longer used by Status Section. This letter is used by Tax Area 13.

FL-22 - Payrolling

FL-22 is sent to Employers to clarify the Commission position on the common paymaster practice. The letter should be traced only if an Employer response is needed. A C-1, C-1A and U-36 are enclosed with this letter.

FL-23 - Erroneously Established

FL-23 is sent to Employers to inform them that their account has been closed as "Established in Error". This letter is sent in the situation of single accounts only. Do not use this letter if an account is being closed because duplicate accounts exist. An FL-83 must be used instead. The  FL-23 letter does not have any enclosures and is not traced.

FL-24 - 20 Week Confirmation

FL-24 is sent to Pending or Not Liable accounts. The letter is sent to Employers to confirm twenty weeks of employment when a Status Report indicates twenty weeks of employment, but is dated before the twentieth week of employment occurs. The letter requests the Employer re-sign and re-date the Status Report. This letter should be sent only after attempts to reach the Employer by telephone have failed.  A copy of the original Status Report, C-1A, C-3(s) and U-36 are enclosed with this letter. This account should have a three month trace.

FL-25 – C-1 Letter

FL-25 is sent to Pending or Not Liable accounts. The letter solicits completion of a Status Report. The letter is seldom used in favor of other form letters such as the FL-78 or FL-164. A C-1, C1A and U36 are enclosed with this letter. This account should have a three month trace.

FL-50 - First Wages Date Confirmation

FL-50 is sent to Pending or Not Liable accounts. The letter is sent to Employers to confirm the first wages date when a Status Report indicates a future first wages date. The letter requests the Employer re-sign and re-date the Status Report. This letter should be sent only after attempts to reach the Employer by telephone have failed. A copy of the original Status Report, C-3(s) and U36 are enclosed with this letter. This account should have a three month trace.

FL-78 - C-1 Follow-Up Request

FL-78 is sent to Employers to request completion of a Status Report. The letter is used only when attempts to reach the Employer by telephone have failed. A C-1, C-1A, C-3, Form C-76 and U36 are enclosed with this letter. This account should have a three month trace.

FL-79 - Farm & Ranch C-1FR Request

FL-79 is sent to Employers to request completion of a Farm & Ranch Status Report. The letter is used only when attempts to reach the Employer by telephone have failed.  A Farm & Ranch Status Report (C-1FR), C-3(s) and U36 are enclosed. This account should have a three month trace.

FL-80 - C-1 Signature Request

FL-80 is sent to Employers to request a signature on a previously submitted Status Report. This can be sent without a previous telephone contact with the Employer. If the account is Pending or Not Liable it should be made Liable prior to sending this letter. A copy of the original Status Report, C-3 and U36 are enclosed with this letter. No trace is needed. Status no longer sends the FL-80 for a signature.

FL-81 - FEIN Change C-1 Request

FL-81 is sent to Employers whenever a federal identification number change is received. The letter requests completion of a Status Report for the legal entity using the new federal identification number. The new federal identification must be supplied when sending this letter. The letter is used only when attempts to reach the Employer by telephone have failed. A C-1, C-1A, C-3 and U36 are enclosed with this letter. This account should have a three month trace.

FL-82 - Corporate Name Change Verification

FL-82 is sent to Employers whenever a corporate name change is received. The letter requests completion of a Status Report in the case of a name change or a Form C-13 in the case of an ownership change. This letter should be sent only if the name change cannot be verified on Secretary of State (SOS) records. A C-1, C-1A, Form C-13 and U36 are enclosed with this letter. This account should have a three month trace.

FL-83 - Duplicate Accounts

FL-83 is sent to Employers to inform them that they have been assigned duplicate accounts with TWC. Only send the letter when the Employer or payroll service company knows that we have assigned them duplicate accounts. The letter tells the Employer that we assigned duplicate accounts and informs them of their correct account number. No enclosures. NOTE: The FL-83 is sent to the good account number and not to the duplicate account number. No trace is needed.

FL-97 – Revocation of Written Authorization

FL-97 is sent to the address of record when C-42 (Written Authorization) has been revoked. Enclose a copy of the signed C-43 (Revocation of Written Authorization). No trace is needed.

FL-161 - Follow Up to FL-160 – No longer used by Status Unit

FL-161 is sent to out-of-state Employers when they do not respond to the FL-160 letter. The letter instructs the Employer to complete a Status Report within 10 days.

FL-206 - Liability Information

FL-206 is sent to Pending or Not Liable accounts (includes 501(c)(3) not liable accounts) which do not indicate future liability. Pending accounts need to be made not liable. The letter notifies the Employer that liability does not presently exist and outlines liability criteria. The letter may be used with or without a prior telephone contact, but if no prior contact is made future liability must be doubtful. A Status Report containing the words "None" and "Never" with regard to liability questions would indicate doubtful future liability. No enclosures. No trace is needed. This letter can be keyed on SLR or STA screen.

FL-207 - Liability Information - Corporation

FL-207 is sent to corporations with Pending or Not Liable accounts which do not indicate future liability. Pending accounts need to be made not liable. The letter notifies the Employer that liability does not presently exist and outlines liability criteria. The letter may be used with or without a prior telephone contact, but if no prior contact is made future liability must be doubtful. A Status Report containing the words "None" and "Never" with regard to liability questions would indicate doubtful future liability. No enclosures. No trace is needed. This letter can be keyed on SLR or STA screen.

FL-208 - C-1 Request from Quarterly Report – No longer used by Status Unit

FL-209 - C-1 Request from Magnetic Media Quarterly Report – No longer used by Status Unit

FL-211 - Notification of Account Number

FL-211 is sent to Employers to notify them of their account number. The letter is sent to the address of record at the request of the Employer or their authorized representative. No enclosures. This letter is keyed on SLR screen or can also use PC template letter.

FL-214 - Liability Information - Farm & Ranch

FL-214 is sent to Farm & Ranch entities, with Pending or Not Liable accounts, which do not indicate future liability. Pending accounts need to be made not liable. The letter notifies the Employer that liability does not presently exist and outlines liability criteria. The letter may be used with or without a prior telephone contact, but if no prior contact is made future liability must be doubtful. A Farm & Ranch Status Report containing the words "None" and "Never" with regard to liability questions would indicate doubtful future liability. The P1-5A brochure is enclosed with this letter. No trace needed.

The STA screen is used to send system generated form letters. The letters print during the nightly Tax run and are delivered to SOU. The STA screen should be first choice when sending a form letter.

The following form letters can be sent using the STA screen:

Form Letter

FL-045 45 Day Letter
FL-150 C-1 Request Liability per Phone Call
FL-160 C-1 Request Liability per Quarterly Report
FL-176 Assignment to Field Tax - C-1 Request
FL-200 Account Inactivated
FL-206 Liability Information – Used for sole proprietorships, partnerships, and 501(c)(3)
FL-207 Liability Information – Used for Corporations and LLC’s

FL-045 – 45 Day Letter

FL-045 is sent to employers who have the option to elect to be reimbursing (i.e. 501(c)(3) employer). The employer is then allowed 45 days from the date of their liability notice (Form C-198) on TDO to notify the commission.

FL-150 - C-1Request Liability per Phone Call

FL-150 is sent to Employers for completion of a Status Report whenever liability has been established based on a telephone contact with no Status Report on file. The account should be made liable prior to sending this letter. A C-1, C-1A and U36 are enclosed with this letter. The account should be traced for three months.

FL-160 – C-1 Request Liability per Quarterly Report

FL-160 is sent to Employers to solicit completion of a Status Report. The letter is used whenever liability is based on an Employer’s Quarterly Report without a Status Report on file. When sending this letter the Employer’s Quarterly Report on which liability is based must be specified. The account should be made liable when sending this letter. A C-1 and U36 are enclosed with this letter. For additional information see Chapter 1 – “New Accounts Based on C-3s”.

FL-176 Assignment to Field Tax – C-1 Request

FL-176 is a system generated Field Tax assignment sent whenever a new account is established, for an in-state Employer, under Section 201.022 without a Status Report. Field Tax is requested to contact the Employer, verify the acquisition and secure completion of a Status Report. The account must be made liable when using the letter. This letter is not normally traced.  For additional information see Chapter 1 – “New Accounts 201.022”. No trace is needed.

FL-200 – Account Inactivated

FL-200 is a seldom used letter sent whenever it is appropriate to notify an Employer that their account has been inactivated. The letter should only be sent to liable active accounts which are going to be inactivated. This letter is most often used at the Employer’s request. The letter has no enclosures. No trace is needed. This letter can also be keyed on SNC screen.

FL-206 – Liability Information

FL-206 is sent to Pending or Not liable accounts (includes 501(c)(3) not liable accounts) which do not indicate future liability. Pending accounts need to be made not liable. The letter notifies the Employer that liability does not presently exist and outlines liability criteria. The letter may be used with or without a prior telephone contact, but if no prior contact is made future liability must be doubtful. A Status Report containing the words “None” or “Never” with regard to liability questions would indicate doubtful future liability. No enclosures. No trace is needed. This letter can be keyed on SLR or STA screen.

FL-207 – Liability Information – Corporation

FL-207 is sent to corporations with Pending or Not Liable accounts which do not indicate future liability. Pending accounts need to be made not liable. The letter notifies the Employer that liability does not presently exist and outlines liability criteria. The letter may be used with or without a prior telephone contact, but if no prior contact is made future liability must be doubtful. A Status Report containing the words “None” or “Never” with regard to liability questions would indicate doubtful future liability. No enclosures. No trace is needed. This letter can be keyed on SLR or STA screen. 

To send a form letter using the STA screen:

1. Access the STA screen.
   
   
2. Key ACCT
   
   
3. Press <Enter>.
   
   The record for the account will display.
   
   
4. Key appropriate liability or close information.
   
   
5. Key FORM LETTER =>  045
                                            150
                                            160
                                            176
                                            200
                                            206
                                            207
   
   
6. If the FL-160 letter is requested, enter the quarter in which the employer became liable. Format QYY (i.e. 108 for the first quarter of 2008).
   
   Key QTR
   
   If the FL-176 letter is requested, place a copy of the document on which liability is based in the FL-176 basket along with the STA printout.
   
   
7. Press <PF5> to add the record.