Form WT‑4: Wisconsin Withholding Exemption Certificate / New Hire Reporting

Form WT-4 Wisconsin Withholding Exemption Certificate/New Hire Reporting: Key Takeaways

Form WT-4 serves to declare Wisconsin state income tax withholding exemptions and for mandatory new hire reporting by employers.
Employers must report new hires or rehires within 20 days, including key employee and employer details.
Failure to report new hires can lead to penalties up to $25 per unreported employee.

Understanding Form WT-4 is essential for Wisconsin employers and employees alike for tax withholding and compliance purposes.

This guide explains how to correctly use Form WT-4 for withholding exemptions and fulfill new hire reporting obligations under Wisconsin law.

For hospitality businesses, understanding tax tips for restaurant owners can provide valuable additional context when handling payroll and hiring.

1. Use of Form WT-4 for Wisconsin Withholding Exemptions

Form WT-4, titled Employee's Wisconsin Withholding Exemption Certificate/New Hire Reporting, allows employees to declare their withholding status for Wisconsin state income tax purposes.

When employees complete Form WT-4, they specify their withholding status and the number of exemptions they claim. This information directly impacts how much state income tax is withheld from their wages.

Wisconsin provides an online withholding calculator to assist employees and employers in accurately determining the correct withholding amount, making compliance easier and more precise.

Employers hiring hospitality staff such as Event Coordinators and Restaurant Managers can benefit from understanding how withholding affects payroll budgeting.

2. New Hire Reporting Requirements in Wisconsin

In addition to withholding exemptions, Form WT-4 functions as a new hire reporting tool. Wisconsin law mandates that all employers with a Federal Employer Identification Number (FEIN) report newly hired or rehired employees promptly to the Wisconsin New Hire Reporting Center.

This reporting aims to support enforcement of child support orders and to deter fraud in unemployment insurance and public assistance programs.

Who Is Required to Report New Hires?

All Wisconsin employers with a FEIN must comply.
Reportable individuals include employees starting work for the first time or returning after an unpaid break of over 60 days.

If your business employs Bartenders or Mixologists, accurate new hire reporting is essential to remain compliant and avoid penalties.

Required Information for New Hire Reporting

Employers must submit comprehensive details, including:

Employee's full name, address, Social Security Number, and date of birth.
Employer's name, payroll address, FEIN, and the employee's start date.

3. Methods and Deadlines for Submitting New Hire Reports

Reporting Methods

Employers have multiple options to meet new hire reporting requirements:

Online Reporting: The Wisconsin New Hire Reporting Center website offers a secure portal for submitting new hire data electronically.
Paper Forms: Employers may use Form WT-4 or Form W-4 (containing the employee's date of birth and hire date) and send reports via fax to (800) 277-8075 or by mail to the Wisconsin New Hire Reporting address in Madison.

Reporting Deadlines

Timeliness is crucial to remain compliant:

Standard reporting requires submission within 20 days of the employee's start date.
Employers utilizing electronic submission must report twice monthly, keeping intervals between reports between 12 and 16 days.

4. Penalties and Compliance Considerations for Form WT-4 New Hire Reporting

Employers who fail to submit new hire reports as required by Wisconsin law risk penalties. The state may impose fines up to $25 for each unreported new hire.

To ensure compliance, employers should implement robust payroll and human resources procedures that capture accurate hire dates and employee information promptly.

Utilizing online reporting tools and the withholding calculator can reduce errors and streamline the process significantly.

Hospitality employers might also find valuable insights in restaurant staff hiring strategies to better manage their workforce and stay compliant.

5. Additional Resources for Wisconsin Form WT-4 Withholding and New Hire Reporting

For further information or assistance regarding Wisconsin withholding exemptions and new hire reporting, the following resources are invaluable:

01. What is the purpose of Form WT-4 in Wisconsin?

Form WT-4 is used in Wisconsin for declaring state tax withholding exemptions and reporting new hires or rehires to comply with state law.

02. Who must report new hires in Wisconsin?

All employers in Wisconsin with a Federal Employer Identification Number (FEIN) are required to report newly hired or rehired employees to the Wisconsin New Hire Reporting Center.

03. What information must employers include in new hire reports?

Employers must provide employee name, address, Social Security Number, date of birth, employer name, payroll address, FEIN, and hire date in new hire reports.

04. What are the deadlines for submitting new hire reports?

Employers must submit new hire reports within 20 days of hire. Electronic reporters must submit bi-monthly reports spaced 12 to 16 days apart.

05. What penalties exist for failing to report new hires?

Wisconsin can fine employers up to $25 for each failure to report a new hire, emphasizing timely compliance.