What Tax Forms Do You Fill Out When Starting a Job?

Starting a new job involves completing important paperwork to ensure proper compliance with federal and state regulations. These forms are essential for both you and your employer, establishing your legal eligibility to work and setting up how your income taxes will be handled. Accurately completing this initial employment documentation helps avoid future complications related to payroll and tax obligations.

The W-4 Form for Federal Tax Withholding

The IRS Form W-4, known as the Employee’s Withholding Certificate, is used to determine the correct amount of federal income tax to withhold from your paychecks. When you start a new job, you will fill out this form to inform your employer how much tax to deduct from your gross pay. This withholding is necessary to prevent a large tax bill when you file your annual tax return.

The first step on the W-4 involves providing your personal information, including your name, address, Social Security number, and filing status. You must select one of the available filing statuses, such as Single, Married Filing Separately, Married Filing Jointly, Qualifying Surviving Spouse, or Head of Household. Choosing the correct status is important because it directly impacts the amount of tax withheld.

The W-4 also includes sections for individuals with multiple jobs or those who are married and filing jointly with a working spouse. If either of these situations applies, you should complete Step 2 to ensure accurate withholding based on your combined income. Failing to account for all income sources could result in insufficient tax withholding.

Step 3 allows you to claim dependents, which can reduce your overall tax liability. Dependents typically include qualifying children or other relatives you financially support. Finally, Step 4 provides an opportunity to make other adjustments, such as accounting for additional income not subject to withholding, specific deductions you plan to take, or any extra amount you wish to have withheld from each paycheck.

The I-9 Form for Employment Eligibility

The Form I-9, Employment Eligibility Verification, is a document required by the U.S. Citizenship and Immigration Services (USCIS) to confirm your identity and legal authorization to work in the United States. Section 1 requires you to provide your full legal name, address, date of birth, and Social Security number.

After completing Section 1, you must present specific, unexpired documents to your employer from the Lists of Acceptable Documents to prove your identity and work authorization. These documents are categorized into three lists: List A, List B, and List C. List A documents establish both identity and employment authorization, meaning you only need to provide one document from this list. Examples include a U.S. Passport or U.S. Passport Card, or a Permanent Resident Card (Form I-551).

If you do not have a List A document, you must present one document from List B and one document from List C. List B documents establish your identity, such as a driver’s license or an ID card issued by a state or outlying possession of the United States, provided it contains a photograph or identifying information. List C documents, on the other hand, establish your employment authorization. Common List C documents include an unrestricted Social Security card or an original or certified copy of a birth certificate issued by a U.S. state, county, or municipal authority bearing an official seal.

Other Important New Hire Paperwork

Beyond the federal W-4 and I-9 forms, new hires typically complete other documents during onboarding. Many states have their own tax withholding forms, similar to the federal W-4, which specify how state income taxes will be withheld from your pay. The requirements for these state-specific forms can vary widely depending on the state where you work.

You will also likely complete a direct deposit authorization form. This form provides your banking information, including your bank name, account number, and routing number, allowing your employer to deposit your paychecks directly into your bank account. This is a common method for payroll processing and ensures timely receipt of your wages.

Employers often require new hires to acknowledge receipt and understanding of company policies by signing an employee handbook acknowledgment form. This document confirms that you have received and read the company’s guidelines and procedures. You may also be asked to provide emergency contact information, which allows your employer to reach designated individuals in case of an emergency.