Have the Paperwork Done Correctly the First Time!

When hiring a new employee, don' t forget to file all the necessary paperwork.

Employment Eligibility Verification or I-9 Form
This form is required to verify that the employee is legally eligible to work in the United States. The new employee must show original documents that prove identity and work authorization.

Employee's Withholding Allowance Certificate or Form W-4
The new employee should complete a federal Form W-4 and any state or local withholding forms to determine how much income tax to withhold from their paycheck.

If the employee does not complete Form W-4, withhold federal income tax based on a marital status of "single" and zero withholding allowances. Note: You may want to make a photocopy of the employee's social security card so you can verify the name and social security number when you enter your payroll records.

New Hire Report
Employee's Wisconsin Withholding Exemption Certificate/New Hire Reporting or Form WT-4
As an employer, you are required to have the new employee complete this form and return it to you. You then must complete the "Employer Section" and mail the original copy to the Department of Workforce Development.

Each new employee must be reported to the state in which he or she works. This information is matched against child support records to locate parents who owe child support.

The employee should also complete this form to claim the number of withholding exemptions for Wisconsin. You may file a new certificate at any time if the number of your exemptions increases.

Forms to Keep in Your Records:
You will want to keep the new employees application, Employment Eligibility Verification Form (I-9), Employee's Withholding Allowance Certificate (Form W-4), a copy of the Employee's Wisconsin Withholding Exemption Certificate/New Hire Report, and a copy of the employee's social security card.

The only form that gets mailed to the IRS or state is the New Hire Report. All other forms that are filled out by the employee are for your records.