What tax forms are required for new hires?

Tax Forms Required for New Hires in Washington

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

Key Tax Forms for New Employees

• Form W-4 (Employee's Withholding Certificate): This federal form determines the amount of federal income tax to withhold from an employee’s paycheck. Employees must complete this form at the start of employment.
• Form I-9 (Employment Eligibility Verification): Required for verifying the employee’s identity and authorization to work in the United States. Employers must retain this form and may be subject to audits.
• Washington State New Hire Reporting: Employers must report all new hires to the Washington State New Hire Reporting Program within 20 days of the hire date. This supports child support enforcement and fraud prevention.
• Form W-4W (Washington State Withholding Exemption Certificate): Washington does not have a state income tax, so this form is generally not required. However, employers should verify any local requirements.

Operational Considerations

• Payroll Setup: Use the collected W-4 form data to configure payroll systems for correct federal tax withholding.
• Recordkeeping: Maintain copies of W-4 and I-9 forms securely for the duration required by federal regulations.
• New Hire Reporting Compliance: Automate reporting to the Washington New Hire Reporting Program to avoid penalties and streamline compliance.
• Employee Classification: Confirm proper classification of workers as employees or independent contractors to determine appropriate tax form requirements.

As of 2026, staying current with IRS and Washington State Department of Revenue updates ensures ongoing compliance with hiring and tax form obligations.