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:

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
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
- Multiple Job Flag
- Claim Dependent 1
- Claim Dependent 2
- Total Claim Dependent
- Other Income
- Deductions
- Action Flag
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
When the review is complete and you are ready to complete the action, complete the Address Number field.
Select the desired records.
Select an appropriate action from the Row menu.
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.
- Multiple Job Flag
  The flag when set indicates that only two jobs exist for the employee.
  This option is applicable for jobs with similar pay. If the option is not set, and is populated with the default value 1, excess tax may be withheld than necessary.
- Claim Dependent 1
  Enter the amount generated by multiplying the number of qualifying children under the age of 17 by $2,000.
- Claim Dependent 2
  Enter the amount generated by multiplying the number of dependents who are not qualifying children under the age of 17 by $500.
- Total Claim Dependent
  Enter the total amount in the Claim Dependents section.
- Other Income
  Enter the other income. This amount is entered for a year for which an employee does not expect any withholding on income.
- Deductions
  Enter the deductions. Deductions an employee expects other than the standard deduction in a year.
- 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.