Handling Form W-4 Exempt Status

Handling Form W-4 Exempt Status 

When an employee claims Exempt Status on the Form W-4, the W-4 is only valid for the current tax year.  The exemption (and the form) expire in February of the following tax year.  Per IRS regulations, failure to complete a new Form W-4 will result in the tax status being changed to the highest withholding option available: Single-0.

If the original Form W-4 containing the exemption was entered through either Self Service or Employee Management on the web, will be enrolled in the Automated Renewal Process.  The system will automatically email employee and ask them to complete a new W-4.  They will be provided with a new form upon login.  Additionally, the system will automatically default them to Single-0 if they fail to complete a new Form before the deadline.

Employees with an Exempt Status election that have a Form that was not completed through the methods mentioned above, will not be handled by the system.  For these employees, you will need to contact these employees to secure a new Form W-4, and change them to Single-0 if a new form is not received timely.

Automated Renewal Process

Employees will receive the email below. The email will be from whatever address configured in HRIS Administration èCompany Details èApplication Settings è Default “From” Address

From: [e-mail]
Sent: Thursday, November 21, 2019 10:43 AM
To: John Doe <[e-mail]>
Subject: Task Notification: Resubmit Federal W4

Sammy,

 You have been assigned a 'Resubmit Federal W4' task.

You are receiving this task because last year you chose Exempt on your Federal

Withholding W-4 form. 

Please complete this task at your earliest convenience by clicking here: View Task.

Thank you. 

When an employee logs in, they will see the form completion wizard displayed.  They can complete the form and submit it.