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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 regularly updated to reflect changes published for to the Federal W-4 and state tax forms. They will not appear in the New Hire's onboarding flow if the work or residence address is outside the USA.
How do you complete tax withholding forms?
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).
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
The information that needs to be entered varies depending on the state where the employee works or resideswork/residence state tax withholding forms presented to the New Hire are determined by their work and residence states. Some states have their own version of the State state tax withholding forms, while others use the Federal Form W-4, while others use the Federal Form W-4. Additionally, certain in states do not have without income tax, and as a result, this activity the corresponding form will not appear in the New Hire's onboarding flow for employees working or residing in those states. The states with no income tax are listed in the following sections.Please click .
Click here to view view the states that have state-specific tax W-4 forms.forms. For list of states that either have no income tax or use the Federal Form W-4 for 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 will appear in this activity.
In this example, the work state is North CarolinaColorado, so the North Carolina State Colorado state tax form is displayedshown. The form includes pre-populates the New Hire's personal information (name, home address, and Social Security Number) pre-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 applicable information. After entering the tax detailsrequired information, check the acknowledgment box checkbox, and click the "Electronically Sign" button.
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After completing the activity, you can download the signed form by clicking the "Download Signed Forms" icon 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 based on the employeetax withholding form displayed in this activity is based on the New Hire's state of residence. If the employee's residence state does not have state income tax, or if the residence state is the same as the work state, this activity will not appear in the New Hire's workflow. 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 without with no income tax, refer to the following sections.
In this example, the residence state is considered as California. The New Hire must enter all relevant information that 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 exemptions indicate exempt in the respective fields as applicable. If both fields are left blank, the following an error message will appear on the page.
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The allowances entered in 1a and 1b will total in 1c. You cannot directly enter a value in 1c, as this field is not editable.
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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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Entering '0' is also considered a valid entry in 1a.
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If an exemption is applicable, select checkbox #3 or #4.
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If an exemption from withholding (option #3 or #4) is selected, the other fields (#1 and #2) will become non-editable, as shown below:
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When an exemption is entered, the following warning message will appear on the page during the electronic signing of the form. Click "Yes" on the message to proceed with submitting the form.
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If you want to navigate back and make changes to the form, click the "No" option.
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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 any necessary changes to your entries, and then sign the form. If you have selected option #3 or #4, you will see the confirmation message regarding tax exemption again. Choose "Yes" to complete the process and proceed to the next activity, or select "No" to return to the form and make further changes.
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The tax data entered on the tax forms can be edited until the forms are submitted to HR. Before completing the "Submit to HR" activity, you can revise the forms and make any necessary corrections.
To edit the forms, click the "Edit" button 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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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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How to download
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tax withholding forms?
To download the unsigned attachment of the 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. A sample form is provided below.
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Once the form is electronically signed, it can be downloaded by clicking the 'Download Signed Forms' gadget.
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The signed form downloads in a new window. As ample A sample form is provided below.
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Which states do not have state income tax?
The following states do not have a state income tax:
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As a result, the Work Location Tax Withholding and or Residence Tax Withholding forms will not appear in the payroll activities for employees working or residing in these states.
If both the residence and work location of the New Hire are from this list, neither the Work Location Tax Withholding form nor the Residence Tax Withholding form will be included in the New Hire's onboarding process.
Example: Residence State = Texas, Work State = Florida
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Only the Federal Tax Withholding form is displayed in the New Hire's payroll activities. State tax withholding forms are not available because there is no income tax in either the residence or work states.
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If either the residence or work location state of the New Hire has taxes, the corresponding Work Location Tax Withholding form or Residence Tax Withholding form will be included in the New Hire's onboarding process.
Example: Residence State = California, 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 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 onboarding process.
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Which states use the Federal Form W-4 for state tax purposes?
The following U.S. states use the Federal Form W-4 for state income 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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To edit the form, click the "Edit Form" button located at the bottom of the completed form.
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This will open the form in edit mode. Make the necessary changes, then click the checkbox to certify the updates and select "Electronically Sign".
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If you want to retain the old values, click the "Cancel Edit" button. This will cancel the editing process and display the completed activity page in the read-only mode.
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