Fill out employee forms
with AI.
Employee forms cover a broad range of official documents used throughout the employment lifecycle — from onboarding and tax withholding to workers' compensation claims, business expense deductions, and reporting payments to independent contractors. These forms are issued by federal and state agencies, including the IRS and the Department of Labor, and they play a critical role in ensuring legal compliance, accurate tax reporting, and proper documentation of workplace events. Getting them right matters, whether you're an employer, an employee, or a self-employed contractor.
By continuing, you acknowledge Instafill's Privacy Policy and agree to get occasional product update and promotional emails.
About employee forms
The people who need these forms are just as varied as the forms themselves. A new hire filling out a W-4 to set their federal tax withholding, a federal employee reporting a workplace injury on Form CA-1, a California worker completing a DE 4 for state withholding, or a business issuing 1099-NEC forms to freelancers — all of these situations require careful, accurate completion of official paperwork. HR professionals, payroll teams, small business owners, and individual workers regularly encounter these documents, often under time pressure or without much guidance.
Tools like Instafill.ai use AI to fill these forms in under 30 seconds, handling the data accurately and securely — which can make a real difference when you're managing multiple forms or working against a filing deadline.
Forms in This Category
- Enterprise-grade security & data encryption
- 99%+ accuracy powered by AI
- 1,000+ forms from all industries
- Complete forms in under 60 seconds
How to Choose the Right Form
Not every form here is for the same person or situation. Here's a quick breakdown to help you find what you need.
For Employees: Tax Withholding & Deductions
- Form W-4, Employee's Withholding Certificate — Start here if you're a new hire or need to update how much federal income tax your employer withholds from your paycheck.
- Form DE 4, Employee's Withholding Allowance Certificate — California employees only. Use this alongside (or instead of) the W-4 to set your state income tax withholding.
- Form 2106, Employee Business Expenses — Only available to a limited group (Armed Forces reservists, qualified performing artists, fee-basis government officials, and employees with impairment-related work expenses). Use this to deduct eligible business costs on your federal return.
For Employers & Businesses: Reporting & Credits
- Form 1099-NEC, Nonemployee Compensation — If your business paid an independent contractor, freelancer, or other non-employee $600 or more in a year, you're required to file this form with the IRS and send a copy to the recipient.
- Form 5884-A, Employee Retention Credit — For employers affected by a qualified disaster who want to claim a tax credit for wages paid during a period of inoperability.
For Federal Employees: Workplace Injury
- Form CA-1, Federal Employee's Notice of Traumatic Injury — Federal employees who suffer an on-the-job traumatic injury should file this form to report the incident and claim continuation of pay or workers' compensation benefits.
For Workers' Compensation Claims (Massachusetts)
- DIA Form 110, Employee's Claim — Massachusetts workers disputing a workers' compensation claim for a workplace injury or occupational illness should use this form to formally initiate the DIA process.
For FMLA Medical Leave
- Form WH-380-E — If your employer has requested medical certification for your own serious health condition under the Family and Medical Leave Act, bring this form to your healthcare provider to complete.
For Hiring & International Employment
- HR-Pol-Rec&Res-04 Employment Application Form — Applicants for permanent roles at Life Healthcare should use this form.
- EzB – Erklärung zum Beschäftigungsverhältnis — German employers sponsoring a foreign worker's visa or work permit need this form to officially confirm the employment offer to German authorities.
Form Comparison
| Form | Purpose | Who Files It | When to Use |
|---|---|---|---|
| Form 1099-NEC, Nonemployee Compensation | Report payments of $600+ to independent contractors | Businesses and payers of nonemployee compensation | Annually, for each tax year nonemployee payments are made |
| Form W-4, Employee's Withholding Certificate | Set federal income tax withholding from paychecks | Employees file with their employer | At hire or when tax situation changes |
| Form 2106, Employee Business Expenses | Deduct ordinary business expenses incurred as employee | Eligible employees (reservists, artists, officials) | When filing annual federal income tax return |
| Form DE 4, Employee's Withholding Allowance Certificate | Set California state income tax withholding | California employees file with their employer | At hire or when state tax situation changes |
| Form CA-1, Federal Employee's Notice of Traumatic Injury | Report traumatic on-duty injury and claim compensation | Federal employees injured while on duty | Immediately after a workplace traumatic injury occurs |
| Form 5884-A, Employee Retention Credit | Claim tax credit for wages paid after qualified disaster | Employers affected by qualified disasters | When filing taxes after a qualifying disaster event |
| Form WH-380-E, Certification of Health Care Provider for Employee's Serious Health Condition under the Family and Medical Leave Act | Certify employee's serious health condition for FMLA leave | Health care provider completes; employee submits to employer | When employer requests FMLA medical certification |
| HR-Pol-Rec&Res-04 Employment Application Form (Recruitment of Permanent Employees) | Collect applicant info for permanent employment hiring | Job applicants applying to Life Healthcare | During recruitment process for permanent positions |
| Commonwealth of Massachusetts Department of Industrial Accidents Form 110, Employee's Claim | Initiate disputed workers' compensation claim for benefits | Injured employees or eligible dependents | When disputing a workplace injury or death claim |
| EzB – Erklärung zum Beschäftigungsverhältnis (02/2024) | Confirm job offer for foreign worker's residence/work permit | German employer files for foreign employee | When applying for work-based residence permit in Germany |
Tips for employee forms
When completing withholding forms like the W-4 (federal) and DE 4 (California state), fill them out together rather than separately. Your state allowances may differ from your federal allowances, and mismatches can lead to unexpected tax bills or over-withholding at year-end.
Incorrect Taxpayer Identification Numbers on Form 1099-NEC are one of the most common errors that trigger IRS notices and penalties. Always verify the contractor's TIN against their W-9 before submitting, and confirm the recipient's name matches exactly as it appears on their tax records.
For injury-related forms like Form CA-1 (federal traumatic injury) or Massachusetts DIA Form 110, timeliness is critical — delays in filing can affect your eligibility for benefits or continuation of pay. Gather all incident details, witness information, and medical documentation before you begin filling out the form.
Form 2106 for Employee Business Expenses is no longer available to most employees after the 2017 tax law changes — it is now limited to specific groups such as Armed Forces reservists, qualified performing artists, and fee-basis government officials. Filing this form when you don't qualify can trigger an IRS review, so confirm your eligibility before claiming these deductions.
When managing several employee forms at once — such as W-4s, 1099-NECs, and FMLA certifications — AI-powered tools like Instafill.ai can complete each form in under 30 seconds with high accuracy, and your data stays secure throughout the process. This is especially valuable for HR teams or small business owners handling onboarding, payroll, and compliance paperwork simultaneously.
Maintain organized records of every employee form you submit or receive, including signed W-4s, 1099-NECs sent to contractors, and FMLA certifications. These records protect both employers and employees in the event of an IRS audit, a workers' compensation dispute, or a compliance review.
Incomplete or vague responses on Form WH-380-E (FMLA Health Care Provider Certification) are a leading cause of leave request delays or denials. Ensure the health care provider answers every section — including the nature of the condition, expected duration, and any intermittent leave needs — before the form is returned to the employer.
Using the wrong form for the wrong worker type — for example, issuing a W-2 instead of a 1099-NEC to a contractor, or vice versa — can create significant tax and legal complications. Before completing any compensation reporting form, confirm whether the worker is classified as an employee or an independent contractor based on IRS guidelines.
Frequently Asked Questions
This category includes 17 forms covering a wide range of employment-related needs, such as tax withholding certificates (W-4, DE 4), nonemployee compensation reporting (1099-NEC), employee business expense deductions (Form 2106), workers' compensation claims, FMLA medical certification, federal injury notices, employee retention credits, and employment application forms. Some forms apply to traditional employees, while others are used by employers, independent contractors, or HR departments.
The right form depends on your situation: new employees completing onboarding typically need a W-4 (federal) or DE 4 (California) for tax withholding; businesses paying independent contractors $600 or more need to file a 1099-NEC; federal employees injured on the job use Form CA-1; and employees seeking FMLA leave need Form WH-380-E completed by their healthcare provider. Reviewing each form's description on this page will help you identify the one that matches your specific need.
All new employees in the United States are required to complete a Form W-4 when starting a job so their employer can withhold the correct amount of federal income tax from their paychecks. Existing employees should also update their W-4 whenever their personal or financial situation changes, such as getting married, having a child, or taking on a second job.
Businesses and individuals must file Form 1099-NEC when they pay $600 or more to a nonemployee — such as an independent contractor, freelancer, or sole proprietor — for services rendered during a calendar year. The payer is responsible for filing the form with the IRS and providing a copy to the recipient, who uses it to report the income on their tax return.
Employee forms (like the W-4, Form 2106, CA-1, and WH-380-E) are used by or for individuals in a traditional employer-employee relationship, covering tax withholding, business expense deductions, injury reporting, and medical leave. Nonemployee forms (like the 1099-NEC) are used by businesses to report payments to independent contractors and other self-employed individuals who are not on the company's payroll.
Yes — AI-powered tools like Instafill.ai can fill out employee forms in under 30 seconds by accurately extracting and placing data from your source documents. This is especially helpful for repetitive or complex forms like the 1099-NEC, W-4, Form 2106, and workers' compensation claims, reducing errors and saving significant time.
Manually filling out employee forms can take anywhere from a few minutes to over an hour depending on the complexity of the form and the information required. Using AI tools like Instafill.ai, most forms in this category can be completed in under 30 seconds, as the AI automatically extracts and populates the relevant data fields from your existing documents.
Form WH-380-E is a U.S. Department of Labor form used to certify an employee's serious health condition under the Family and Medical Leave Act (FMLA). An employee should request this form when their employer asks for medical certification to support an FMLA leave request — the employee gives the form to their healthcare provider to complete and then returns the completed form to their employer.
Yes — this category includes forms that go beyond federal U.S. requirements. The California DE 4 is specific to California state income tax withholding, Massachusetts DIA Form 110 is used for workers' compensation claims in Massachusetts, and the EzB form is a German employment declaration used when hiring foreign workers in Germany. Always check whether a form applies to your jurisdiction before filing.
The submission destination varies by form: W-4 and DE 4 forms are given directly to your employer; 1099-NEC forms are filed with the IRS and a copy sent to the recipient; Form CA-1 is submitted through the federal workers' compensation system; Form WH-380-E is returned to the employee, who gives it to their employer; and Massachusetts DIA Form 110 is filed with the Department of Industrial Accidents. Always check the specific instructions for each form to ensure proper submission.
Errors or omissions on employee forms can lead to incorrect tax withholding, delayed benefit claims, rejected filings, or even legal consequences in some cases. For example, an incomplete FMLA certification may result in denial of leave, and errors on a 1099-NEC can trigger IRS penalties. It's important to review each form carefully before submitting, and using an AI tool can help reduce common data entry mistakes.
Independent contractors themselves typically do not fill out the 1099-NEC — that form is completed by the business that paid them. However, contractors may need to provide their taxpayer identification information via a W-9 (not in this category) so the payer can complete the 1099-NEC accurately. Recipients of a 1099-NEC use it to report self-employment income on their personal tax return.
Glossary
- Withholding
- The portion of an employee's wages that an employer deducts and sends directly to the government to cover income taxes. The amount withheld is based on information the employee provides on forms like the W-4 or DE 4.
- Nonemployee Compensation
- Payments made to individuals who are not on a company's payroll, such as independent contractors or freelancers, for services rendered. The IRS requires businesses to report these payments of $600 or more using Form 1099-NEC.
- Independent Contractor
- A self-employed individual who provides services to a business but is not classified as an employee, meaning the payer does not withhold taxes on their behalf. They are responsible for paying their own self-employment taxes.
- FMLA (Family and Medical Leave Act)
- A federal law that entitles eligible employees to take unpaid, job-protected leave for specified family and medical reasons. Employers may require a completed medical certification form (such as WH-380-E) to approve FMLA leave.
- Backup Withholding
- A type of tax withholding applied to certain payments, including nonemployee compensation, when a recipient has not provided a valid taxpayer identification number (TIN) or has underreported income. The current backup withholding rate is set by the IRS.
- TIN (Taxpayer Identification Number)
- A unique number used by the IRS to identify individuals or businesses for tax purposes, which can be a Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN).
- Employee Retention Credit (ERC)
- A refundable tax credit available to employers who retained employees during qualifying periods, such as after a qualified disaster or during the COVID-19 pandemic. It is claimed on forms like Form 5884-A.
- Continuation of Pay (COP)
- A benefit available to federal employees who suffer a traumatic on-the-job injury, allowing them to receive their full salary for up to 45 calendar days while recovering, without using their own leave. It is initiated by filing Form CA-1.
- Workers' Compensation
- A state-mandated insurance program that provides wage replacement and medical benefits to employees injured or made ill in the course of employment. Claims are typically initiated by filing an official form with the relevant state agency, such as Massachusetts DIA Form 110.
- Self-Employment Tax
- A tax that independent contractors and freelancers must pay to cover Social Security and Medicare contributions, since no employer withholds these on their behalf. Income reported on Form 1099-NEC is typically subject to self-employment tax.