What tax forms are required for new hires?

Tax Forms Required for New Hires in Missouri

When hiring employees in Missouri, it is essential to collect and file the correct tax forms to ensure compliance with federal and state requirements. Proper handling of these forms supports accurate payroll processing, tax withholding, and reporting.

Key Tax Forms for New Employees

• IRS Form W-4 (Employee's Withholding Certificate): Every new employee must complete this form to determine the correct federal income tax withholding from their paychecks. Employers use this information to calculate withholding amounts accurately.
• Missouri Form MO W-4 (Employee's Withholding Allowance Certificate): Missouri requires a state-specific withholding form for state income tax purposes. New hires should complete this form to establish state tax withholding preferences.
• Form I-9 (Employment Eligibility Verification): While not a tax form, this federal form is mandatory to verify the employee’s authorization to work in the United States. Employers must retain this form for compliance and potential audits.

Additional Operational Considerations

• Reporting New Hires: Missouri employers must report new hires to the Missouri New Hire Reporting Center within 20 days of hire. This supports child support enforcement and workforce monitoring.
• Payroll Setup: Use the information from W-4 and MO W-4 forms to configure payroll systems correctly. Automating payroll tax calculations helps reduce errors and ensures timely tax deposits.
• Recordkeeping: Maintain copies of all completed tax forms and related documentation securely for at least four years to comply with IRS and Missouri state recordkeeping requirements.
• Unemployment Insurance: Register with the Missouri Department of Labor for unemployment insurance tax accounts and report wages as required.

As of 2026, always verify that you are using the most current versions of tax forms and comply with any updates to Missouri state tax withholding rules or federal regulations.