---
title: "Workflow Overview - W-4 and State Tax Withholding Forms"
slug: "workflow-overview-w-4-and-state-tax-withholding-forms"
updated: 2024-02-27T07:04:51Z
published: 2024-02-27T07:04:51Z
---

> ## 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.

# Workflow Overview - W-4 and State Tax Withholding Forms

Abstract

Onboard and Onboard Manager work together for the withholding of income taxes.

New hires can download an editable/interim version of the state PDF form, edit it, then upload the updated form back into the application. This way, new hires can electronically complete any worksheets/calculations that exist within the form.

- The system captures the following information from the new hire: First Name, Last Name, Employee or Beneficiary Number.
- This secures the basic information, and locks the fields before new hires are allowed to update the editable/interim version of the PDF form.

#### Basic Form W-4 and State Tax Workflow:

1. New hires (using Onboard) complete/sign/submit federal Form W-4. This task appears as Onboarding US W4 on the My Tasks page. At the end of the Onboarding US W4 task, there is a completed/signed/submitted federal Form W-4 PDF. Note: This W-4 task must be completed before any state/local tax forms display on the My Tasks page.
2. New hires (using Onboard) complete/sign/submit state/local tax withholding forms. At the end of each state/local tax task, there is a completed/signed/submitted PDF. Note: Not every state uses a state tax withholding form; some states use Form W-4 as their state withholding form; and some states use their own version of Form W-4 (and can have multiple forms). When there are multiple state/local tax forms, the new hire can:
  - Complete them in any order.
  - Complete only the ones that are relevant to the hire, and skip the others (by using an Opt-Out button). For example, there could be a disability or military form that does not apply to the hire. With the Opt-Out button, the task status is marked as Opted Out, and cannot be reopened.
3. Onboarding managers (using Onboard Manager) review the new hire's completed/signed/submitted Form W-4 PDF and state/local tax form PDFs.
  - This is not a task on the My Tasks page. Instead, the onboarding manager goes to the hire profile page and from the Documents menu opens/views the PDFs.
  - If there is a discrepancy that needs correction, the onboarding manager can initiate an email to the new hire that allows the hire to use Onboard to redo a task.