W4 Form
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W4
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Step 1: Enter Personal Information
Employee's Information
Employee’s Address
Employer’s Information
Employee’s Address
Step 2: Multiple Jobs or Spouse Works
Step 2b: Multiple Jobs Worksheet
Step 3: Claim Dependent and Other Credits
Step 4 (optional): Other Adjustments
Step 4b (optional): Deductions Worksheet
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What Is IRS Form W-4?
Form W-4: Employee’s Withholding Certificate is completed by an employee and provided to their employer. The employer uses this form to determine the correct amount of federal income tax to withhold from the employee’s paycheck and remit it to the government throughout the tax year.
Who Fills Out Form W-4?
Every individual employed by a business should complete Form W-4. While it is standard practice to fill out the form when starting a new job, there are other situations where updating your W-4 with your employer may be beneficial, such as after a change in marital status, the birth of a child, or a significant change in income.
When Is the Right Time to Complete Form W-4?
You should complete Form W-4 for your employer when you start a new job. However, you can submit a new form at any time if you need to adjust your withholding either to increase or decrease the amount withheld from your paycheck. After tax season, it's a good idea to reassess your family's tax situation. Reviewing your tax refund can help you determine whether any changes to your withholding are necessary to better align with your financial goals.
If you experience a major life change, it's important to reassess your tax situation. Events such as marriage, divorce, or the birth or adoption of a child may warrant adjustments to your withholding. These changes can significantly affect your tax liability, so updating your Form W-4 can help you avoid surprises at tax time. If you're unsure about how these changes impact your taxes, it's wise to consult a qualified tax professional who can provide personalized guidance based on your circumstances.
When Did Form W-4 Change to Eliminate Withholding Allowances?
Form W-4 was redesigned in 2020 to eliminate withholding allowances and simplify the process for employees. While the form still serves the same purpose to help employers determine how much federal income tax to withhold from an employee’s paycheck, it now offers greater transparency and ease of use. The updated version replaces complex worksheets and formulas with clear, straightforward questions, making it easier for employees to provide accurate information and improve withholding accuracy.
Withholding allowances were removed from the redesigned Form W-4 because they were previously tied to the personal exemption, which no longer applies. In recent tax years, you may have noticed that personal exemptions are no longer part of the federal tax return. This change took effect in 2018, following the passage of the Tax Cuts and Jobs Act in December 2017. In place of the personal exemption, the standard deduction was nearly doubled for all filing statuses, simplifying the tax filing process and reducing the need for allowances on the W-4 form.
What Way Does Form W-4 Influence My Tax Refund?
If you had insufficient withholding in the previous year, you may owe taxes when you file your return rather than receive a refund. In such cases, it's important to update your Form W-4 as soon as possible to avoid potential penalties and interest for underpayment in the current year. Additionally, if your tax refund is minimal or lower than expected, you may also consider increasing your withholdings to better align with your tax liability and avoid surprises at tax time.
If you had excess withholding during the previous year, you’ll likely receive a larger refund when you file your tax return. This happens because the additional amount withheld exceeds your actual tax liability. However, instead of effectively giving the government an interest-free loan for much of the year, you could adjust your Form W-4 to reduce your withholding and take home more money in each paycheck. This allows you to better manage your cash flow and use your income throughout the year, rather than waiting for a refund at tax time.
What Details Are Required on Form W-4?
Form W-4 provides your employer with the necessary information to accurately withhold federal income taxes from your paycheck. The details you include on the form directly impact your overall tax situation, including whether you receive a refund or owe additional taxes at the end of the year. That’s why it’s essential to complete the form as accurately as possible. To do so, you’ll need to have information about all jobs you hold, as well as your spouse’s income if you’re married and filing jointly.
Step 1: Personal Information
The first section of Form W-4 is the Personal Information section. In this part of the form, you’ll provide
your first name, middle initial, last name, address, Social Security number, and filing status (e.g.,
Single, Married filing jointly, or Head of household). This information is essential for your employer to
correctly apply the federal income tax withheld to your IRS tax account.
It’s important that the name you enter on Form W-4 exactly matches the name on file with the Social Security Administration (SSA). If you’ve recently married and changed your last name, or made any other legal name change, be sure to update your name with the SSA before submitting the form. A mismatch can cause delays in processing your tax records and may affect your ability to receive credit for your earnings.
Your filing status is a key part of the first section on Form W-4, as it directly affects how much federal income tax your employer will withhold from each paycheck. The tax withheld depends on how you plan to file your tax return. For example, assuming income from only one employer, a single taxpayer typically has a higher tax liability than someone who is married filing jointly, especially if the spouse does not work. This is because the standard deduction for married filing jointly is twice as high as that for a single filer, which lowers your taxable income and, in turn, your overall tax liability.
Step 2: Multiple Jobs or Spouse Works
Multiple Jobs or Spouse Works should be completed only if you have more than one job at the same time or if
your spouse also works. This step ensures that the correct amount of tax is withheld based on your total
household income.
Step 3: Claim Dependents
If your total income is less than $200,000 (or less than $400,000 if married filing jointly), you may
complete this section using the information for any children or other dependents you plan to claim on your
tax return.
In the first box, enter the number of qualifying children under age 17 and multiply that number by $2,000.
In the second box, enter the number of other dependents and multiply that number by $500.
In the third box, add the amounts from the first two boxes and enter the total.
Step 4: Other Adjustments
Step 4 of Form W-4 allows you to make additional adjustments to your tax withholding. It includes two
optional lines: Line 4(a) for increasing withholding and Line 4(b) for decreasing it.
Line 4(a) is used on this line if you expect to earn income that isn’t subject to withholding, such as income from freelance or contract work. This type of self-employment income is generally subject to both income tax and self-employment tax, and you're typically required to make quarterly estimated tax payments. However, you can also choose to have more tax withheld from your regular paycheck to help cover those taxes. Line 4(a) can also be used if you receive other types of non-wage income, like interest, dividends, or retirement distributions, that don’t have withholding.
Line 4(b) lets you reduce your withholding if you plan to claim deductions beyond the standard deduction on your tax return. By accounting for these deductions now, you can avoid having too much tax withheld. For help calculating the amount to enter, refer to the Deductions Worksheet on page 3 of Form W-4.
Step 5: Sign
After carefully reviewing and ensuring that all information on the Form W-4 is accurate and complete to the
best of your knowledge, proceed to Step 5. In this final step, you must sign and date the form. Please note
that the Form W-4 is not considered valid unless it is properly signed.
How Are the Supplemental Worksheets on Form W-4 Intended to Be Used?
You may use the supplemental worksheets to assist in completing your Form W-4. These worksheets are for your personal use and do not need to be submitted with the form. You can keep them for your records once completed.
Step 2(B): Multiple Jobs Worksheet
Step 2(B) is for individuals with multiple jobs or those whose spouse also works. It uses a table found on
page 4 of Form W-4 to help calculate more accurate withholdings based on combined household income.
- Complete Section 1 of the Multiple Jobs Worksheet if there are two jobs in the household—whether both are yours or split between you and your spouse. Use the table on page 4 to find the amount at the intersection of the higher-paying and lower-paying jobs, then enter that amount on line 1. After that, skip to Section 3.
- Complete Section 2 if there are three or more jobs in the household. First, use the two highest-paying jobs to find the value from the table and enter it on line 2a. Then, combine the wages of those two jobs and treat them as one "higher-paying job." Use that combined amount along with the third job to find the corresponding value from the table and enter it on line 2b.
- Add lines 2a and 2b to get the total on line 2c.
- Line 3 asks for the number of pay periods in the year for the highest-paying job.
- Line 4 calculates the per-pay-period adjustment by dividing the amount from line 1 (if you completed Section 1) or line 2c (if you completed Section 2) by the number on line 3.
Step 4(B): Deductions Worksheet
Step 4(b) should be completed by individuals who expect to itemize deductions instead of claiming the
standard deduction, or who anticipate claiming substantial tax credits. On Line 1, enter your estimated
itemized deductions for the year. Line 2 shows the standard deduction for the current tax year.
Line 3 is used to calculate the difference if your itemized deductions exceed the standard deduction. Enter the difference on Line 3. Line 4 is for any significant tax credits you plan to claim. Finally, Line 5 adds together the amounts from Lines 3 and 4. The total from Line 5 should be entered in Step 4(b) on the main Form W-4.
Is It Necessary to Fill Out the Entire Form If I Have a Basic Tax Situation?
Although the form includes five steps, you are only required to complete Step 1 (personal information) and Step 5 (signature). If you fill out only these two sections, your withholding will be calculated based solely on your filing status and the standard deduction, with no additional adjustments.