Please note that this feature in Shoobx is only available to our HR Plus customers. If you would like to have HR Plus enabled, please speak with your account manager.
Your employees need to be paid, and you need to know how much federal tax should be withheld from their salaries. That's where the W-4 comes in--it helps your company know how much income tax to take out of an employee's salary. Form W-4, or Employee’s Withholding Allowance Certificate, is the form that employees fill out so that the employer can withhold the correct federal income tax from their pay.
Most companies have new employees fill out Form W-4 on their first day so they can get the employee's information into the payroll system before their first payday. It's a good idea to encourage your employees to review their Form W-4 annually and complete a new one when their financial situation changes. If employees want some help completing their W-4, they might find the IRS Withholding Calculator helpful.
People often confuse the W-4 (which is for employees) with the W-9 (which is for consultants/advisors). For more information on that document, see our Form I-9s article.
Shoobx makes it easy for your employees to complete their Form W-4 in Shoobx and allows you to see the status of each employee's W-4 at a glance with the Employee Overview Report.
Frequently Asked Questions
How can I configure Shoobx so that my employee's W-4s are filled out generatively in Shoobx?
Under 'HR Settings' on your Administration dashboard, click on Employee Workflows. On the left panel of the Employee Workflows page, select the Form W-4 tab. Next to "Generate Form W-4 in Shoobx," select Yes.
After you've set up those settings, the "Submit or Update Your IRS Form W-4" button will be available to your employees on their Employee Setup panel (on their home screen in bright green buttons) and on their 'Available Workflows' page.
How can I configure Shoobx so that my employees whose offer letters are generated on Shoobx are prompted to complete their W-4s on Shoobx, but employees whose offer letters are uploaded to Shoobx ARE NOT prompted to complete a W-4?
When you upload an employee's offer letter, you'll get a screen titled, "Require Onboarding Paperwork?" If you check the "Employee Needs to Complete Onboarding?" checkbox, then the employee will receive an email reminder to complete an I-9 and W-4.
If this box is not checked, the employee will NOT receive a reminder.
Where Can I Find a List of all Present and Missing W-4s at a glance?
Shoobx allows you to see the status of each employee's W-4 at a glance in the Document Audit Report. You'll find this in the Human Resources panel of your Company dashboard.
What is the "Employee Form W-4 (Upload Only)" button for?
The "Employee Form W-4 (Upload Only)" button is only available to those with full HR access and above.
It is used W-4 forms that were finished in the past, and are just being entered into Shoobx for record-keeping purposes.
Why has my Employee Filled out their W-4 Multiple Times?
Shoobx makes the W-4 form available to employees to fill out at anytime. Your employees may wish to complete a new one when their financial situation changes.