What tax forms are required for new hires?

Tax Forms Required for New Hires in Kansas

When hiring employees in Kansas, it is essential to complete the necessary tax forms to ensure proper payroll processing and compliance with federal and state regulations.

Federal Tax Forms

• Form W-4 (Employee's Withholding Certificate): This form determines federal income tax withholding from the employee’s paycheck. Employers must have a completed W-4 on file before processing payroll.
• Form I-9 (Employment Eligibility Verification): Required to verify the employee’s identity and eligibility to work in the United States. Employers must retain this form for all new hires.

Kansas State Tax Forms

• K-4 (Kansas Employee’s Withholding Allowance Certificate): This form is used to calculate state income tax withholding. Employees complete the K-4 and employers use it to withhold the correct amount of Kansas state tax.

Additional Operational Considerations

• New Hire Reporting: Kansas requires employers to report newly hired employees to the Kansas Department of Labor within 20 days of hire. This supports child support enforcement and helps prevent fraud.
• Payroll Setup: Use the information from W-4 and K-4 forms to configure payroll systems for accurate federal and state tax withholding.
• Recordkeeping: Maintain all completed tax forms securely for at least four years to comply with IRS and state audit requirements.

As of 2026, staying current with any updates to tax forms or reporting requirements is critical for smooth HR and payroll operations in Kansas.