Employee Forms

EMPLOYEE DOCUMENTATION

EMPLOYEE HIRING FORMS

If your business has employees then there is information that you need to secure for your records, and forms that you must complete to remain compliant, to avoid penalties.

The Internal Revenue Service, Department of Homeland Security and Immigration Services, and States Department of Revenue agencies all have requirements.

EMPLOYEE HIRING FORMS

FORM 1-9: Employee’s Eligibility to Work in the United States

All U.S. employers must properly complete Form I-9, Employment Eligibility Verification. for each individual they hire for employment in the United States. This includes citizens and noncitizens. Both employees and employers (or authorized representatives of the employer) must complete the form.

On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization.

The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9.

The list of acceptable documents can be found on the last page of the form. Employers must retain Form I-9 for a designated period and make it available for inspection by authorized government officers.

FORM W4: Employee's Withholding

The Form W-4, Employee's Withholding Certificate is used to determine how much income tax to withhold from employees' wages. You are required to obtain a signed Form W-4 for all employees when they start work. If employees claim exemption from income tax withholding, then they must indicate this on their W-4.

The amount of income tax withholding must be based on filing status and withholding adjustments as indicated on the form. A Form W-4 remains in effect until the employee gives you a new one.

FORM W-4N

In addition to Federal taxes, each state has rules for paying employees.

For Nebraska employees hired Jan 1, 2020 or later, you are required to keep a Form W-4N on file. This form was developed due to significant differences between the federal and Nebraska laws regarding standard deductions and because personal exemptions are allowed on the Nebraska return.

Need help?

Bell Solutions provides Payroll Support Services that guarantees compliance.