3 Payroll Forms You Should Check Every Year
When you run payroll regularly, it eventually feels like it’s moving on autopilot. But don’t fall into the trap of complacency.
Your back office processes sit on mountains of data—including the official name, address, filing status, classification, and more of every employee, vendor, and independent contractor your company interacts with.
If you let any of these datapoints fall out of date, you could torpedo your year-end responsibilities and land in trouble with the IRS or your state/local government.
That’s why it’s so important to stay on top of your payroll forms. These aren’t once-and-done checkboxes when you onboard new employees. Instead, you should review these for changes on an annual basis.
Read our full blog to learn more!
Top 3 Payroll Forms to Check Every Year
Don’t let your company become penalized for errors related to poor recordkeeping. Here are the forms you should double-check every year:
W-4: Employee’s Withholding Certificate
Form W-4, as you already know, is the Employee’s Withholding Certificate. Although this form is usually completed after a new hire joins the company and then quickly forgotten about, it should be updated every year for each employee.
The reason: Major life events could require form updates.
For example, some of the most common line items that could change include:
- Employee Name – This is especially common after marriage or divorce.
- Employee Address – Approximately 11% of the US population moves every year, and keeping accurate addresses on file for your employees is critical for year-end tasks.
- Filing Status – Again, marriage, divorce, and other life updates could alter filing status.
- Children/Dependents – This number is critical for accurate tax credits at the end of the year.
Download the latest version of Form W-4 (As of March 2026)
I-9: Employment Eligibility Verification
Like Form W-9, Form I-9 (Employment Eligibility Verification) can quickly become outdated—even though we generally only think of it during an employee’s first week on the job.
Items that could change on the I-9:
- Employee Name – Again, marriage and divorce can greatly influence first/last name combinations.
- Employee Address – As we mentioned earlier, about 1 in 10 Americans move every single year, so keep this line updated for all employees.
- Employee Contact Information – The I-9 asks for the employee’s email address and phone number, and these details could change over time.
- Citizenship Status – If your employee has applied to become a full-fledged citizen, these details could change.
Download the latest version of Form I-9 (As of March 2026)
W-9: Taxpayer Identification Number And Certification
While the Payroll department doesn’t always oversee payments to vendors and independent contractors, it’s important for the entire accounting team to remain aligned on W-9s—especially since the details on the W-9 could alter from year to year.
Major details that may require a new W-9 from your vendors:
- Name – This could change if the company is bought by a new owner or if the company changes its name.
- Tax Classification – If the company shifts its tax classification (for example, shifting from a sole proprietorship to an S Corporation), that’s something you should keep on file.
- Address – Consider this: 9% of publicly traded companies moved their headquarters from March 2022 to March 2023. Your own vendors could be on the move as well!
Download the latest version of Form W-9 (As of March 2026)
Bonus Tip: Check Your State & Local Forms
While federal forms tend to get the most attention, your state and local payroll forms are just as important—and often easier to overlook. Each state has its own requirements, and failing to keep these updated can lead to penalties or incorrect tax withholdings.
Some of the most common state-level forms to review annually include:
- State Withholding Forms (often a state equivalent of the W-4) – Employees may need to update these based on life changes like marriage, dependents, or moving across state lines.
- State Unemployment Insurance (SUI) Rate Notices – Your assigned rate can change yearly, and errors can impact your payroll costs if not reviewed.
- New Hire Reporting Forms – Required in all states, but processes and portals may vary.
- Local Tax Forms – These are particularly important in states like Pennsylvania, where local earned income taxes (EIT) and residency certifications may apply.
Because every state—and sometimes each municipality—has different rules, it’s important to review requirements annually or work with a payroll provider who can help you stay compliant across jurisdictions.
Maintain Accuracy With The Payroll Shoppe
If you’re struggling with data accuracy in your back office, contact us.
The team at The Payroll Shoppe is here to eliminate those headaches with our Complete Payroll Services.