Human Resources Presents
Supervisor Training Series
Payroll Forms
Friday, February 19, 2016
11:30 A.M. to 12:30 P.M.
Student Center Oak Room
Presenters: Amy Bobylak and Chris Heilgeist
Human Resources Supervisor Training Series
Training
Date
Completed
FMLA/Workers Comp
10/8/2016
X
Payroll Forms
2/19/2016
X
Departure Process
March 2016
Employee Onboarding
TBD
Developing Champions – Life Matters
2/24/2016 – See Email
Effective Management Styles – Life Matters
April 2016
Why Payroll Forms?
• You’ve let us know that employees have many questions about these
forms.
• Student employees may need extra assistance with these forms.
• Employees can make changes to Direct Deposit and W-4 forms as
frequently as needed.
Direct Deposit Authorization
• Account Type
must be correct,
otherwise direct
deposit record is
inactivated
• Routing Numbers
are always 9
digits.
• Forms without a
signature are not
valid and an
entirely new form
must be
submitted.
• Check with
Payroll before
closing bank
account
W-4 Form - Personal Information
• If Social Security Number,
Citizenship or Marital Status
is missing, the form is NOT
valid. An entirely new form
must be submitted.
• Marital status is a factor in
determining how much
money will come out of each
check.
• Less money is taken out of
each pay check if Married is
selected.
• Address must be the
employees permanent
address, not their campus
housing.
W-4 Form - Withholding Information
Exempt Wisconsin Resident
• Exempt from taxes means
the employee did not have a
tax liability in the previous
year and does not have a tax
liability in the current year.
• No taxes come out of their
pay checks
• Students often file this
category.
• Allowances must be LEFT BLANK when claiming EXEMPT.
• Exempt from Federal/State
Taxes? Yes = Exempt
• Additional Withholding must also be left blank.
• If allowances are provided along with the YES box checked, the form is NOT valid. An entirely
new form would need to be submitted.
W-4 Form - Withholding Information
Non-Exempt Wisconsin Resident
• Exempt from taxes means
the employee did not have a
tax liability in the previous
year and does not have a tax
liability in the current year.
• Non-Exempt – Employee
owes taxes and funds will
come out of their pay checks
0
•
•
•
•
0
• Exempt from Federal/State
Taxes? No = Non-Exempt
Allowances must be FILLED IN when claiming NON-EXEMPT.
Number of Allowances is determined by each individual’s situation (e.g., number of dependents).
The higher the number of allowances, the less amount of money will come out of each pay check
If NO allowances are provided and the No box is checked, the form is NOT valid. An entirely new form would need
to be submitted.
• Additional Withholding is not required. This is if the individual would like to have a specific dollar amount taken out
of their pay checks towards their taxes.
W-4 Form - Withholding Information Non-Exempt
Illinois Resident wanting Reciprocity
• Federal information filled out
as usual. See previous slides.
0
• Declaring Reciprocity means that
NO State taxes will come out of
the employee’s pay checks. The
employee would be responsible
for their own state tax payments.
• Employees residing outside
Wisconsin are not required to
declare reciprocity.
• To Declare Reciprocity: Chose YES for Exempt from WI State Taxes and check the box of the State in
which the employee resides.
• “Leave Above Fields BLANK for all other states outside of Wisconsin.” “If you have checked one of these boxes,
do NOT enter any amounts in the Wisconsin State Tax blocks.“
• If these are NOT left BLANK, the form is NOT valid. An entirely new form would need to be submitted.
W-4 Form - International Visitors and
Signature
• International employees must complete the International Visitors section, i.e., anyone
who selects Neither for their Citizenship election.
• Forms without a signature are not valid and an entirely new form must be submitted.
QUESTIONS?
Resources
• Amy Bobylak - ext. 2253 - rank@uwp.edu
• https://www.uwp.edu/explore/offices/humanresources/
• Important Forms
• Academic Faculty & Staff
• University Staff
• Student Employment
• W-4 https://uwservice.wisconsin.edu/docs/forms/pay-employeewithholding.pdf (Page 5 only)
• Direct Deposit (ACH) Authorization
https://www.uwp.edu/explore/offices/humanresources/upload/pay-directdeposit.pdf