If you're hiring in 2026, you need the updated W-4 forms. Federal and multiple state W-4s have been revised for the new tax year, and using outdated forms can cause withholding errors and compliance issues.
Here's what changed and how to get the latest templates into your system this week.
Who needs it: Every new hire in 2026 must complete the 2026 version, not the 2025 form.
⚠️ Important: This post provides general educational information. It is NOT legal, tax, or accounting advice. Always consult with your CPA or tax professional before making tax-related decisions.
🚨 Why This Matters
Anyone hired in 2026 needs the 2026 W-4/TD1 form—not the 2025 version.
Using old forms means:
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❌ Incorrect tax withholding calculations
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❌ Employees owing unexpected taxes or getting smaller refunds
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❌ Potential compliance issues with IRS/CRA
Bottom line: Tax year changed January 1st. Your forms need to change too.
🆕 What's Updated for 2026?
United States:
Federal W-4 (2026) - English and Spanish versions available
State W-4s updated: Arkansas, California, Colorado*, Connecticut, Idaho, Iowa, Kentucky, Minnesota, Mississippi, Missouri, Montana, New York, North Carolina, Rhode Island, South Carolina
*Colorado's state withholding certificate (DR 0004) is optional—employers can calculate withholding based on the federal W-4 if employees don't complete the state form.
Canada:
All TD1 forms updated for 2026: Federal TD1 plus all 12 provinces/territories (updated December 2025)
📥 Get the Forms (Pre-Mapped & Ready to Use)
All templates are pre-mapped for Adobe Sign—no editing or technical setup required. Just download, upload, and go.
U.S. W-4 Forms: Download U.S. Templates
Canadian TD1 Forms: Download Canadian Templates
What's included:
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Federal forms (W-4 English/Spanish or TD1)
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All applicable state/provincial forms
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Updated I-9 forms
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Michigan local W-4s (if needed)
✅ Your 4-Step Action Plan
1. Download
- Visit the template article for your region (links above and below). Download the 2026 forms you need.
2. Upload to Adobe Sign
- Login to Adobe Sign → Upload the PDFs → Save and activate. The forms are already mapped—nothing to edit.
3. Configure in BOLD
- Add the new templates to your BOLD platform and set them as active for 2026 hires.
4. Test
- Critical step: Send yourself a test form, complete it, and verify data writes back to Back Office → Tax tab correctly.
Detailed instructions: Both template articles have step-by-step upload and configuration guides.
🚫 Federal W-4 Restriction
DO NOT pre-populate employee information (name, SSN, address) on the Federal W-4. This breaks the data mapping to Avionté.
You CAN pre-populate: Employer name, address, and EIN only.
⏰ Do This Week (By January 10)
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Download 2026 Federal W-4 (and Spanish version)
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Download state W-4s for your operating states
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Download Canadian TD1s (if applicable)
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Upload all templates to Adobe Sign
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Configure templates in BOLD
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Test each form with a sample employee
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Deactivate 2025 versions
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Notify hiring team forms are updated
Why the rush? Every new hire this month needs the 2026 forms. Don't create withholding issues from day one.
❓ Quick FAQs
Q: Can I use 2025 forms for people hired in early January?
- No. Tax year changed January 1st. Everyone hired in 2026 needs 2026 forms.
Q: Do existing employees need new forms?
- No. Only new hires, employees making withholding changes, or employees claiming exemption from withholding need to complete new W-4s/TD1s.
Q: How do I know I have the right version?
- Check the form header— it should say "2026" or have revision date "Rev 12/25" or later.
Q: Do Canadian employees need both federal and provincial TD1s?
- Yes. Employees complete both forms.
Q: Can I customize the templates?
- Yes, but test thoroughly to ensure data mapping works. See the Customizing Guide for details.
🆘 Need Help?
Can't find forms?
Upload/mapping issues?
Submit a support ticket with "W-4 Mapping Issue" or "TD1 Mapping Issue" in the subject line.
Don't have Adobe Sign?
Contact your Account Manager to discuss setup.
🎯 Bottom Line
Updated forms are available NOW.
All 2026 hires need 2026 forms.
Download, upload, test, and activate THIS WEEK.
Don't wait until you have a compliance issue. Update your templates before your next hire starts.
Questions? Drop them in the comments or contact Support. Let's start 2026 compliant! 💙
Disclaimer: The information in this post is provided by Avionté as a general informational and educational service. This should not be construed as legal, tax, or accounting advice. Consult with your professional advisor before acting on any information contained here. Avionté expressly disclaims all liability for actions taken or not taken based on this content.
Key Resources:
Comments
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It's January 8th. Why are we just now seeing this?
Hi Anne!
So glad you're engaging with us here in the forum! We want to make sure you're getting timely updates through all the right channels.
This post is a reminder and action checklist—we actually flagged the W-4/TD1 updates back in our September Year-End Checklist and again in December's W-2 prep post. The IRS/CRA typically release updated forms in December, so we get the pre-mapped templates out as soon as they're available. Since the tax year flipped January 1st, we wanted to make sure everyone had the tools ready before their next hire starts.
To stay ahead of year-end compliance updates, I'd recommend:
As always, this is educational guidance—tax compliance sits with each employer, and we're here to make that easier with ready-to-use resources.
Let us know if there's a specific channel or format that works best for you—we're always looking to improve how we get critical info into your hands! 🎯