The Tax Form page accessed through the Employee Self-Service responsibility, Tax Form function, enables employees to update their Federal W-4 and State W-4 withholding information using self-service. When a user makes changes to the Federal information, all the states that follow the Federal information are also updated, unless the filing status, number of allowances, or exempt status are different. After you make an update to the Federal information, you see the data in PDF format when you review the changes.
The notification mechanism delivers confirmation to employees about the changes that they make. HR or payroll administrators receive notifications based on the configuration made to the W-4 notifications function. For example, if a user claims a federal tax exemption or allowances exceeding 10, then the HR/Payroll representative receives a notification and can review the data and update if necessary.
See: Handling Claims for More Than 10 Allowances
Payroll administrators can run the following reports to track the changes made by employees in self-service to determine the tax records using:
Tax Form Audit Report
Tax Form Exception Report
The Tax Form page enables employees to:
Review the existing Federal W-4 and State W-4 withholding details
Update the Federal W-4 and State W-4 withholding details
Review the updated Federal W-4 and State W-4 withholding details
As an employee, when you click the Tax Form link, the Tax Form Overview page appears displaying Federal W-4 details, by default.
Tax Form Type region: In the Tax Form Type region, select the type of data that you want to view: Federal or State. The Filing Status field displays all the possible values, with the selected current value. You can view the State and Local links information when you select State as the Tax Form Type.
When you select a State as the Tax Form Type, the application displays the following details:
If an employee's record is associated with only one state, then that state's W-4 withholding details are displayed. You can view that state's W-4 withholding details along with the relevant state and local withholding form links.
If an employee's record is associated with multiple states, then the employee can select a specific state from the State List to view that particular state's W-4 details along with the relevant state and local withholding form links. For example, if you select New York, then the application displays the New York state tax withholding details along with the New York Withholding Form (PDF) and New York Local Form links.
The application uses the following rules for states to appear in the State List:
The State List displays only the states that are effective for an employee in the current taxation year. A state is considered effective for an employee only if it is associated with the Primary Resident Address, Work Location, a non-zero Time Percentage or a Tagged Earning.
Even if a state is effective for an employee in the taxation year, then the state will not appear in the State List if the state does not withhold tax.
Use the state withholding links to review instructions related to the State W-4 details. For states that support the Federal W-4 form, the Tip icon provides the required instructions. The Details section displays fields that are applicable to that state only. For example, fields such as SIT Exempt and Optional Calculation are supported only in certain states.
An Update button is available to make changes to Federal W-4 and State W-4. The Default to Federal W-4 Values button appears for states that allow the Federal W-4 form also. For states that follow the Federal W-4 and do not have their own State W-4 form, the Update button is not displayed and instead instructions indicate that only Federal W-4 changes are applicable to those states.
Click the Update button in the Overview page to navigate to the Update Tax Form page. The details that appear in this page are based on the W-4 details (federal or state) selected in the Overview page. When you navigate to the Update Tax Form page, the Tax Form Type and Select State fields become read-only in the Update Tax Form page.
Updating the Federal W-4 withholding details: When you select Update for Federal W-4 details, you update the applicable federal details such as the filing status, allowances, and additional amount withheld.
Updating the State W-4 withholding details: When you select Update for State W-4 details, the Update Tax Form page that displays is based on the details applicable to that state.
To update other state or Federal W-4 details, click Cancel to navigate backto the Overview page.
Click Continue after making necessary updates. The Tax Form: Review page appears.
The Tax Form: Review page displays information based on the type of details that you update: federal or state.
When you modify the Federal W-4 details and click Continue, you can view the Federal W-4 PDF with the latest information. Click Submit to save changes to the federal tax record of the employee.
For State W-4 changes, the Review page displays the Current and Proposed withholding values. Click Submit to save changes to the state tax record of the employee.
The following sections provide information about the State List in the Tax Form page:
View only states with State Withholding: Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington, and Wyoming do not have State Withholding, so these states will not appear in the State List even if an employee record is associated with any one of the states.
States supporting both the Federal W-4 form and their own State W-4 form: Arkansas, California, Georgia, Massachusetts, Minnesota, New York, Vermont, Wisconsin support Federal W-4 form along with the State W-4 form. For these states, the Overview page displays instructions about using the Federal W-4 form. The Update page contains the Default to Federal W-4 Values button, which can be used to populate the State W-4 filing status, number of allowances and/or additional withholding amount with Federal W-4 values.
States supporting only the Federal W-4 form: Colorado, Delaware, Idaho, Montana, Nebraska, New Mexico, North Dakota, Oklahoma, Oregon, South Carolina, and Utah support only the Federal form. For these states, updating the State W-4 details is not applicable so the Update button is not available.
The SIT Exempt field is enabled only for the states that allow exemption from withholding: For these states the SIT Exempt field is displayed in the Overview, Update, and Review pages as necessary. The SIT Exempt field is disabled for the following states that do not permit exemption from SIT withholding: Alabama, Hawaii, Kentucky, Massachusetts, Indiana, California, Connecticut, Pennsylvania, Vermont, West Virginia, Mississippi, Ohio, and Puerto Rico.
Additional filing requirement for claiming SIT Exempt: Arkansas, Louisiana, New York, North Carolina require additional filing to claim exemption from State Withholding. For these states, the details about any additional required forms appear as a tip below the Exempt check box in the Update Page.
Optional Calculation field: The Optional Calculation field is enabled in the Overview, Update, and Review pages for Arizona, Arkansas, and New Jersey.
Exemption Amount field: Puerto Rico supports Exemption Amount. This field is enabled in the Overview, Update, and Review pages.
Arizona Voluntary SIT Form (AZA4V) field: Arizona Voluntary SIT Form (AZA4V) field is enabled only for Arizona in the Overview, Update and Review pages.
Pennsylvania: Pennsylvania does not have any W-4 form. The message "No Withholding form for Pennsylvania" is displayed for this state as Pennsylvania does not have any W-4 form.