What tax forms are required for new hires?

Tax Forms Required for New Hires in Wisconsin

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

Federal Tax Forms

• Form W-4 (Employee's Withholding Certificate): Every new employee must complete Form W-4 to determine the correct federal income tax withholding from their paycheck. Employers use this form to calculate withholding amounts.
• Form I-9 (Employment Eligibility Verification): Required to verify the employee’s identity and authorization to work in the United States. Employers must retain this form for all employees.

Wisconsin State Tax Forms

• Form WT-4 (Wisconsin Employee's Withholding Exemption Certificate): New hires need to complete this form to specify their Wisconsin state income tax withholding preferences. Employers use it to withhold the correct state income tax.
• New Hire Reporting: Employers must report all new hires to the Wisconsin New Hire Reporting Program within 20 days of the employee’s start date. This supports child support enforcement and other state programs.

Operational Recommendations

• Collect all required forms before the employee’s first paycheck to ensure proper tax withholding and compliance.
• Maintain accurate and secure recordkeeping of these forms as part of your payroll and compliance processes.
• Integrate tax form collection with your hiring and onboarding automation to reduce errors and streamline operations.
• Stay updated on any changes to federal or Wisconsin tax form requirements as of 2026 by consulting official IRS and Wisconsin Department of Revenue resources.