How To: Declare Federal and State Income Tax Withholding (W-4/DE-4) via Stanford Axess

Who does this?  Stanford Employees (U.S. Citizens, Green Card Holders, Resident Aliens and Non-Resident Aliens)

When?  As of 2020, IRS Form W-4 has been redesigned to reduce the form's complexity and to increase transparency and accuracy in the withholding system. In the 2020 Form W-4, employees are no longer able to request adjustments to their withholding using withholding allowances. Instead, employees will provide employers with amounts to increase or reduce taxes and amounts to increase or decrease the amount of wage income subject to income tax withholding.

How?  Securely update withholding allowance elections at any time from the Stanford Axess web site

 

On this page:

 

For U.S. Citizen, Green Card Holder and Resident Alien Employees (4 steps)

step 1

Launch Stanford's Axess web site:

  1. Click https://axess.stanford.edu/.
  2. Click Login.
  3. Enter your SUNet ID and password as prompted.
step 2

Declare your residence status:

  1. Select the Employee Center tab.
  2. Click View/Edit Withholdings in the Pay section.
  3. Click US Citizen or Permanent Resident to acknowledge your citizen, green card, or resident alien status.
step 3

Make or change W-4 election for federal income tax withholding certificate:

  1. Select the Form W-4 tab.
  2. Review basic personal information and select a filing status in Step 1.
  3. Complete Steps 2, 3, and/or 4 only if relevant to your personal situations.
  4. Select the checkbox in Step 5 to confirm the accuracy of the information and consent statement.
    Note: For help in determining your W-4 entries, click the W-4 Worksheet link at the top of the form.
  5. Click Submit button when all W-4 entries or updates are complete.
step 4

Make or change DE-4 election for California withholding certificate:

  1. Select the Form DE-4 tab.
  2. Review your Full Name and Home Address.
  3. Select your Filing Status.
  4. Enter the Number of allowances you wish to claim for regular withholding allowances, Worksheet A.
  5. Enter the Number of allowances you wish to claim for estimated deductions, Worksheet B.
  6. Enter any Additional amount you want withheld from each pay period, Worksheet C.
  7. Select the checkbox to confirm the accuracy of the certificate and consent statement.
    Note: For help in determining your DE-4 withholding allowances, click the DE-4 Worksheet link at the top of the form.
  8. Click Submit when all DE-4 entries are complete.

 

What Happens Next?

 

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For Non-Resident Alien Employees (5 steps)

step 1

Launch Stanford's Axess web site:

  1. Click https://axess.stanford.edu/.
  2. Click Login.
  3. Enter your SUNet ID and password as prompted.
step 2

Declare your residence status:

  1. Select the Employee Center tab.
  2. Click View/Edit Withholdings.
  3. Click Non-US Resident to open the Employee's Tax Data Form.
step 3

Complete Employee's Tax Data Form:

  1. Verify your Name.
  2. Select any status that is applicable to you:
    • Currently Registered S.U. Student Grad/Undergrad
    • Registered Post Doc
    • Visiting Student Researcher
  3. Enter your Country of citizenship.
  4. Enter your Country of residence.
  5. Enter your Current visa type.
  6. Enter your most recent Entry date.
  7. List all your stays in the U.S. during the last six years:
    • Enter Entry Date.
    • Enter Exit Date.
    • Select a Visa Type from the drop-down menu.
    • Click the Add Row button to add multiple Entry and Exit Dates, or click Remove to delete the entry.
  8. If claiming treaty exemption, you must complete Form 8233, by following the How To: Claim Tax Treaty for Salary Payments instructions.
  9. Click Continue to complete Form W-4 and Form DE-4.
step 4

Make or change W-4 election for federal income tax withholding certificate:

  1. Select the Form W-4 tab.
  2. Review basic personal information and select a filing status in Step 1.
  3. Complete Steps 2, 3, and/or 4 only if relevant to your personal situations.
  4. Select the checkbox in Step 5 to confirm the accuracy of the information and consent statement.
    Note: For help in determining your W-4 entries, click the W-4 Worksheet link at the top of the form.
  5. Click Submit button when all W-4 entries or updates are complete.
step 5

Make or change DE-4 election for California withholding certificate:

  1. Select the Form DE-4 tab.
  2. Review your Full Name and Home Address.
  3. Select your Filing Status.
  4. Enter the Number of allowances you wish to claim for regular withholding allowances, Worksheet A.
  5. Enter the Number of allowances you wish to claim for estimated deductions, Worksheet B.
  6. Enter any Additional amount you want withheld from each pay period, Worksheet C.
  7. Select the checkbox to confirm the accuracy of the certificate and consent statement.
    Note: For help in determining your DE-4 withholding allowances, click the DE-4 Worksheet link at the top of the form.
  8. Click Submit when all DE-4 entries are complete.
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What Happens Next?

  • The receipt of your changes is confirmed when you see the 'Submit Successful' page. Please wait 24 hours for your changes to be reflected in the online form. If you submit two or more changes in a day, only your latest submission will be updated.
  • Information submitted / received by 11:30 PM PST on the 15th of each month will be reflected on paychecks issued on the 22nd.
  • Information submitted / received by 11:30 PM PST on the last day of each month will be reflected on paychecks issued on the 7th of the following month.

Questions?

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