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What are tax withholding forms?
There are three basic tax withholding forms for US payroll -
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What are tax withholding forms?
Smart Onboarding requires New Hires to complete three 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 regularly updated based on the published changes available for to reflect changes to the Federal W-4 and State Tax Forms. These forms do state tax forms. They will not appear in the New Hire's onboarding flow when if the work /or residence address of the New Hire is other than USAis outside the United States. Additionally, if the New Hire works or resides in a state without income tax, the corresponding state tax withholding activity will not be included in their onboarding process.
How do you complete tax withholding forms?
Federal Tax Withholding
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).
Fill out steps Complete Steps 2-4 if applicable. The In Step 4, tax withholding adjustments in Step 4 accept entering the allow you to enter amounts in decimals, as shown below.
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After completing the form, click check the confirmation checkbox.Click on box and click "Electronically Sign".
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If you qualify for an exemption from federal withholding is applicable, check the box under "Exemption from Federal Withholding" in Step 4. This will mask hide the fields of in Step 3 (Claim Dependents) & and Step 4 (Other Adjustments).
To complete the form, check the acknowledgement checkbox acknowledgment box and click on the "Electronically Sign" button.
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If
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you select "Exempt," an error message will appear when signing the form. Click
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"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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.
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After completing the activity, you can download the signed form by clicking on the "Download Signed Forms" gadget provided at in the bottom right bottom corner of the completed activity page.
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State Tax Withholding
The information that needs to be entered varies depending on the state where the employee works or resides. Some states have their own version of the State Form W-4 while few work/residence state tax withholding forms presented to the New Hire are determined by their work and residence states. Some states have their own state tax withholding forms, while others use the Federal Form W-4. AlsoAdditionally, some in states do not have income tax at all and so this activity does not show up without income tax, the corresponding form will not appear in the New Hire's onboarding flow for the employees working/residing in those states. The states with no income tax are listed in the following sections.Please click flow.
Click here to see view the states that have state-specific tax forms. For list of states that either have no income tax or use the Federal Form W-4 formsfor state tax purposes, refer to the following sections.
Work Location Tax Withholding
Based The tax withholding form displayed in this activity is based on the New Hire's work location state, the corresponding state's tax withholding form shows up in this activity.
In this example, the work state is taken as North Carolina and hence the North Carolina State form is displayedColorado, so the Colorado state tax form is shown. The form contains pre-populates the New Hire's personal information (Namename, home address, and Social Security Number) populated using data from the invitation data and the details entered in the Employee Information (EBI) activity.
To complete the form, the New Hire must enter all the information that applies to him/her. After entering the tax detailsrequired information, check the acknowledgement acknowledgment 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 located at 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
The information that needs to be entered varies depending on the state where the employee lives. Also, if the employee's tax withholding form displayed in this activity is based on the New Hire's state of residence. If the residence state does not have state income tax, or employee's residence state is same as the work statestate income tax, this activity will not be seen appear in the New Hire's activity. For the process. When the residence and work states are the same, only one tax withholding form, either for work or residence will be included.
For a list of states with no income tax, please check refer to the following sections.
In this example, the residence state is taken considered as California. The New Hire must enter all the relevant information that is applicable to him/her.
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applies to them.
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If the Filing Status or Marital Status is left blank, the following error message displays on the page.
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Enter allowances or exemption whichever is indicate exempt in the respective fields as applicable. If both fields are left blank the following , an error message displays on the pagewill appear.
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The allowances that are entered in 1a & 1b adds up to and 1b will total in 1c. You cannot directly enter the a value directly in 1c, as the this field is not editable.
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The value in 1a is requiredmandatory. If 1b is left blank, the value entered in 1a shows will appear in 1c.
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If invalid values are entered in 1a or 1b, then the following error message displays will appear on the page.
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Entering '0' is also considered a valid entry in 1a.
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If an exemption is applicable, then select the check box checkbox #3 or #4.
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If an exemption from withholding (option #3 or #4) is selected, then the other fields (#1 & and #2) will not be become non-editable, as shown below:
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When an exemption is entered, the following warning message displays will appear on the page when electronically during the electronic signing of the form. Click "Yes" on the message to continue proceed with submitting the form with tax exemption.
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If you want to navigate back and make changes to the form, click the "No" option.
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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 The following message confirms that your form is not saved, allowing you to revise your entries. Close the message and make the necessary changes to your form.
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Make necessary changes to your entries as required, and then sign the form. If you have chosen selected option #3 or #4, you will once again see the confirmation message for regarding tax exemption again. Choose "Yes" to complete and continue proceed to the next activity, or select "No" to go back return to the form and make changes again.
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The tax data entered on the tax forms can be edited until New Hire's submits their process the forms are submitted to HR. Before completing the "Submit to HR" the candidate activity, you can revise the forms and edit them in case if corrections are neededmake necessary corrections.
To edit the formforms, they can click on the "Edit" button on located at the bottom of 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 is one of the following U.S. territory states - GU/VI/AS.That means, if one territories: Guam (GU), Virgin Islands (VI), or American Samoa (AS).
This means that if any of these territory states is selected in as the residence or work location address, then the Federal and State tax withholdings withholding forms do will not show appear in the payroll activities of the New Hire onboarding process.
Note: If the system is integrated with the HRMS database, the tax data will not be pushed to the HRMS database on upon system update updates for employees whose residence or work state is GU/, VI/, or AS.
Few A few examples are given 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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How to download
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tax withholding forms?
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 tax form downloads in a new window as given below:
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. A sample form is provided 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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. A sample form is provided below.
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Which states do not have state income tax?
Given below are the list of states that have no The following states do not have a state income tax:
- Alaska
- Florida
- Nevada
- New Hampshire
- South Dakota
- Tennessee
- Texas
- Washington
- Wyoming
- Pennsylvania
The Work As a result, the Work Location Tax Withholding / or Residence Tax Withholding do forms will not show appear in the New Hire's payroll activities for the employees working employees working or residing in the above states.
Example: Residence State = Texas, Work Location State = Florida
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Only Federal Tax Withholding form is shown these states. If both the residence and work location of the New Hire are in one of these states, neither form will be included in the New Hire's payroll activities. State tax withholding forms are not available since there is no income tax for these states.
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onboarding process.
Which states use the Federal Form W-4 for state tax purposes?
The following US U.S. 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 the Federal W-4 form for their state tax withholding. But year 2022 onwardsHowever, starting in 2022, 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.purposes.
To access the above state tax forms, please click here.
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Can you edit the tax forms that
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have already been completed?
The completed tax forms are available for editing can be edited until the New Hire's process is submitted to HR. Before clicking "Submit to HR," the candidate can revise the forms and edit them in case if corrections are needed.Click on make any necessary corrections.
To edit the form, click the "Edit Form" button given located at the bottom of the completed form.
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This opens will open the form in edit mode. Make the necessary changes as required, then click check box the checkbox to certify the updates and click on select "Electronically Sign".
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If you want to retain the old values, click on the "Cancel Edit" button. This will cancel the edit editing process and display the completed activity page in the read-only mode.
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