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Anytime a company hires a new employee, the IRS requires the completion of a number of tax forms, including a W-4 tax form. This tax document is the Employee’s Withholding Allowance Certificate that informs the employer on how much tax to take out from each paycheck. In lieu of a W-4 form, an employer may withhold the same amount of federal income tax as an individual claiming no withholding allowance.

General W-4 Tax Forms Information
Contrary to what some people believe, an employer does not have the option to withhold any amount desired from pay. The W-4 form is designed to accompany the IRS withholding tables. This table is broken down by salary amounts. The sum of money taken out of each check is based on the information filled out on the W-4 form.

The more allowances claimed on the form, the less money is taken out each pay period. While employees may think it's a good idea to have a larger amount withheld throughout the year to receive a bigger refund, it's better to pay the right amount of tax so you have enough money during the year to use efficiently.

Maintaining W-4 Tax Form Records
According to the IRS, an employer is required to maintain W-4 tax records for at least four years after an individual has filled out the form. This ensures the company is withholding the correct amount of taxes according to an employees’ instructions. It's important to keep the records, as occasionally the IRS may request verification from the forms and ask for a hard copy of the form even after the employee is no longer employed with the organization.

In some cases, the IRS may find an issue with the withholding amount of a particular employee. A lock-in letter will inform the company of any additional amounts that should be withheld from pay. This letter counteracts any previous W-4 forms completed by the employee.

Can You Purchase W-4 Tax Forms in Multipacks?
Staples® carries multipacks of W-4 forms and 1099 tax forms that are ideal for businesses with large numbers of employees. The multipacks contain 25 forms per pack to ensure you have extras on hand throughout the year.

How Many Allowances Should an Employee Claim on a W-4 Tax Form?
The number of allowances an individual needs to claim depends on several different factors. The goal is to withhold enough from paychecks to avoid paying taxes at the end of the year. Consider how much money is made throughout the year, how many jobs an individual holds, and whether or not the employee has dependents. For example, a married person with four children will probably claim more allowances than a single individual with no dependents.

How Often Should You Fill Out W-4 Tax Forms?
You should fill out a new W-4 form every time you start a new job. A new form should also be filled out if your personal or financial status changes. It's important the information on the form remains as accurate as possible throughout the year as it affects the amount of refund you receive in your tax return or how much you have to pay on your annual income tax.
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TOPS 2018 Laser V2245 W-4 Employee's Withholding Allowance Certificate Forms For 25 Recipients, 25 Cards Per Pack (V2245-2018)
Item : 24256774
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  • W-4 for reporting Employee's Withholding Allowance Certificate
  • 1 part
  • Printed in black ink
11.88 $11.88
Each
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TOPS 2017 Laser V2245 W-4 Employee's Withholding Allowance Certificate Forms For 25 Recipients, 25 Per Pack (V2245-2017)
Item : 24256777
Add to Favorites
  • W-4 for reporting Employee's Withholding Allowance Certificate
  • 1 part
  • Printed in black ink
11.88 $11.88
Each
1
  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
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  • 9
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