What forms are required for new hire onboarding in Wisconsin? Updated 9/2/2026

Required New Hire Forms for Wisconsin Employers

Federal New Hire Forms

Wisconsin employers must account for federal employment eligibility and tax withholding requirements when bringing on a new employee.

Form I-9: Employers complete Form I-9 to verify a new employee's identity and authorization to work in the United States. The employee generally completes their portion no later than the first day of employment. The employer or an authorized representative generally completes the employer verification portion within three business days after the employee begins work.

Form W-4: New employees provide federal Form W-4 so their employer can determine the appropriate amount of federal income tax to withhold from their wages. Employers should collect a signed W-4 when the employee starts work and use the withholding information for payroll.

Wisconsin Form WT-4

Wisconsin employees complete Form WT-4, Employee's Wisconsin Withholding Exemption Certificate/New Hire Reporting, for state income tax withholding.

Form WT-4 is separate from the federal Form W-4. Wisconsin employers should collect both because federal Form W-4 cannot be used to determine Wisconsin income tax withholding.

Form WT-4 may also be used when reporting a newly hired employee to Wisconsin's State Directory of New Hires.

Wisconsin New Hire Reporting Requirements

Completing employee forms is only one part of Wisconsin's onboarding requirements. Employers and labor organizations with a Federal Employer Identification Number must also report qualifying new hires to the Wisconsin State Directory of New Hires.

New hires generally must be reported within 20 days after the employee starts work. The reporting requirement also applies to employees who are rehired, recalled or return to work after an unpaid separation of more than 60 days.

Wisconsin new hire reports include information such as:

• Employee name
• Employee address
• Social Security number
• Date of birth
• Date of hire
• Employer name
• Employer payroll address
• Federal Employer Identification Number (FEIN)

Employers can submit new hire information electronically through Wisconsin's New Hire Reporting system. Employers filing by paper may also use Form WT-4 or federal Form W-4 when all information required for Wisconsin new hire reporting is included.

Wisconsin Onboarding Requirements Beyond Employee Forms

Not every Wisconsin onboarding requirement involves a form completed by the new employee. Employers may also have notification and workplace posting responsibilities.

Wisconsin employers must notify employees at the time of hiring about any applicable hairstyle, facial hair or clothing requirements. Many businesses document these expectations through an employee handbook, dress code policy or onboarding materials.

Employers are also responsible for displaying applicable Wisconsin workplace posters. The Wisconsin Fair Employment Law poster is required for employers, while additional posting requirements can depend on factors such as workforce size, industry and whether the business employs minors.

Workplace posting requirements should be treated separately from forms that a new employee must complete during onboarding.

Common New Hire Documents That May Not Be Legally Required

Wisconsin businesses often include additional documents in their onboarding process even when those documents are not universally required for every new employee.

Common onboarding documents include:

• Employee handbook or policy acknowledgments
• Direct deposit or payroll setup documents
• Benefit enrollment materials
• Emergency contact information
• Workplace safety acknowledgments
• Confidentiality or employment agreements
• Technology and acceptable-use policies
• Job-specific forms or training documentation

The appropriate paperwork will depend on the employer's policies, benefits, industry and the employee's responsibilities. Using a consistent onboarding process can make it easier to document which policies and materials each employee has received.

Wisconsin New Hire Onboarding Checklist

Wisconsin employers can use the following basic checklist to organize required new hire forms and onboarding steps:

1. Complete Form I-9 and finish employment eligibility verification within the applicable federal deadline.
2. Collect federal Form W-4 for federal income tax withholding.
3. Collect Wisconsin Form WT-4 for Wisconsin income tax withholding.
4. Enter federal and Wisconsin withholding information into the employer's payroll process.
5. Notify the employee of applicable dress and grooming requirements at the time of hiring.
6. Report the new employee to Wisconsin within 20 days of the employee's start date.
7. Provide applicable workplace policies, benefit information and company-specific documents.
8. Retain required employment records according to applicable state and federal requirements.

Partner With BenHR for Wisconsin New Hire Compliance

New hire onboarding touches payroll, tax reporting, labor law notices and internal policy communication. BenHR helps Wisconsin employers build onboarding checklists, organize required forms and manage reporting timelines with confidence.

Reach out to BenHR for help structuring a compliant, repeatable new hire onboarding process.

Related Wisconsin Hiring & Employment Policies

Completing new hire paperwork is one part of maintaining a consistent hiring and onboarding process. Wisconsin employers may also want to review these related BenHR resources:

• Can I Conduct a Background Check Before I Make an Employment Offer in Wisconsin?: Review considerations for conducting employment background checks as part of the Wisconsin hiring process.
• What Are Interview Questions I Cannot Ask in Wisconsin?: Learn which interview topics can create discrimination or compliance concerns when evaluating job candidates.
• How Do I Properly Classify an Employee?: Understand how employee classification affects payroll, wage requirements and employer responsibilities.
• How Long Are Employers Required to Keep Employee Records in Wisconsin?: Review record retention considerations for personnel, payroll and other employment documentation.
• Is an Employee Handbook Required by Law in Wisconsin?: Learn when Wisconsin employers use employee handbooks and which workplace policies may need to be addressed.
• What Are the Requirements for Providing Health Insurance to Employees in Wisconsin?: Review employer health insurance requirements and considerations that may affect new hire benefits.