Note: In order for the Federal W4 option to be available in Web Link, a user must be defined with rights to view/edit personal information and have the Employee ID field completed (within the User Security option in the School Accounting System); and also the Web Link Setup Options must be completed to allow the federal W4 information to be viewed (and edited, if desired).
Select the Employee Information menu, Personal Information, and then Federal W4.
At the Federal W4 screen, the current federal W4 information for your user (employee) as recorded in the Employee File in the School Accounting System displays in the Current Federal W4 Information List on the top of the screen, while any past federal W4s electronically submitted via Web Link display in the Submitted Federal W4s List on the bottom of the screen.
Tip: To view and/or print a copy of a federal W4 previously submitted via Web Link, click the View/Print W4 link located to the left of the desired W4 in the Submitted Federal W4s List. (Note: A PDF viewer, such as Adobe® Reader, must be installed on your computer prior to viewing (printing) a W4; if you do not have a PDF viewer, download Adobe® Reader free of charge by clicking the Get Adobe® Reader button or going to http://get.adobe.com/reader/ and following the instructions.)
If the Web Link Setup Options are defined so the federal W4 information can only be viewed, the fields are disabled (gray) and cannot be changed.
If the Web Link Setup Options are defined so the federal W4 information can be edited, submit a new federal W4 if needed by completing the following:
In the Submit a New Federal W4 section, enter the 4-digit calendar year for the federal W4 form to complete in the W4 Format Year field, or click the down-arrow button to select the correct one.
Note: Only the current year (as based on the current date of the web server) and any future year for which the W4 has been released can be entered in the W4 Format Year field.
Click the Submit New W4 button.
The federal W4 form for the designated year appears on the Federal W4 Details screen.
Complete the federal W4 form following the instructions provided by the Internal Revenue Service. To view the Internal Revenue Service instructions for the W4 form, click the View/Print IRS Form W4 button at the top of the screen.
Note: The name, address, and social security will automatically appear in the appropriate boxes and cannot be changed.
Tip: If needed, select the Exempt field to claim exemption from Federal Income Tax withholding; select the Nonresident Alien field if applicable; enter any additional information to provide to the Business Office regarding the W4 submission in the Comments field if needed; and be sure to select the I Agree field for the Step 5 Agreement statement. A checkmark will appear in the box if a field is selected.
Click the Save button.
A message will appear stating the information was saved; click OK.
If designated to do so in the Web Link Setup Options (in the School Accounting System), notification emails for changes to the federal W4 information will be sent to the appropriate users. If there were notification email messages that did not go through, an error will be tracked in the Activity Log option (on the System Log tab) in the School Accounting System and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the from email address designated in the Email Manager option.
Note: Only one notification email is sent for changes made to federal W4 information for a certain employee until the changes have been processed for that employee, if applicable.
Note: Changes to the federal W4 information from new federal W4 submissions must be reviewed and processed in order to update the information in the Employee File in the School Accounting System, and so the Change Pending Status field (column) reflects the appropriate status for a federal W4 submission that was made (saved) but not yet processed; the status will no longer display once the change is processed in the Employee File.
Select the Home option on the top of the screen to close the Federal W4 screen.