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Smart Onboarding requires New Hires to complete three basic essential tax withholding forms for U.S. payroll: Federal Tax Withholding (Form W-4), Work Location Tax Withholding, and Residence Tax Withholding.
These forms are updated regularly updated to reflect changes published for to the Federal W-4 and state tax forms. They will not appear be included in the New Hire's onboarding flow if the work or residence address is outside the USAUnited States.
How do you complete tax withholding forms?
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The form for the Federal Tax Withholding is provided below:
| Form W-4 |
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Select one Marital Status option in Step 1(c).
Complete Steps 2-4 if applicable. In Step 4, tax withholding adjustments allow you to enter amounts in decimals, as shown below.
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After completing the form, check the confirmation box and click "Electronically Sign".
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If you qualify for an exemption from federal withholding, check the box under "Exemption from Federal Withholding" in Step 4. This will hide the fields in Step 3 (Claim Dependents) and Step 4 (Other Adjustments).
To complete the form, check the acknowledgment box and click the "Electronically Sign" button.
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If you select "Exempt,"
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an error message will appear when signing the form. Click "Yes" to confirm the "EXEMPT" status
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, or click "No" to return to the previous page and update the tax data
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After completing the activity, you can download the signed form by clicking the "Download Signed Forms" gadget located at in the bottom right corner of the completed activity page.
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State Tax Withholding
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In this example, the work state is North CarolinaColorado, so the North Carolina Colorado State form is displayed. The form includes the New Hire's personal information (name, home address, and Social Security Number) pre-populated from the invitation data and the Employee Information activity.
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The value in 1a is mandatory. If 1b is left blank, the value entered in 1a will appear in 1c.
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If invalid values are entered in 1a or 1b, the following error message will appear on the page.
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A few examples are provided below:
Example 1: When Residence State = California, Work State = Guam
| Residence State = California |
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| Work Location State = Guam |
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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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| Work Location State = California |
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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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Example: Residence State = California, Work State = Florida
| Residence state = CA |
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| Work State = Florida |
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In this example, since "California" is the residence state with state taxes, and "Florida" is the work state with no state tax, only the Residence Tax Withholding form is available in the New Hire's onboarding process.
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What states use the Federal Form W-4 for state tax purposes?
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Note: Prior to 2022, Colorado also used the Federal W-4 form for state tax withholding. However, starting in 2022, a new Colorado Employee Withholding Certificate (Form DR 0004) is available for Colorado state tax purposes.
To access the above state tax forms, please click here.
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Can you edit the tax forms that have already been completed?
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