## (USA) Setting Up IRS Form W-4

This chapter provides an overview of IRS Form W-4 setup and discusses how to:

- Create director form rules for IRS Form W-4

- Review setup tables and instructions for IRS Form W-4

- Set up the self-service form for IRS Form W-4

- Create a self-service process flow script for IRS Form W-4

- Revise the IRS W-4 Form Workfile

- Set up URLs for IRS Form W-4

- Save employee W-4 information

### Understanding IRS Form W-4 Setup

Employees can use self-service to enter, review, and revise W-4 forms. The IRS Form W-4, Employee's Withholding Allowance for ESS program (P0855303) provides tabs for Name and Address and the Personal Allowances and Exemptions worksheet.

Employees access the IRS Form W-4, Employee's Withholding Allowance for ESS program by clicking a link on the organization intranet portal. To set up this access, you use the Self-Service Process Flow Setup program (P05400) to create a process flow script. You then link the Self-Service Director program (P05410) version that runs the script to the Web portal. You must set a processing option for the Self-Service Director program that specifies the correct process flow script.

When an employee enters the IRS Form W-4, Employee's Withholding Allowance for ESS program, the system copies the employee's address book number, tax ID, name, and address to the form. The employee can update name and address information. If the system administrator sets up a link on this form, employees can click the link to display I.R.S. Instructions for the W-4 form. Employees can select a question mark button that displays an instruction form. The instruction form contains information supplied by your organization to assist in completing the process. The Next and Previous options take a user to the previous or next step that is defined in the Director script. All worksheet tabs replicate the IRS Form W-4. After completing the W-4 form, an employee can print both the form and the associated worksheets. The worksheet information is not stored in the database.

While these forms provide a recommended number of allowances and a dollar amount to withhold, an employee can change the values on the W-4 form before continuing with the self-service process. After changes are made and the employee completes the acceptance form, the system saves the information in the IRS W-4 Form Work File table (F085303W).

A range of processing options for the self-service IRS Form W-4, Employee's Withholding Allowance for ESS program enable you to maintain the Personal Allowances Worksheet and the Deductions and Adjustments Worksheet when the government mandates new tax guidelines for allowances, wage limits, deductions, and credits for individuals in various categories. You can also specify a telephone number that an employee can use to contact the Social Security Administration to request a name change form.

### Prerequisite

We recommend that you retrieve a copy of the appropriate W-4 form from the I.R.S. The current W-4 form can be obtained from the I.R.S. Web site at http://www.irs.gov/.

See Also

Setting Up Self-Service Process Flows

### Creating Director Form Rules for IRS Form W-4

This section provides an overview of the Populate Director Form Rules/Edits report for IRS Form W-4 and discusses how to run the report.

#### Understanding Director Form Rules for IRS Form W-4

The Populate Director Form Rules/Edits report (R8985500) creates and stores information in the Self-Service Step/Application Cross-Reference (F05402) and Self-Service Script Position Rules (F05403) tables. The Self-Service Process Flow Setup program (P05400) uses these tables to create new process flow scripts. You need to run this report before creating process flow scripts. If your self-service applications were set up before the IRS Form W-4 was available, you need to run this report again. You normally need to run this report only once unless you are setting up access to additional self-service programs after your initial setup.

If you are setting up self-service access to the IRS Form W-4 Employee's Withholding Allowance for ESS program (P0855303) after your initial self-service setup, then you need to run this report again.

See Also

Running the Populate Director Form Rules/Edits Report

#### Running the Director Rules Report for IRS Form W-4

Employee Self Service General Management (G08BESS327), Populate Director Form Rules/Edits

### Reviewing Setup Tables and Instructions for IRS Form W-4

This section provides an overview of the Populate Director Form Rules/Edits report for IRS Form W-4 and discusses how to review setup tables and instructions for IRS For W-4.

#### Understanding Setup Tables and Instructions for IRS Form W-4

To ensure that all information for the two-earner/two-job tables on the W-4 is correctly entered, you need to review the information in the Setup Tables and Instructions for IRS Form W-4 program (P053031). The program displays a Media Object Viewer form that you can use to enter instructions. The system stores this information in the Tables In Worksheets for IRS Form W-4, EE Withhold Allowance table (F053031).

See Also

JD Edwards EnterpriseOne Tools 8.98 Foundation Guide

#### Forms Used to Review Setup Tables and Instructions for IRS Form W-4

Form Name | FormID | Navigation | Usage
Work With Tables and Instructions for IRS Form W-4 | W053031A | Self Service Setup (G05BESS4), Setup Tables and Instructions for W-4 Form | Enter the calendar year and then select W-4 Instructions from the Form menu.
Media Object Viewer | Not Applicable | On Media Object Viewer, use any of the media controls to enter information. | Enter W-4 Instructions and then click Save. Information can be text, a web link, or any of the options provided.
Tables in IRS Form W-4 | W053031B | On Work With Tables and Instructions for IRS Form W-4, click Add. | Review existing table information for each table and marital status. Enter new information as required.

#### Reviewing Set Up Tables and Instructions for IRS W-4 Form

Access the Work With Tables and Instructions for IRS Form W-4 form.

To review setup tables and instructions for IRS Form W-4:

1. On Work With Tables and Instructions for IRS Form W-4, complete the Calendar Year field in the detail area, click Find, and then select W-4 Instructions from the Form menu.

2. On Media Object Viewer, use any of the media controls to enter the W-4 Instructions.

3. Click Save.

4. On Work With Tables and Instructions for IRS Form W-4, click Add.

5. On Tables in IRS Form W-4, complete these fields:

   - Table No.

   - Marital Status

Access the IRS Form W-4 form.

1. Complete these fields for each value that you need to add:

   - From

   - To

   - Value to Select

2. Click OK.

Repeat steps 5 through 7 until you have entered the values that correspond to each marital status and table that you need to enter for the year.

Table No. | Enter the table number of a table associated with the worksheet for IRS Form W-4. For example, for the year 1999, Table 1 is the Two-Earner/Two-Job Worksheet.
Marital Status | Enter a code that represents the marital status of an employee. This code is required by IRS Form W-4 Worksheet.
From | Enter the lower limit on wages in tables in IRS Form W-4 Attachments.
To | Enter the upper limit on wages in tables in IRS Form W-4 Attachments.
Value to Select | Enter the value a person filling the form would copy from the table. This entry is in a table in IRS Form W-4 attachments.

### Setting Up the Self-Service Form for IRS Form W-4

This section provides an overview of the self-service form for IRS Form W-4 and discusses how to set up the processing options.

#### Understanding the Self-Service Form for IRS Form W-4

The IRS Form W-4, Employee's Withholding Allowance for ESS program (P0855303) is the program that employees use to enter information needed for the IRS W-4 form. This program also provides the information on the IRS Personal Allowances Worksheet and the Deductions and Adjustments Worksheet to help employees determine the recommended number of allowances and the recommended withholding amount. The system saves the values that an employee enters for the W-4 form. The information entered for the worksheets is not saved after the self-service process is complete.

The system administrator needs to create a new version of the IRS Form W-4, Employee's Withholding Allowance for ESS program for each tax year. Processing options that define a range of parameters for W-4 information also need to be set for this program. You must use the Application Versions Interactive program (P983051) to create a new version and to set the processing options.

You can set processing options to automatically notify an administrator when employees change Form W-4 information.

See Also

JD Edwards EnterpriseOne Tools 8.98 Foundation Guide

#### Setting Processing Options for IRS Form W-4, Employee's Withholding Allowance for ESS (P0855303)

Processing options enable you to specify the default processing for programs and reports.

Year

Use this processing option to specify date and pay period information.

1. Enter the calendar year for the W-4 | Specify the calendar year for which the W-4 information is effective. Enter a four digit number for the year.
2. Enter the number of pay periods per year | Specify the number of pay periods that exist for your company in one calendar year.

Per Allow Worksheet

Use these processing options to enter values from the Personal Allowances Worksheet for IRS Form W-4.

1. Enter the wage limit for a second job or a spouse's wages from Line B. | Specify the wage limit (in dollars) from a second job or a spouse's job. On the 2002 W-4 form, this amount is taken from line B.
2. Enter the limit for child or dependent care expenses from Line F. | Specify the limit (in dollars) for child or dependent care expenses. On the 2002 W-4 form, this amount is taken from line F.
3. Enter the lower limit for range 1 for unmarried individuals from Line G. | Specify the lower limit for range 1 for unmarried individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 W-4 form, the first bullet states: If your total income will be between 20,000 USDand 50,000 USD (23,000 USD and 63,000 USD if married). In this case, enter the value 20,000. Enter the lower limit in dollars.
4. Enter the upper limit for range 1 for unmarried individuals from Line G. | Specify the upper limit for range 1 for unmarried individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 W-4 form, first bullet states: If your total income will be between 20,000 USD and 50,000 USD (23,000 USD and 63,000 USD if married). In this case, enter the value 50,000. Enter the upper limit in dollars.
5. Enter the lower limit for range 1 for married individuals from Line G. | Specify the lower limit for range 1 for married individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 W-4 form, the first bullet states: If your total income will be between 20,000 USD and 50,000 USD (23,000 USD and 63,000 USD if married). In this case, enter the value 23000. Enter the lower limit in dollars.
6. Enter the upper limit for range 1 for married individuals from Line G. | Specify the upper limit for range 1 for married individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 W-4 form, the first bullet states: If your total income will be between 20,000 USD and 50,000 USD (23,000 USD and 63,000 USD if married). In this case, enter the value 63,000. Enter the upper limit in dollars.
7. Enter the lower limit for range 2 for unmarried individuals from Line G. | Specify the lower limit for range 2 for unmarried individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 W-4 form, the second bullet states: If your total income will be between 50,000 USD and 80,000 USD (63,000 USD and 115,000 USD if married). In this case, enter the value 50.000. Enter the lower limit in dollars.
8. Enter the upper limit for range 2 for unmarried individuals from Line G. | Specify the upper limit for range 2 for unmarried individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 Form W-4, the second bullet states: If your total income will be between 50,000 USD and 80,000 USD (63,000 USD and 115,000 USD if married). In this case, enter the value 80,000. Enter the upper limit in dollars.
9. Enter the lower limit for range 2 for married individuals from Line G. | Specify the lower limit for range 2 for married individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 Form W-4, the second bullet states: If your total income will be between 50,000 USD and 80,000 USD (63,000 USD and 115,000 USD if married). In this case, enter the value 63,000. Enter the lower limit in dollars.
10. Enter the upper limit for range 2 for married individuals from Line G. | Specify the upper limit for range 2 for married individuals from Line G. Review the Personal Allowances Worksheet for IRS Form W-4, line G, Child Tax Credit. On the 1999 W-4 form, the second bullet states: If your total income will be between 50,000 USD and 80,000 USD (63,000 USD and 115,000 USD if married). In this case, enter the value 115000. Enter the upper limit in dollars.
11. Enter the combined earnings limit from Line H. | Specify the combined earnings limit from Line H. Review the Personal Allowances Worksheet for IRS Form W-4, line H. On the 1999 W-4 form, the second bullet states: If you are single, have more than one job and your combined earnings from all jobs exceed 32,000 USD. In this case, enter the value 32000. Enter the limit in dollars.

Ded + Adj Wksh

Use these processing options to enter values from the Deductions and Adjustments Worksheet for IRS Form W-4.

1. Enter the percentage of income allowed for itemized medical expense deductions for Line 1. | Specify the percentage of income allowed for itemized medical expense deductions for Line 1. Specify the percentage of income allowed for itemized medical expenses. On the 2002 W-4 form, this percentage is taken from line 1.
2. Enter the standard income limit for Line 1. | Specify the standard income limit for Line 1. Specify a value for itemized deductions. For example, if the worksheet for IRS form W-4 (line 1) guides you to reduce your itemized deductions if your income is over a specified amount, enter that amount here. Enter the limit in dollars.
3. Enter the income limit for married filing separately for Line 1. | Specify the income limit for married filing separately for Line 1. Specify an itemized deduction value. For example, if the worksheet for IRS form W-4 (line 1) guides you to reduce your itemized deductions if your income is over a specified amount if filing separately, enter that income amount here. Enter the limit in dollars.
4. Enter the standard deduction for married filing jointly or qualifying widow(er) for Line 2. | Specify the standard deduction for married filing jointly or qualifying widow(er) for Line 2. Specify an itemized deduction value. For example, if the worksheet for IRS form W-4 (line 2) guides you to reduce your itemized deductions if your income is over a specified amount if filing jointly or as a qualifying widow or widower, enter that income amount here. Enter the deduction in dollars.
5. Enter the standard deduction for head of household for Line 2. | Specify the standard deduction for head of household for Line 2. Review line 2 of the Deductions and Adjustments Worksheet for IRS Form W-4. On the 1999 W-4 form, line 2 states: Enter 7,200 USD if married filing jointly or qualifying widow(er), 6,350 USD if head of household, 4,300 USD if single, 3,600 USD if married filing separately In this case, enter the value 6350. Enter the deduction in dollars.
6. Enter the standard deduction for single for Line 2. | Specify the standard deduction for single for Line 2. Review line 2 of the Deductions and Adjustments Worksheet for IRS Form W-4. On the 1999 W-4 form, line 2 states: Enter 7,200 USD if married filing jointly or qualifying widow(er), 6,350 USD if head of household, 4,300 USD if single, 3,600 USD if married filing separately In this case, enter the value 4300. Enter the deduction in dollars.
Enter the deduction in dollars ($) (enter the deduction in United States dollars) | Specify the deduction in dollars.
7. Enter the standard deduction for married filing separately for Line 2. | Specify the standard deduction for married filing separately for Line 2. Review line 2 of the Deductions and Adjustments Worksheet for IRS Form W-4. On the 1999 W-4 form, line 2 states: Enter 7,200 USD if married filing jointly or qualifying widow(er), 6,350 USD if head of household, 4,300 USD if single, 3,600 USD if married filing separately In this case, enter the value 3600. Enter the deduction in dollars.
8. Enter the amount used to divide the value from Line 7 to determine the value of Line 8. | Specify the dividing amount. Review line 8 of the Deductions and Adjustments Worksheet for IRS Form W-4. On the 1999 W-4 form, line 8 states: Divide the amount on line 7 by 3,000 USD and enter the result here. In this case, enter the value 3000.

SSA Phone

Use this processing option to display the contact telephone number for the Social Security Administration.

1. Phone number to contact the Social Security Administration to request a name change form | Specify the contact telephone number of the Social Security Administration to request a name change form. Enter a phone number with area code.

Process

Use these processing options to specify default processes for printing and notification.

1. Display the option to print the information entered in the W-4 worksheets | Specify the option to print the information entered in the W-4 worksheets. Values are: 1: Display the option to print the W-4 worksheets 0: Do not display the option to print the W-4 worksheets
2. Notify the administrator that the employee has made changes to his/her W-4 Withholding Information | Specify whether an administrator receives notification. Values are: 0: Do not send notification. 1: Send notification.
3. Enter the address book number of the administrator to be notified | Specify the address book number of the administrator to be notified.

### Creating a Self-Service Process Flow Script for IRS Form W-4

This section provides an overview of a self-service process flow script for IRS Form W-4 and discusses how to set up the form.

#### Understanding a Self-Service Process Flow Script for IRS Form W-4

You use the Self Service Process Flow Setup program (P05400) to create a script that includes the IRS Form W-4, Employee's Withholding Allowance for ESS program (P0855303). You need to observe this requirement regarding the placement of this program in the script: the IRS Form W-4, Employee's Withholding Allowance for ESS program must appear in the script prior to the Acceptance Form program (P085564). This requirement corresponds to one of the rules that you generated by running the Populate Director Form Rules/Edits report (R8985500): P085564 - Self Service Action Step 170. To include the IRS Form W-4, Employee's Withholding Allowance for ESS program, add step 50 in the desired script.

See Also

Setting Up Self-Service Process Flows

### Revising the IRS W-4 Form Workfile

This section provides an overview of revising the IRS W-4 Form Workfile and discusses how to input revisions.

#### Understanding the IRS W-4 Form Workfile

After you have run the Personal Employee Information Workfile Build program (R054101) and created the IRS W-4 Form Work File table (F085303W), a system administrator can use the IRS W-4 Form Work File Revisions program (P085303W) to review or change updated employee information. The IRS W-4 Form Work File is the live (permanent) table that stores the temporary information from the IRS Form W-4, Employee's Withholding Certificate table (F053030).

When reviewing employee information, the system administrator can perform any of these actions:

- Approve the records

- Reject the records

- Reset the records to a pending status

#### Forms Used to Review or Update the IRS W-4 Form Workfile

Form Name | FormID | Navigation | Usage
IRS W-4 Form Work File Revisions | W085303WA | Use the Fast Path and enter P085303W. | Select a record to review. When finished with review and input, complete the update tracking fields.

#### Reviewing and Updating the IRS W-4 Form Workfile

Access the IRS W-4 Form Work file Revisions form.

To revise the IRS W-4 Form workfile:

1. On I.R.S. W-4 Form Work File Revisions, select one of these options and then click Find:

   - Approved Records

   - Pending Records

   - Needing W-4 to be Printed

   - All Records

2. Review these fields and enter corrections as necessary:

   - Address Number

   - Date Employee Updated

   - Time Employee Updated

   - Calendar Year

   - No. Allow

   - Exempt Flag

   - Mar Stat

   - Name Chg

   - Additional Federal Withholding

   - Action Flag

3. Review these fields that cannot be changed:

   - Status

   - Appr By

   - Date Approved

   - Electronic Signature ID

   - User ID

   - Program ID

   - Work Stn ID

   - Updated By

   - Date Updated

   - Time Updated

4. When the review is complete and you are ready to complete the action, complete the Address Number field.

5. Select the desired records.

6. Select an appropriate action from the Row menu.

7. Click OK.

   Approved Records | Enter an option that specifies the type of processing for an event.
   Pending Records | Enter an option that specifies the type of processing for an event.
   Needing W-4 to be Printed | Enter an option that specifies the type of processing for an event.
   All Records | Select an option (radio button) that specifies the type of processing for an event.
   Date Employee Updated | No entry required. Date that the object was updated.
   Time Employee Updated | No entry required. Time that object was updated.
   No. Allow | Enter the total number of allowances claimed on IRS Form W-4
   Exempt Flag | Select a flag to indicate that an employee is claiming exemption from withholding of taxes on IRS Form W-4. To claim exemption, an employee has to meet all conditions listed on Form W-4.
   Mar Stat | Enter a code that represents the marital status of an employee. This code is required by IRS Form W-4.
   Name Chg | Select a flag, when set, that indicates the last name is different from that on the social security card. Values are: Blank: Name is same 1: Name is same
   Additional Federal Withholding | Enter an additional amount to be withheld from each paycheck. This value may be calculated using the worksheets in IRS Form W-4.
   Action Flag | Enter a value that defines the type of change that will be made to a record. This flag is used by the system in subsequent record processing.
   Status | Enter a user defined name or remark. To enter information, you must use the Accepted or Mistaken Appr options from the Row menu.
   Appr By | Enter the initials of the person approving the spending account claim. To enter information, you must use the Accepted or Mistaken Appr options from the Row menu.
   Date Approved | Enter a date for which a change was approved. To enter information, you must use the Accepted or Mistaken Appr options from the Row menu.

### Setting Up URLs for IRS Form W-4

This section provides an overview of Setting Up URLs for IRS Form W-4 and discusses how to create web links for this form.

#### Understanding URLs for IRS Form W-4 setup

Within the employee self-service benefit programs, including the IRS Form W-4, Employee's Withholding Allowance for ESS program (P0855303), employees can click an optional link to get information directly from the IRS. You can provide separate links to desired resource Web sites. The current values for these links are as follows:

- http://www.irs.gov/

- http://www.irs.gov/forms_pubs/forms.html

- http://www.irs.gov/forms_pubs/pubs.html

If UDC codes do not already exist for the URL descriptions, they can be added to UDC 08/UT. These values are suggested:

New Y/N | Value | Description | Description 2 | Hard Coded Y/N | Special Handling Code
Y | IRS | I.R.S. Homepage | Blank | Y | Blank
Y | IRF | I.R.S. Forms | Blank | Y | Blank
Y | IRP | I.R.S. Publications | Blank | Y | Blank

You use the Benefits Enrollment Plan/Option URL Address program (P085540) to assign the URL addresses. Although the URL specifications can potentially be implemented from more than one of the benefits setup programs, we recommend that you use the Categories By Benefit Group program (P08350) to assign URL addresses for the IRS website.

See Also

Setting Up URLs for Self-Service Benefits

### Saving Employee W-4 Information

This section provides an overview of the Budget Worksheet report and discusses how to:

- Run the Update Employee W-4 Information to Live Tables report

- Set processing options for the Update Employee W-4 Information to Live Tables report

#### Understanding the Update Employee W-4 Information to Live Tables report

You use the Update Employee W-4 Form Information to Live Tables program (R0855303) to transfer the W-4 information from the F085303W into the F053030 and F06017 tables for the selected employees.

A processing option allows you to run the batch program in proof mode to see any potential problems or in final mode to actually update the tables. You can use a second processing option to select whether you want to update only the F053030 table or the F053030 and F06017 tables. The system administrator can select whether to approve records while they are in the IRS W-4 Form Work File or wait until records are moved to the F053030 table.

If the Files to Update processing option to 0, the system moves both approved and unapproved records to the IRS Form W-4, Employee's Withholding Certificate table. The system administrator can then approve or reject the unprocessed records. If the Files to Update processing option is set to 1, and a tax year is set in the Tax Year processing option, then the system moves only approved records into the F053030 and F06017 tables.

#### Running the Update Employee W-4 Information to Live Tables report

Enter R0855303 in the Fast Path. Alternately, you can run this report from Batch Versions (enter BV or P98305W in the Fast Path) so you can access the processing options.

#### Setting Processing Options for Update Employee W-4 Form Information to Live Tables (R0855303)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Mode: | Specify the mode in which the report is run. 0: Proof 1: Final
2. Files to update: | Specify the tables in which the system stores information. 0: Add records only to F053030. 1: Add approved records to F06017 and F053030. Only approved records are added to the F06017.
3. Tax Year: | Specify a four digit calendar year.