Collect Payroll Forms From Your Employees

Once you have set up your payroll process, you need to collect some vital payroll documents each time a new employee is ready to start work. These documents consist of tax and work authorization forms that employees must sign. You will use the data on the forms described below to add the employee to your HR or payroll system. It is advisable to keep these files as hard copy paper documents or as secure electronic personnel files.

A W-4 form is the federal withholding document that tells you the correct federal income tax rate based on factors such as marital status, dependents, other employment or income, and deductions. It must be submitted by the employee on or before the first day of employment. Obtain a signed federal W-4 form prior to starting employment. Each time their personal or financial situation changes, your employees can complete and return a new W-4, and the IRS issues a new W-4 each year.  These are two excellent reasons for employees to review their W-4 status each year. Encourage them to do so. Though as the business owner you do not need to submit it to the IRS, it’s important to file it away in your business records.

The state W-4 form is a tax document that works as a guide for employers to withhold a specific amount from each paycheck to pay state taxes. It works the same way as the federal W-4 form in that it informs your employer of your withholding requirements

However, there is a difference between the state W-4 forms and the federal W-4 form. All employees in the United States complete a federal W-4 form, but not all employees complete a state W-4 form. Tax withholding and form requirements vary depending on the state in which you reside. Make sure to collect a signed state W-4 for tax withholding and securely file it away as well.

The I-9 form is used to verify the identity and employment authorization of persons hired for employment in the United States. The form must be provided within three days of the employee’s start date. All U.S. employers must properly complete the I-9 form for each individual they hire for employment in the United States. This includes citizens and non-citizens.


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