---
title: "Entering W-4 Information (New Hire)"
slug: "entering-w-4-information-new-hire"
updated: 2024-02-27T06:59:25Z
published: 2024-02-27T06:59:25Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.infinite.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Entering W-4 Information (New Hire)

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](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/b1558c87-e6f3-4403-9b8a-daaa7699748c.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](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/1a93ada7-69b0-423c-a2db-49306b6357e7.jpg)

Onboarding US W4: Step 2 - New Hire Information:

![w_4_step_2.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/a4c91d1a-91da-4fb9-93a0-c6ccc21ba730.jpg)

Onboarding US W4: Step 3 - Withholding Elections:

![w4_exemption_status.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/789957bb-11cd-4ef3-b846-7c7074a1c2e4.jpg)

Onboarding US W4: Step 5 - Sign and Submit:

![w_4_step_5.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/08bb10a8-3ffc-4943-94f5-f7f95b8b2dc0.jpg)![w_4_step_5_bottom.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/7c4f4415-bf34-4713-bf6e-4aba41a6f413.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.
  - When the check box is selected, Line 7 [(I claim exemption from withholding...)] is disabled, and **0**is auto-populated in the Line 6 field.
  - The following link (by the check box) takes the user to [Supplemental Form W-4 Instructions for Nonresident Aliens]: [https://www.irs.gov/pub/irs-pdf/n1392.pdf](https://www.irs.gov/pub/irs-pdf/n1392.pdf)
  - A new text field allows new hires to enter their NRA status.
  - NRA statuses information is available in the [Determining Alien Tax Status] topic at: [https://www.irs.gov/individuals/international-taxpayers/determining-alien-tax-status](https://www.irs.gov/individuals/international-taxpayers/determining-alien-tax-status).
- 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).