What tax forms are required for new hires?

Tax Forms Required for New Hires in Hawaii

When hiring employees in Hawaii, it is essential to collect and file specific tax forms to comply with state and federal requirements. Proper handling of these forms supports accurate payroll processing, tax withholding, and reporting.

Federal Tax Forms

• Form W-4 (Employee's Withholding Certificate): New employees must complete this form to determine the correct federal income tax withholding from their paychecks.
• Form I-9 (Employment Eligibility Verification): This form verifies the employee's eligibility to work in the United States and must be completed within three days of hire.

Hawaii State Tax Forms

• HW-4 (Hawaii Employee’s Withholding Allowance Certificate): Employees use this form to specify their state income tax withholding preferences.
• HW-3 (Employer’s Quarterly Tax and Wage Return): Employers must report new hires and wage information quarterly to the Hawaii Department of Taxation.

New Hire Reporting

As of 2026, Hawaii requires employers to report all new hires to the Hawaii New Hire Reporting Center within 20 days of the hire date. This supports child support enforcement and other state programs.

Operational Tips

• Integrate tax form collection into your onboarding process to ensure timely compliance.
• Use payroll software that supports federal and Hawaii-specific tax forms to automate withholding calculations and filings.
• Maintain accurate employee records and copies of all completed tax forms for your bookkeeping and compliance audits.
• Train HR staff on state-specific payroll tax requirements and new hire reporting deadlines.