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New Employees for Payroll

When I hire an employee what forms do I need them to fill out?


Form W-4: This for provides employees personal information such as: name, social security number, address, date hired, single or married, and the number of allowances they wish to claim for payroll tax calculations.


Form I-9 (Employment Eligibility Verification):  This form provides information to the employer that the employee is legal to work here in the United States. Employees fill out section one on the top part of the form. Employers then fill out the rest of the form. Employers are required to keep this form on file for each employee that works for the company.  In addition to having the employee fill out the I-9 form employers need to get copies of a couple documents to support the I-9 form information. Documents usually include a social security card or birth certificate, a driver’s license or ID card issued by a state with contains a photograph, ID card by federal government, school ID card, passport, or permanent resident card.  (See I-9 List of acceptable documents for more information on what is acceptable)



Why new hire reporting is important?

Reporting new hires to the state is important because this helps child support agencies issue income withholding orders for persons would have child support due. New hire reporting makes it possible for the states to find matches between the New Hire database and other state programs to prevent unlawful issues such as receipt of public assistance.

What information is needed to complete a new hire form?

Employee name, social security number, address and date of hire are all required when completing new hires with any state.  All of this information can be found on the employees W-4.

Utah new hire website:

Employers are required to complete a new hire report for new or re-hired employees within 20 days for their employment.



Nate: this is the resource I used for the last portion of new hire reporting importance.

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January 8, 2016


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