Things You'll Need:
- Copies of employee identification
- Writing utensil
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Step 1
Request that new employees bring two forms of identification during their first day of work. Form W-4 and other state and federal tax forms require government-issued identification to establish identity. Two popular forms of identification used on tax forms are driver's licenses and Social Security ID cards.
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Step 2
Make copies of the new employee's ID while she fills out Form W-4. These copies will be submitted with tax forms to the IRS before the first pay period is complete.
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Step 3
Ask new employees to read the included W-4 instructions before filling out the form. Employees who skip over this information may bypass a section that needs to be filled out or fill out a section that does not apply to them.
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Step 4
Instruct your new employee to err on the side of caution when filling out the personal allowance section. The number of audits performed by the IRS on tax forms increases with the number of deductions claimed. A good way to avoid this problem is to have employees submit a new Form W-4 after any significant financial change, including marriage or parenthood.
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Step 5
Remind employees to fill out the Employee's Withholding Allowance Certificate at the bottom of Form W-4. The top part is for personal records and is only used to calculate allowances for the certificate. Pay particular attention to the social security number, total allowances and signature portion of the certificate.
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Step 6
Consult with a new employee about potentially withholding additional income from the weekly paycheck. While these employees will not have access to their full net income on a weekly basis, they will receive a larger refund at the end of the year by filling out line 6 of the Withholding Allowance Certificate.
