FAQs


  Help Index


Click on a heading for a detailed definition:

Approval Process
Change PIN
Change Registration Information
Check Payment
Client Information
Confirmation Number
Confirmation Page
Contact Us: Taxpayer Service
Contract Carriers
Create PIN
CT
Customer Support
Data Entry Software
Daytime Telephone Number
Deaf, Assistance for EDI Filing
Due Dates and Payments
EDI Maps
EDI Payment
E-mail Address
Filing Period
First Time Filers
Forgot PIN
Free Software
Late Charges / Penalty & Interest
Login
Login Information
Login Suspension
Mandatory EFT
Mandatory ER
Motor Fuel Taxpayers
Partial Payment
Payment Types
Penalty & Interest / Late Charges
Personal Identification Number (PIN)
Registration
Registration Information
Reinstatement of Suspended Account
Reminder Phrase
Security Messages
Settlement Date
Submitter's Name
Suspension of Account
System Requirements
Tax Types
Taxpayer Number
Tax Professional
Technical Assistance Telephone Number
Terms and Conditions
TEXNET
TEXNET Payment
Upload File
Upload Options
Voluntary EFT
WebFile Number
Who Can File

 APPROVAL PROCESS:
Taxpayers and tax professionals must successfully complete the testing and approval process set out by the Comptroller's Office. For testing purposes, taxpayers are required to type in their Taxpayer Number and WebFile Number. Tax professionals are required to supply the taxpayer number and WebFile number for each taxpayer for whom they will be transmitting test data. In the future when you use this system, you will need to logon with an 11-digit Texas taxpayer number and a Personal Identification Number (PIN).
 
CHANGE PERSONAL IDENTIFICATION NUMBER (PIN)
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Type in the new Personal Identification Number (PIN): Please select a series of numbers and letters or special characters that are easy to remember. The PIN must be 8 to 13 alpha and numeric characters.

Re-enter PIN for verification: We ask for this to verify that you have typed in the PIN correctly.

Type in a Reminder Phrase: The Reminder Phrase is chosen by you along with your Personal Identification Number (PIN). It may be useful should you forget your PIN. Choose a sentence, word, or question that would jog your memory.
 
CHANGE REGISTRATION INFORMATION
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You may change any of the following:
Submitter's Name - Type in the name of the person transmitting the tax information today. First and Last Name is required.

Daytime Telephone - Provide a ten-digit telephone number beginning with the area code. This number should be the telephone number where you may be reached between 8:00 a.m. and 5:00 p.m. CT Monday through Friday.

E-mail Address - Please type in the entire E-mail address where the confirmation message may be received.
 
CLIENT INFORMATION
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The Client Information screen displays a list of all taxpayers the submitter has added with the intent to submit a test file.

To add a new taxpayer, you must supply:
Taxpayer Number - The 11-digit taxpayer number (no hyphens or dashes) issued for the business by the Texas Comptroller of Public Accounts.

WebFile Number - This consists of 8 alphanumeric characters pre-printed on the return sent to the master-mailing address for the taxpayer's account. We use this as part of the security check since it would only be known to the recipient of the return.
IFTA, Sales Tax, Direct Pay, Motor Fuels: The security information is located in the upper left-hand corner of the pre-printed return.
Natural Gas: The security information is on the Oil Field Clean-up Regulatory Fee line of the pre-printed report.
Crude Oil: The security information is located in the lower left-hand corner of the pre-printed report.
If you do not have the pre-printed tax return that was mailed by the Comptroller, contact the Comptroller's Office at
1-800-531-5441, ext. 3-3630.
 
CONFIRMATION NUMBER
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A Confirmation Number is a unique number used to trace your Electronic Data Interchange submission. The Confirmation Number may be found on the Confirmation Page at the end of your transaction. The Confirmation Number should be entered and saved in our free software.
 
CONFIRMATION PAGE
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Taxpayers submitting EDI returns to the Comptroller's office will see a confirmation page displayed at the end of each submission. This is the taxpayer's receipt for an electronically filed return. It contains information such as the date and time submitted, the Confirmation Number, and the E-mail address of the submitter.
 
CREATE A PIN
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Personal Identification Number (PIN) - Please select a series of numbers and letters or special characters that are easy to remember. The PIN must be 8 to 13 alpha and numeric characters.

Re-enter PIN for Verification - We ask for this to verify that you have typed in the PIN correctly.

Enter a Reminder Phrase - The Reminder Phrase is chosen by you along with your Personal Identification Number (PIN). It may be useful should you forget your PIN. Choose a sentence, word, or question that would jog your memory.
 
CT
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CT refers to Central Standard Time.
 
CUSTOMER SUPPORT
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If you have any questions regarding tax information, you may contact the Texas State Comptroller's field office in your area or call 1-800-252-5555, toll-free, nationwide. The Austin number is 512-463-4600. If you are calling from a Telecommunications Device for the Deaf (TDD), our toll-free number is 1-800-248-4099 or in Austin, 512-463-4621.

The toll-free number above is answered Monday through Friday 7:30 a.m. to 5:00 p.m. (CT)

Click here for the Window on State Government listing of Field Offices.

If you have questions regarding EDI, please send an E-mail to:
etf.cpa@cpa.state.tx.us

For EDI technical assistance call 1-800-531-5441, ext. 3-3630
(8:00 a.m. to 5:00 p.m. (CT), Monday through Friday)
 
DAYTIME TELEPHONE NUMBER
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A ten-digit number, beginning with the area code; extensions are optional. This should be the telephone number where you may be reached between 8:00 a.m. and 5:00 p.m. (CT) Monday through Friday.
 
DUE DATES and PAYMENTS
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Electronic filers must comply with established report due dates. Approved electronic tax filers may make their payments using the EDI payment option or continue to make their payments by Electronic Funds Transfer (EFT) or by check if you are not a mandatory EFT payor. If you transmit your tax payment with your report, you will need to complete the transaction before 2:30 p.m. (CT) the last banking day before the due date. Your returns without payments must be completed by 11:59 p.m. (CT) on the due date. Any return transmitted after this time will be considered late and appropriate penalties will be assessed.
 
EDI MAPS
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Software vendors may download the EDI maps for the ANSI ASC X12 '813' transaction set if they plan to develop tax-filing software. Taxpayers may also download the EDI maps for creating their own electronic reports or using EDI translation software. The '813' transaction set is also used by other states for electronic tax filing.
 
E-MAIL ADDRESS
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Please type the entire E-mail Address where your confirmation message will be sent.

This field is required. The E-mail address will enable us to provide you with additional customer service.
 
FILING PERIOD
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Filing Period identifies the time frame the report data represents.

Filing Period Ending Date is also used to identify the Report Period.

EXAMPLES:

Month Ending 09-30-2002
Quarter Ending 09-30-2002

YYMM (0209) - Monthly filer
YYQ (023) - Quarterly filer
 
FIRST TIME FILERS
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The first time you use the Electronic Data Interchange System, you will be asked for information to establish that you are, in fact, a representative for the taxpayer account for which you are filing. You will need to have the pre-printed return provided by the Comptroller's Office.

Once the security is established, you will select a Personal Identification Number (PIN) to be used for future filings. Once your PIN has been registered it's up to you to protect it and decide with whom to share it.

You may access the Electronic Data Interchange System and change the PIN at any time without filing a return.

We encourage you to read through our detailed Help areas. Help links are included on each page of the EDI System.

Feel free to give us your comments and suggestions.
 
FORGOT PIN
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Reminder Phrase - This was supplied by you along with your Personal Identification Number (PIN). It should be used to remind you of your PIN.

Personal Identification Number (PIN) - The PIN is a series of numbers and letters or special characters you selected when you registered with us. The PIN must be 8 to 13 alpha and numeric characters.
 
FREE DATA ENTRY SOFTWARE
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Taxpayers and tax professionals may use the Comptroller's Electronic Data Interchange (EDI) software to transmit return data and payments. Clicking on a link below will take you to the website to download our free software for each of the following tax types:
Sales Tax/Direct Pay

Natural Gas/ Crude Oil

IFTA (International Fuels Tax Agreement)

Motor Fuels
 
LOGIN
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The Login window is used to access the EDI system after initial registration. You will be required to login with an 11-digit taxpayer number, a selected tax type, and your Personal Identification Number (PIN), which is a series of numbers and letters or special characters 8 to 13 characters long that you selected when you registered with us. This PIN will be used to access your account information.
 
LOGIN INFORMATION
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Taxpayer Number - The 11-digit taxpayer number (no hyphens or dashes) issued for your business by the Texas Comptroller of Public Accounts.

Tax Type - Click on the drop down arrow to select the appropriate tax type.
Available tax types:
Crude Oil
Direct Pay
IFTA
Motor Fuels
Natural Gas
Sales Tax
Personal Identification Number (PIN) - The (PIN) is a special series of numbers and letters or special characters you selected when you registered with us. The PIN must be 8 to 13 alpha and numeric characters.

Forgot PIN - If you forget your PIN this will take you to your reminder phrase.
 
After three incorrect Login attempts your account will be suspended. Contact the Comptroller's Office at
1-800-531-5441, ext. 3-3630
to reinstate your account.
 
MANDATORY ELECTRONIC FUNDS TRANSFER (EFT)
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Texas law requires every taxpayer or licensee who paid a total of $100,000 or more for a tax type during the preceding state fiscal year (September 1 through August 31) to pay by EFT. The Comptroller will annually review the payments made during the previous fiscal year to determine who meets this criterion. We will inform these taxpayers at least 60 days prior to the effective date that they must remit payment(s) by EFT.

If, during the subsequent fiscal year, payments for a tax type total $100,000 or more, then payments must continue to be made by EFT. Some taxpayers may have to pay by EFT for several tax types. For example, a company may pay $100,000 for both Sales and Use Taxes and Franchise Tax. Both taxes must be paid by EFT.

By statute, taxpayers who do not comply with the EFT requirements may be assessed a five percent (5%) penalty on non-EFT payments. This penalty would apply to each filing period where payment is not remitted electronically.

Click here for more information on TEXNET.
 
MANDATORY ELECTRONIC REPORTING (ER)
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Crude Oil, Direct Pay, International Fuels Tax Agreement (IFTA), Motor Fuels, Natural Gas and Sales Tax :

Texas law requires every taxpayer or licensee who paid $100,000 or more for a tax type listed above during the preceding state fiscal year (September 1 through August 31) to file their reports electronically for that tax. Some taxpayers may have to file electronically for several tax types. The Comptroller will annually review the payments made during the previous fiscal year to determine who meets this criterion. We will inform these taxpayers at least 60 days prior to the effective date that they must begin filing reports electronically.

Taxpayers who do not comply with the ER requirements may be assessed a five percent (5%) penalty on the tax due. This penalty would apply to each filing period where payment is not remitted electronically.  
Motor Fuels Taxpayers TOP
Taxpayers must electronically file their reports if the combined total number of gallons of tax-free gasoline and tax-free diesel fuel that a permitted distributor or permitted supplier receives during the preceding 12 months exceeds five million gallons, or the total number of transactions that a permitted distributor or permitted supplier reports on the monthly report schedules exceeds 100 transactions each month for three consecutive months on an individual permit basis.  
Contract Carriers TOP
Contract Carriers are required to file their reports electronically if the total number of transactions that a common or contract carrier reports on the quarterly report schedules exceeds 100 transactions.
 
PARTIAL PAYMENT
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You may make partial payments with your tax return in the Electronic Data Interchange System. A payment amount less than Total Amount Due and Payable will prompt a warning message that states the payment is different from what is due on the report, but the return will process and only the amount you indicated will be debited from your bank account. The remainder must be paid by the due date to avoid penalty and interest.
 
PAYMENT TYPES
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EDI Payment:
EDI payment is an option offered within the 813 transaction set. Using this method meets the TEXNET payment requirement, but enrollment in TEXNET is not required. If you transmit your tax payment with your report, you need to complete the transaction before 2:30 p.m. (CT) the last banking day before the due date. Bank information is required to allow a transfer of funds (ACH Debit) to be performed electronically from your financial institution to the State Comptroller. Any payment transmitted after this time will be considered late and appropriate penalties will be assessed.  
TEXNETor EDI Payment: TOP
One of these options is required for every taxpayer or licensee who paid a total of $100,000 or more for a tax type during the preceding state fiscal year (September 1 through August 31), and is therefore required to pay by EFT.  
Check Payment: TOP
You may use this option if you are not a mandatory Electronic Funds Transfer (EFT) payor. Use the payment coupon provided in our software to remit your check. Payments must be postmarked on or before the due date for the specified tax. If the due date falls on a Saturday, Sunday or legal holiday, the next business day will be the due date.
 
PENALTY & INTEREST / LATE FILING CHARGES  
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Penalty and Interest:
1 - 30 Days Late:
The penalty is 5% (.05) of the Tax Due.
31 - 60 Days Late:
The penalty is 10% (.10) of the Tax Due.
Over 60 Days Late:
In addition to the 10% penalty, interest will begin to accrue. Interest is set at 1% (.01) over the Prime Rate as established in the Wall Street Journal on the first business day of each year.
For lists of monthly due dates, see http://www.window.state.tx.us/taxinfo/calendar/

For further information on penalties, see
http://www.window.state.tx.us/taxinfo/faq_pastdue.html.

For the current interest rate, and rates for previous years, see

http://www.window.state.tx.us/taxinfo/int_rate.html.
Late Filing Charge:
An additional $50 penalty may be assessed when returns are received with a postmark later than the due date (TEX. TAX CODE ANN. SEC. 151.7031).
 
PERSONAL IDENTIFICATION NUMBER (PIN)
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The Personal Identification Number (PIN) is a special series of numbers and alpha characters you will select and register with us. This PIN will be what you use to file and/or access your account information.

Please select a series of numbers and letters or special characters that is easy to remember.

The PIN is 8 to 13 alpha and numeric characters.

We suggest that you use a PIN that is not easy for another person to figure out. Do not use family members' names, your social security number, wedding anniversary, birth dates, or your address.

Examples of a valid PIN:
cin*dy973
rskf4myh
mon#key8
 
REGISTRATION
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The first time you use the EDI system, you will be required to register with an 11-digit Texas Taxpayer Number. You will be asked for information to establish that you are a representative for the taxpayer for whom you are filing reports. During the registration process you will be required to create a Personal Identification Number (PIN), which will be used for future logins to the system.
 
REGISTRATION INFORMATION
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Taxpayer Number - The first time you use this EDI system, you will be required to register with an 11-digit Texas Taxpayer Number (no hyphens or dashes) issued for your business by the Texas Comptroller of Public Accounts.

Tax Type - Click on drop down arrow to select the appropriate tax type.
Available tax types:
Crude Oil
Direct Pay
IFTA
Motor Fuels
Natural Gas
Sales Tax
WebFile Number - This consists of 8 alphanumeric characters pre-printed on the return sent to the master-mailing address for the taxpayer's account. We use this as part of the security check since it would only be known to the recipient of the return. TOP
IFTA, Sales Tax, Direct Pay, Motor Fuels: The security information is located in the upper left-hand corner of the pre-printed return.
Natural Gas: The security information is on the Oil Field Clean-up Regulatory Fee line of the pre-printed report.
Crude Oil: The security information is located in the lower left-hand corner of the pre-printed report.
If you do not have the Comptroller supplied pre-printed tax return, contact the Comptroller's Office at 1-800-531-5441, ext. 3-3630.
Submitter's Name - Type the name of the person transmitting the tax information today. First and Last Name are required.

Daytime Telephone - Type a ten-digit telephone number beginning with the area code. This should be the telephone number where you may be reached between 8:00 a.m. and 5:00 p.m. (CT) Monday through Friday.

E-mail Address - Please typer the entire E-mail address where the confirmation message may be sent.
After three incorrect Registration attempts your account will be suspended. Contact the Comptroller's Office at
1-800-531-5441, ext. 3-3630
to reinstate your account.
 
REMINDER PHRASE
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The Reminder Phrase is chosen by you along with your Personal Identification Number (PIN). It may be useful should you forget your PIN. Choose a sentence, word, or question that would jog your memory. It should not be or include your actual PIN.
 
SECURITY MESSAGES
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Transmission safety measures are in place with Electronic Data Interchange. No one may read your tax information while it is being sent to us. Security messages may pop up regarding the site's safeguards or certificates. If they do, just continue through those screens.
 
SETTLEMENT DATE
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The day that the funds from the designated bank account will be debited for payment through TEXNET.
 
SUBMITTER'S NAME
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Type in the name of the person submitting the EDI file today. First and Last Name are required.
  
SUSPENSION OF ACCOUNT
After three incorrect registration attempts, your account will be suspended. Contact the Comptroller's Office at
1-800-531-5441, ext. 3-3630
to reinstate your account.
 
SYSTEM REQUIREMENTS
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Taxpayers and tax preparers interested in using our free software to file EDI via the Internet must be monthly or quarterly filers with a Windows based PC operating at 166 MHz or higher. Internet access and/or a modem are necessary for electronic tax reporting. EDI filing requires at least Internet Explorer 4.0, Netscape 3.0, or AOL 3.0.
 
TAX TYPES
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Tax Type - Click on the dropdown arrow to select the appropriate tax type.
Available tax types:
Crude Oil
Direct Pay
IFTA
Motor Fuels
Natural Gas
Sales Tax
 
TAXPAYER NUMBER
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The 11-digit Taxpayer Number issued for your business by the Texas Comptroller of Public Accounts. This number appears on the pre-printed return.
 
TAX PROFESSIONALS
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Tax professionals must be pre-approved by the Comptroller's Office before filing via the Electronic Data Interchange System. They must have a Federal Identification Number (FIN) or Social Security Number (SSN). Once approved, the tax professionals will be issued a WebFile number to access the system and a transmitter number to be entered into the EDI file to identify the remitter. To get your transmitter number and begin the approval process you must call the Comptroller's Office at
1-800-531-5441, ext. 3-3630.
 
TERMS AND CONDITIONS
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By using the Texas Comptroller's EDI reporting method you agree to accept the following terms and conditions:
All reports will be in a Texas Comptroller approved EDI format. We will not accept invalid formats, versions or electronic data.

The taxpayer's electronic transmission of reports must be made in a manner compatible with the Comptroller's software, equipment and facilities.

All reports must be filed by 11:59 p.m. (CT) on the due date to avoid late filing penalties.

If using the EDI Electronic Funds Transfer (EFT) portion of the software to pay your taxes, all reports must be submitted by 2:30 p.m. on the last banking business day before the due date to avoid a late filing penalty.

The taxpayer's signature shall be deemed to appear on the transmitted EDI reports.
 
TEXNET
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State of Texas Financial Network -- was designed to receive Electronic Funds Transfer (EFT) payments from taxpayers. Today, 11 agencies collect over 50 types of taxes and fees through this system. Since its inception in 1990, over $120 billion have been collected through TEXNET.

Click here for more information on TEXNET.
 
UPLOAD FILE
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The Upload File window is used to transmit an EDI return from your files to the Comptroller's Office. To select the file you wish to send:
Click the Browse (button exhibit) button and find the directory/folder where your processed file resides;

Highlight the file you want to transmit;

Click the Submit (button exhibit) button.
 
UPLOAD OPTION
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Select one of the two options:

Upload Test File exhibit - This should be used for first time filers or for approved filers who wish to submit an additional test return.

- Only previously approved filers may upload a production file.
 
VOLUNTARY EFT
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A Voluntary EFT is a taxpayer who is a registered TEXNET program user. A Voluntary EFT is not required to pay via TEXNET, because they do not meet the minimum threshold for a tax or fee.
 
WEBFILE NUMBER
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The WebFile Number consists of eight alphanumeric characters, appearing on the pre-printed return sent to the master mailing address for the taxpayer account. We use this number as part of the security check since it should only be known by the recipient of the return.

IFTA, Sales Tax, Direct Pay, Motor Fuels: The security information is located in the upper left-hand corner of the pre-printed return.
Natural Gas: The security information is on the Oil Field Clean-up Regulatory Fee line of the pre-printed report.
Crude Oil: The security information is located in the lower left-hand corner of the pre-printed report.
If you do not have the pre-printed tax return that was mailed by the Comptroller, contact the Comptroller's Office at
1-800-531-5441, ext. 3-3630.

 To request assistance for deaf taxpayers, call Relay Texas at
1-800-735-2988
and refer them to the phone number above.

 
WHO CAN FILE
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Taxpayers and tax professionals filing monthly or quarterly returns may file electronically. To be approved for electronic filing, they must register and successfully submit a test return using the specified EDI format.

FAQs