PA

When hiring a new employee, employers should collect the required payroll and employment forms before or at the time the employee starts work. These forms help ensure proper tax withholding, employment eligibility verification, payroll setup, and compliance with federal and state requirements.

Required Federal Forms

1. Form W-4 – Employee’s Withholding Certificate 

Must filled and signed by both employee and employer.

Employees complete Form W-4 so the employer can withhold the correct federal income tax from payroll.
Form W-4 from IRS

2. Form I-9 – Employment Eligibility Verification

Must filled and signed by both employee and employer.

All U.S. employers must complete Form I-9 for each new employee to verify identity and employment authorization.
Form I-9 from USCIS

3. Form I-9 Acceptable Documents List

For employer record purpose.

Employees must provide acceptable documents to prove identity and work authorization.
View Acceptable I-9 Documents

Pennsylvania Employer Forms & Requirements

4. PA Employee Withholding Form (REV-419)

Must filled and signed by employee, and filled by employer.

Pennsylvania does not require a standard state withholding allowance form like some states.
REV-419

5. Local Earned Income Tax (EIT) Form

Must filled and signed by employee, and filled by employer.

Pennsylvania requires local earned income tax withholding based on the employee’s residence and work location. Employers typically collect a Residency Certification Form to determine the correct local tax rate.
RESIDENCY CERTIFICATION FORM

6. New Hire Reporting

New York employers must report newly hired or rehired employees within 20 calendar days of the hiring date.
PA New Hire Reporting

Important Disclaimer

This checklist is provided as a general guideline to assist employers with onboarding and payroll setup for new employees. While we strive to keep this information accurate and up to date, requirements may vary based on specific circumstances, industry, location, and changes in federal, state, or local regulations.

We do not guarantee that this list is complete or applicable to every situation. We are not responsible or liable for any omissions, errors, or compliance issues that may arise from reliance on this information. Employers are encouraged to consult with their legal, tax, or HR advisors to ensure full compliance with all applicable laws and regulations.