What tax forms are required for new hires?

Tax Forms Required for New Hires in Kentucky

When hiring employees in Kentucky, it is important to collect and submit the proper tax forms to ensure compliance with federal and state requirements. These forms support accurate payroll processing, tax withholding, and reporting.

Essential Tax Forms for New Employees

• Form W-4 (Employee’s Withholding Certificate): Employees must complete this federal form to determine the correct amount of federal income tax to withhold from their paychecks. Employers use this information for payroll tax calculations.
• Form K-4 (Kentucky Withholding Certificate): This state-specific form is required for Kentucky income tax withholding. New hires complete the K-4 to establish the appropriate state tax withholding amount.
• Form I-9 (Employment Eligibility Verification): While not a tax form, the I-9 is required to verify an employee’s eligibility to work in the United States. Proper completion is critical for compliance and recordkeeping.

Additional Operational Considerations

• Reporting New Hires to Kentucky State Directory: Employers must report all new hires to the Kentucky New Hire Reporting Center within 20 days of hire. This supports child support enforcement and other state programs.
• Payroll Setup and Tax Deposits: Use the information from W-4 and K-4 forms to set up payroll systems correctly, ensuring accurate withholding and timely tax deposits to federal and state agencies.
• Recordkeeping: Maintain copies of all completed tax forms and new hire reports securely as required by federal and Kentucky state regulations.

As of 2026, always verify that you are using the most current versions of these forms and follow any updates in Kentucky’s tax withholding or reporting requirements.