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Federal Tax Withholding
| Form W-4 |
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Select one option in Step 1(c).
Fill out steps 2-4 if applicable. The tax withholding adjustments in Step 4 accept entering the amounts in decimals as shown below.
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After completing the form, click the confirmation checkbox.
Click on on "Electronically Sign".
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If exemption from federal withholding is applicable, check the box under "Exemption from Federal Withholding" in Step 4. This will mask the fields of Step 3 (Claim Dependents) & Step 4 (Other Adjustments).
To complete the form, check the acknowledgement checkbox and click on the "Electronically Sign" button.
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If exempt is selected, the following error message displays when signing the form. Click on "Yes" to confirm the "EXEMPT" status. To go back to the previous page and update the tax data, click on "No" button.
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After completing the activity, you can download the signed form by clicking on "Download Signed Forms" gadget provided at the right bottom corner of the page.
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State Tax Withholding
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To complete the form the New Hire must enter all the information that applies to him/her.
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If the New Hire's residential address is not US, then the Country name populates in the field "Country (if not U. S)".
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Enter tax data as mentioned above, check the acknowledgement checkbox and click on "Electronically Sign" button.
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After completing After entering the tax details, check the acknowledgement checkbox and click on "Electronically Sign" button.
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After completing the activity, you can download the signed form by clicking on the "Download Signed Forms" icon provided on the bottom right corner of the page.
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The printable format of the form displays as below:
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Residence Location Tax Withholding
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In this example, the residence state is taken as California. The New Hire must enter all the information that is applicable to him/her.
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If Filing Status is left blank, the following error message displays on the page.
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Enter allowances or exemption whichever is applicable. If both are left blank the following error message displays on the page.
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The allowances that are entered in 1a & 1b adds up to 1c. You cannot enter the value directly in 1c as the field is not editable.
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The value in 1a is required. If 1b is left blank, the value entered in 1a shows in 1c.
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If invalid values are entered in 1a or 1b, then the following error message displays on the page.
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'0' is also a valid entry in 1a.
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If exemption is applicable, then select the check box #3 or #4.
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If exemption from withholding (option #3 or #4) is selected, then the other fields (#1 & #2) will not be editable as shown below:
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The following warning message displays on the page when electronically signing the form. Click "Yes" on the message to continue submitting the form with tax exemption.
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Click "No" to go back and make changes to the form.
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This confirms the form has not been saved and you can revise your form entries. Click "Close".
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Make changes to your entries as required, and then sign the form. If you have chosen option #3 or #4, you will once again see the confirmation message for tax exemption. Choose "Yes" to complete and continue to the next activity or "No" to go back to the form and make changes again.
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The values entered on this form will reflect in New Hire's and HR Specialist's runtime activity pages where the payroll and tax information is displayed.
New Hire's "Submit to HR" activity displaying Residential Tax Withholding with exemption:
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HR Specialist's "Send Candidate Data to HR" activity displaying Residential Tax Withholding with exemption:
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Example of Residential Tax Withholding form with allowances:
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New Hire's "Submit to HR" activity displaying Residential Tax Withholding with allowances:
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HR Specialist's "Send Candidate Data to HR" activity displaying Residential Tax Withholding with allowances:
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changes again.
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The tax data entered on this form the tax forms can be edited until New Hire's submits their process to HR. Before "Submit to HR" the candidate can revise the forms and edit them in case if corrections are needed.
To edit the form, go back to Residential Tax Withholding form and they can click on the "Edit Form" button on the respective form.
For more details on editing the form, please refer to "Can you edit the tax forms that are already completed?" section.
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When Residence/Work Location state is one of the territory states - Guam, U.S. Virgin Islands, American Samoa
The Federal and State taxes will be bypassed if the candidate's work or residence state belong to any of these three U.S. territory states - GU/VI/AS.
That means, if one of these territory states is selected in residence or work location address, then the Federal and State tax withholdings forms do not show in the payroll activities of the New Hire onboarding.
Note: AlsoIf system is integrated with HRMS database, the tax data will not be pushed to HRMS database on system update for the employees with whose residence or work state as GUis GU/VI/AS.
Few examples are given below:
Example 1: When Residence State = California, Work State = Guam
| Residence State = California |
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| Tax Forms do not show in New Hire's payroll activities |
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Example 2: When Residence State = U.S. Virgin Island, Work State = California
| Residence State = U.S. Virgin Island |
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| Tax Forms do not show in New Hire's payroll activities |
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Example 3: When Residence State = American Samoa, Work State = Guam
| Residence State = American Samoa |
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| Work State = Guam |
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| Tax Forms do not show in New Hire's payroll activities |
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Example 4: When Residence State = Texas, Work State = Guam
| Residence State = Texas |
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| Work State = Guam |
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| Tax Forms do not show in New Hire's payroll activities |
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Example 5: When Residence State = Virgin Islands, Work State = Florida
| Residence State = Virgin Islands |
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| Work State = Florida |
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| Tax Forms do not show in New Hire's payroll activities |
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To download the unsigned Tax Withholding form, click on the 'Download Document(s)' gadget provided at the right bottom corner of the page.
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The form downloads in a new window as given below:
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Once the form is electronically signed, it can be downloaded by clicking on the 'Download Signed Forms' gadget.
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The signed form downloads in a new window as given below:
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What are the states that do not have state income tax?
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What are the states that use the Federal Form W-4 for state tax purposes?
The following US states use the Federal Form W-4 for the state income tax purposes:
- Colorado (optional)
- New Mexico
- North Dakota
- Utah
Note: Prior to year 2022, Colorado state also used Federal W-4 form for their state tax withholding. But year 2022 onwards, a new Colorado Employee Withholding Certificate (Form DR 0004) is available for Colorado state tax purpose. Employees can choose to complete the new Colorado Employee Withholding Certificate (Form DR 0004) or use Federal Form W-4 for their state tax withholding. For more details on completing Colorado DR 0004 form, please click here.
To access the above state tax forms, please click here.
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Can you edit the tax forms that are already completed?
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The completed tax forms are available for editing until the New Hire's process is submitted to HR. Before "Submit to HR" the candidate can revise the forms and edit them in case if corrections are needed.
Click on "Edit Form" button given at the bottom of the completed form.
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This opens the form in edit mode. Make the changes as required, click check box to certify and click on "Electronically Sign".
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If you want to retain the old values, click on "Cancel Edit" button. This will cancel the edit and display the completed activity page in read only mode.
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