Each year, your employees complete a Federal Form W-4 that helps you understand how much Federal income tax to withhold from their wages. Depending on where your employees live, you may also need to collect a state-specific Form W-4.

A state W-4 form collects information that tells you how much state income tax to deduct and withhold from each employee’s pay. It may also include information for city, county, and local income taxes where applicable.

Please note that each state may have a different name for this form. Your state may not call the form a state W-4, even though it collects the same type of information.  Each of these forms also have various expiration dates and require a new form each year.  Here is a list of links to the forms for each state:

Many states also require a reciprocal agreement for out of state employees.  A reciprocal agreement is an agreement between two states that allows employees that work in one state but live in another to request exemption from tax withholding in their employment state. This means that the employee would not have income tax withheld from their paycheck for their employment state; they would only pay income taxes to the state where they live. Each of these forms also have various expiration dates and require a new form each year.  Here is a list of links to the forms for each state:

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Last Review: 05/09/2023