What tax forms are required for new hires?

Ohio Hiring: Required Tax Forms for New Employees

When hiring employees in Ohio, it is essential to collect and process the correct tax forms to ensure compliance with federal and state tax regulations.

Essential Tax Forms for New Hires

• IRS Form W-4 (Employee's Withholding Certificate): New employees must complete this form to determine the correct federal income tax withholding from their paychecks. Employers use this information for payroll processing and federal tax reporting.
• Ohio IT 4 (Employee's Withholding Exemption Certificate): This form is required for state income tax withholding. Employees use it to specify their Ohio withholding allowances, which affects state tax deductions.
• Form I-9 (Employment Eligibility Verification): Although not a tax form, it is mandatory to verify an employee's eligibility to work in the United States. Proper completion supports compliance in hiring and payroll operations.

Operational Considerations

• Timely Collection: Collect these forms before or on the employee’s first day to avoid payroll delays and withholding errors.
• Recordkeeping: Maintain completed forms securely for at least four years as part of your compliance and audit readiness.
• Payroll Integration: Use the information from W-4 and IT 4 forms to configure payroll systems accurately for federal and Ohio state tax withholdings.
• New Hire Reporting: Report new hires to the Ohio New Hire Reporting Center within 20 days of hire to support child support enforcement and other state programs.

As of 2026, always confirm that you are using the latest versions of these forms and stay updated on any changes in withholding rules or reporting requirements.