Keep Your Onboarding Up to Date

Hiring employees involves a lot of paperwork. Key employment forms like the W-4 and I-9 get updated regularly, and you have to stay on top of them. Ignoring these updates could lead to compliance issues, fines, or incorrect payroll withholdings. Staying informed about changes in these forms—and ensuring your onboarding process includes the correct documents—will help protect your business and set employees up for success.

W-4 and I-9

• W-4 (Employee’s Withholding Certificate): The IRS updated the W-4 form in 2025 to make it easier for you, adapting it to the latest tax law changes and simplifying payroll withholding calculations. If you found the last version tricky, you’re not alone, and this update will be good news for you! A great way to make sure you have the most up-to-date version is to download it directly from the IRS website.

• I-9 (Employment Eligibility Verification): The U.S Citizenship and Immigration Services (USCIS) updates the I-9 form periodically to improve clarity, adjust requirements, or account for new employment verification rules. Using an outdated I-9 can result in penalties, so always check for the most recent version. The current form was last updated in August 2023 and includes a remote verification option for qualified employers. The USCIS website states, “Employers should use the 08/01/23 edition of Form I-9. This edition will have an expiration date of either 07/31/2026 or 05/31/2027. Starting Aug. 1, 2026, employers should use the Form I-9 version with the 05/31/2027 expiration date.”

Other Onboarding Documents

While the W-4 and I-9 are the only legally required documents, your onboarding process should include:

1. Direct Deposit Form

Encourages paperless payroll and ensures employees get paid on time.

2. Employee Handbook Acknowledgment

Confirm that employees have read and understand company policies, expectations, and workplace rules.

3. Offer Letter

Outline key employment terms, such as position, pay, and start date, to prevent misunderstandings.

4. Non-Disclosure Agreement (NDA) or Confidentiality Agreement

Protect sensitive company information, especially in industries where proprietary knowledge is critical.

5. Job Description

Clearly define key responsibilities to avoid confusion.

6. Benefits Enrollment Forms

Employees need enrollment forms if your company offers health insurance, retirement plans, or other benefits. Providing the forms as part of onboarding allows the new employee time to review and make their choices.

7. Background Checks / Reference Checks / Drug Tests

Background and reference checks and drug tests help protect workplace safety, reduce legal risks, and ensure a trustworthy, productive workforce.

8. State-Specific Forms

Many states require additional tax or reporting forms, so check local regulations to ensure compliance. Are you in Texas? No state-specific forms exist; however, you must report all new hires to the state within 20 days of employment.

9. WOTC Form

A WOTC (Work Opportunity Tax Credit) form determines if a new hire qualifies an employer for a federal tax credit by belonging to a target group facing employment barriers (e.g., veterans, long-term unemployed, or SNAP recipients). It’s important because it helps businesses reduce tax liability while promoting workplace diversity and economic opportunity. Indeed provides some easy to understand information about this credit, or you can go straight to the IRS website.

How to Stay Updated

To avoid compliance headaches, make it a habit to:

✔ Check IRS and USCIS websites annually for W-4 and I-9 updates.
✔ Subscribe to HR or payroll newsletters that highlight regulatory changes.
✔ Review state labor laws to see if additional paperwork is required.
✔ Audit your onboarding process regularly to ensure all forms are current and legally compliant.

Need help staying compliant? Partnering with an HR expert can help ensure your onboarding process is legally sound and up to date.