Withholding Info W4/W5 US - Create New Record

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Procedure Updated: 
01/15/20

Use this procedure to create a new Withholding Info W4/W5 US (0210) infotype record for an employee. Creating a new record is necessary when the employee does not have an active infotype record or when the employee has an existing infotype record but you do not want to copy over the existing data fields.

Tips: 

In order to process payroll, employees must have an active Withholding Info W4/W5 US (0210) infotype record.

Please note per the Education Jobs and Medicare Assistance Act the W5 has not been used since 2010.

Federal tax overrides from Add. Withh. Info. US (0234) infotype will appear in Withholding Info W4/W5 US (0210) records. Federal tax overrides cannot be maintained directly in Withholding Info W4/W5 US (0210). Refer to the Add. Withh. Info. US procedures.

  1. Step 1

    Enter transaction code PA30 in the command field and click the Enter button.

    Screenshot of command field.

  2. Step 2

    Complete the following field:

    • Personnel no.

    Screenshot of personnel number.

  3. Step 3

    Click Enter to populate the employee information.

  4. Step 4

    On the Payroll tab, click the box to the left of the Withholding Info W4/W5 US.

  5. Step 5

    In the Time period section, select the Period radio button and enter the effective dates of the Withholding Info W4/W5 US record.

    TIPS:
    • The From date should reflect the actual check date the Form W-4 is effective OR the New Hire start date for a new employee. If you are uncertain of the check date, refer to the Payroll Calendar.

    • The To date should reflect the end date of the elections.  For example:

      • If you are creating an exemption and the exemption is ongoing, use 12/31/9999 as the end date. 
      • If the exemption is to end, use the day before the check date in which the exemption ends as the end date.
    • When making a retroactive change in accordance with the specific check date, retroactive changes will only process the initial period if another infotype record is also maintained for the same pay period.

    • HRMS will not retroactively collect taxes from an employee, but will refund an employee and correctly adjust the employer amounts (both collect or refund).

  6. Step 6

    In the Direct Selection Infotype STy, enter the appropriate Subtype for your Withholding Info W4/W5 US record:

    • FED

  7. Step 7

    Click the Create button.

  8. Step 8

    Complete the following fields:

    The following fields are mandatory:

    • Start
    • Filing Status

    The following fields are optional:

    • Use Higher Withholding Rates Schedule
    • Credits for dep.
    • Tax Exempt Ind.
    • Add.withholding
    • Non-resident tax calculation
    • Other income
    • Deductions

    TIPS:
    • The Filing Status, Credits for dep., Tax Exempt Ind., Add.withholding, Other income, and Deductions fields should be completed based on the employee’s Form W-4 – Employee’s Withholding Allowance Certificate selections.

    • Filing Status should contain the box checked in Step 1(c) of the Form W-4:

      • Single or Married filing separately:
        • 01 or 03
      • Married filing jointly (or Qualifying widow(er))
        • 04 or 08
      • Head of household
        • 06
      • NOTE:  Do not use 02 as it is for employees that have an active Form W-4 from 2019 or earlier.

       

    • The Use Higher Withholding Rates Schedule indicator should be checked if the employee has checked the box in Step 2 of the Form W-4.

    • Credits for dep. should reflect the total amount in Step 3 of the Form W-4

    • The Tax Exempt Ind. field determines if the employee is exempt from taxation. The field will default to not exempt.

      Using the Tax Exemption indicator “Y” will make the wages exempt from taxation and not reportable to the IRS.

      • Example for this indicator:  Payments processed for deceased employees.

      Using the Tax Exemption indicator “R” will make the wages exempt from taxation and earnings reportable to the IRS.

      • Example for this indicator:  Employees who submit a W-4 with the filing status of “exempt.” Employees claiming except from withholding will write the word ‘Exempt’ in the space under Step 4(c) of the Form W-4.
    • Add.withholding should contain the amount in Step 4(c) of the Form W-4.

    • The Non-resident tax calculation indicator should be selected for an employee designated as a non-resident for payroll tax calculation purposes. See Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Entities.

    • Other income should contain the amount in Step 4(a) of the Form W-4.

    • Deductions should contain the amount in Step 4(b) of the Form W-4.

  9. Step 9

    Click the Enter button to validate the information.

  10. Step 10

    Click the Save button.