Entering W-4 Information (New Hire)
  • 27 Feb 2024
  • 2 Minutes to read
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Entering W-4 Information (New Hire)

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Article Summary

Abstract

The Onboard application enables new hires to enter their federal tax withholding information (needed for Form W-4).

In Onboard, the task that allows a new hire to complete/sign/submit Form W-4 is called Onboarding US W4. The Onboarding US W4 task shows up in Onboard on the My Tasks page.

my_tasks_w_4.jpg

When the hire selects the Onboarding US W4 task, it displays on its own page.

There are multiple pages needed to complete the Onboarding US W4 task. A W-4 wizard helps the new hire navigate through the steps:

  • Instructions

  • New Hire Information

  • Withholding Elections. Note: New hires can access the IRS Withholding Calculator from Step 3 when completing the W-4 form. When they select the link, a new window/tab opens and the IRS Withholding Calculator page displays.

  • Electronic Signature

  • Sign and Submit W-4 (Form W-4 PDF)

Note: State information in the new hire's profile automatically displays in the new hire's W-4 form. In addition to US State information auto-populating on the W-4, the new hire can choose Canada or Mexico manually, if relevant. Canada and Mexico do not auto-populate.

Onboarding US W4: Step 1 - Instructions:

w_4_step_1.jpg

Onboarding US W4: Step 2 - New Hire Information:

w_4_step_2.jpg

Onboarding US W4: Step 3 - Withholding Elections:

w4_exemption_status.jpg

Onboarding US W4: Step 5 - Sign and Submit:

w_4_step_5.jpgw_4_step_5_bottom.jpg

When all information on the PDF is verified, the new hire electronically signs the Form W-4 PDF (by selecting a check box that applies an eSignature), and submits it.

Note: The new hire must complete the Onboarding US W4 task before any state/local tax forms display on the My Tasks page.

FORM W-4 INFORMATION REGARDING NONRESIDENT ALIENS:

  • When completing Form W-4, nonresident aliens are required to:

    • Not claim exemption from income tax withholding.

    • Request withholding as if they are single, regardless of their actual marital status.

    • Claim only one allowance. Note: If the nonresident alien is a resident of Canada, Mexico, or South Korea, or a student or business apprentice from India, he or she may claim more than one allowance.

  • When completing Line 6 ([Additional amount, if any, you want withheld from each paycheck]), nonresident aliens must select a Non-Resident Alien (NRA) check box.

  • For Line 7 ([I claim exemption from withholding for 2019, and I certify that I meet both of the following conditions for exemption]), nonresident aliens cannot claim they are exempt from withholding (even if they meet both the conditions listed on that line).