What documents are needed when hiring new employees?

Required Documents When Hiring Employees in Wisconsin

When hiring new employees in Wisconsin, it is essential to collect specific documents to ensure compliance with state and federal regulations. Proper documentation supports payroll setup, tax reporting, and employment eligibility verification.

Key Documents to Collect

• Form I-9 (Employment Eligibility Verification): Verify the employee’s identity and authorization to work in the U.S. Employers must review acceptable documents and retain the form for inspection.
• Form W-4 (Employee’s Withholding Certificate): Collect this form to determine federal income tax withholding for payroll processing.
• Wisconsin WT-4 (Employee’s Withholding Exemption Certificate): Used to calculate state income tax withholding specific to Wisconsin.
• Employment Application or Offer Letter: Keep a copy for recordkeeping and to document terms of employment.
• Direct Deposit Authorization (if applicable): Obtain employee consent for payroll direct deposit to streamline payment processing.
• Emergency Contact Information: Collect for workplace safety and communication purposes.

Additional Operational Considerations

• Employee Handbook Acknowledgment: Have employees sign an acknowledgment form confirming receipt and understanding of workplace policies.
• New Hire Reporting: Wisconsin requires employers to report new hires to the state directory within 20 days to support child support enforcement and compliance.
• Workers' Compensation Insurance: Ensure new employees are covered under your workers' compensation policy as required by Wisconsin law.
• Recordkeeping: Maintain all hiring documents securely for the duration required by state and federal guidelines, typically at least three years.

As of 2026, staying current with Wisconsin Department of Workforce Development updates will help maintain compliance and streamline hiring operations.