What tax forms are required for new hires?

Tax Forms Required for New Hires in North Dakota

When hiring employees in North Dakota, it is essential to collect and submit specific tax forms to ensure compliance with federal and state regulations. Proper handling of these forms supports accurate payroll processing, tax withholding, and reporting.

Key Tax Forms to Collect from New Employees

• IRS Form W-4 (Employee’s Withholding Certificate): This federal form determines the correct amount of federal income tax to withhold from the employee’s paycheck. Employees must complete the W-4 before starting work.
• North Dakota Form W-4ND (Employee’s Withholding Allowance Certificate): This state-specific form is used to calculate state income tax withholding. Employees should submit this form alongside the federal W-4.
• Form I-9 (Employment Eligibility Verification): Required by federal law, this form verifies the employee’s eligibility to work in the United States. Employers must complete and retain this form but do not submit it to any government agency.

Employer Reporting and Submission Requirements

• New Hire Reporting: Employers in North Dakota must report all new hires to the North Dakota New Hire Reporting Center within 20 days of the hire date. This assists with child support enforcement and unemployment claims.
• Payroll Tax Registration: Register with the North Dakota Office of State Tax Commissioner to remit state income tax withholdings and unemployment insurance taxes.

Operational Tips for Managing New Hire Tax Forms

• Collect all required forms before the employee’s first paycheck to ensure accurate tax withholding.
• Use payroll software or automation tools to track form submissions and deadlines.
• Maintain organized records of all tax forms for compliance and audit purposes.
• Stay updated on any changes to federal or North Dakota tax withholding requirements as of 2026.