Essential Employee Onboarding Forms

Every Business Should Have These

Bringing on a new employee is an exciting milestone, but it also comes with important paperwork to make sure your business stays compliant. Whether you’re hiring your first team member or adding to a growing staff, having the right forms on hand streamlines the onboarding process and protects both you and your employee from day one.

Below are the essential federal and North Carolina state forms every employer should collect during onboarding. These forms verify employment eligibility, establish tax withholding preferences, and ensure accurate payroll setup.

Federal Employee Onboarding Forms

• IRS Form W-4 — Employee Withholding
  Used to determine federal income tax withholding.
  👉 https://www.irs.gov/pub/irs-pdf/fw4.pdf

• IRS Form W-4 — Spanish Version
  A Spanish-language version for accessibility.
  👉 IRS Form w4 (Employee Withholding, Spanish)

• Form I-9 — Employment Eligibility Verification
  Required for all U.S. employers to verify identity and work authorization.
  👉 Form I-9 (Employee Eligibility)

North Carolina Forms (If Applicable)

• NC Form NC-4 — Employee Withholding
  Determines state income tax withholding for North Carolina employees.
  👉 NC Form NC4 (North Carolina Employee Withholding)

Keeping these forms organized ensures a smoother onboarding process, accurate payroll, and full compliance with state and federal guidelines. If you need help setting up a streamlined hiring process or managing payroll, Swift Accounting is here to support your business every step of the way.