The W-4 Forms table is where you’ll find all your workers who have a W-4 task assigned. Here you’ll see W-4 form completion status and where your action may be required. To access the W-4 Forms table, click I-9 Center in the left side panel. Then click W-4 Forms.
Looking for I-9 forms? These are housed in the I-9 Forms table. Learn more about the I-9 Forms table in this article.
Status Tabs
At the top of the table, there are five status tabs to quickly find W-4 forms in different stages of the W-4 completion process.
All: All workers regardless of status.
Pending: Workers assigned the W-4 task but have not started it.
In Progress: Workers have started the W-4 task but have not yet completed it.
Needs Review: Workers have completed the W-4 task but the forms require review.
If the worker has both a state and a federal form as part of the W-4 task, if they submit one of those forms, it will go into the Needs Review tab even if the other form hasn't yet been submitted.
Completed: The Worker has completed the W-4 task, the form(s) have been reviewed, and approved.
Tip!
To search for a worker, use the search at the top. You can search by name, Worker ID, or email. If a tab is selected, you will only search through that tab. To search all workers who have a W-4 task assigned, click the All tab.
Changing Column Data
Below the status tiles is the Columns button which allows you to select which columns of data will be visible on the I-9 Forms table. To remove or add data columns simply check or uncheck the boxes in the Columns pop-up.
Important Note:
The Email, First Name, Last Name, and Start Date columns cannot be removed.
Columns can be added or removed related to the W-4 form, worker details found in the Worker’s Profile such as Address or Location, or even custom worker attributes that are specific to your company’s account.
Click Apply to add the columns to your table. Click Reset to reset the columns to the default selections. Any customizations will apply only to your account.
Filtering
Next to Customize Columns you will see the Filters button which allows you to hone in on specific workers even more so than the status tabs at the top of the table.
To create a filter, select values from all three dropdowns. The options will change based on the initial dropdown selection. When finished, click Apply.
The types of W-4 filters you can build are:
Status: Results based on workers' completion statuses.
Case Tags: Results based on workers with a specific case tag or set of case tags. Learn more about Case Tags in this article.
To layer on additional filter criteria, click + Add condition group (OR) and then + Filter. These layered filters will be considered on an “or” basis.
Tip!
In addition to filtering by I-9 data, you can also filter by custom worker attributes in the filters screen.
Taking Action
To take action on a W-4 form or view the form(s), click the Manage button to the right of the worker's name. This will open the worker's W-4 profile.
The W-4 profile will show any completed W-4 forms which can be downloaded or printed. If the employee had more than one form assigned as part of their W-4 task, the number of completed submissions is visible towards the top right of the profile. You will also see the federal and state forms in different tabs.
The actions that can be taken on a W-4 form are in the table below:
Action | When to Take Action | Description & Details |
Restart | Anytime during the W-4 process if you've reviewed the form and have either found an issue with the information entered OR the employee has informed you that they've entered incorrect information. | Restarting the W-4 will:
|
Reject | Anytime during the W-4 process if you've reviewed the form and have either found an issue with the information entered OR the employee has informed you that they've entered incorrect information.
Although similar to the Restart option, Reject requires you to select a rejection reason which will be sent in the worker's communication. | Rejecting the W-4 will:
|
Accept | When the W-4 is completed and in the Needs Review Tab | Clicking Accept will move the W-4 forms into the Completed tab. |
Additionally, you can click the Take Action on W-4 button to open the W-4 form in a larger screen. You can also Accept or Reject the forms via this screen or upload a replacement provided by the worker.
Tags
Tags are free-text values created by users in your company’s account. Tags are used to quickly communicate facts about the worker and their W-4 form to others in your company.
For example, your company could create tags to indicate if someone has followed up with a worker via phone call about completing their W-4. Users can select previously created tags or type and hit enter to create a new tag.
Important Notes:
Tags are worker-specific, meaning if they're added to one worker's profile, they won't be automatically added to any other worker's profile.
Anyone in your company will be able to see tags added to a worker's W-4 profile. These are not just visible to you in your account.
Once Tags are created you use them when filtering.
You may or may not have access to Tags based on your user permissions.
Notes
Notes allow you to leave a free-text note directly in the worker’s W-4 profile. This can be useful to keep track of any actions you've taken with this employee, such as contacting the worker about completing the W-4 form.
While workers won't see any notes that have been added to their profile, any other users in your company’s account will see notes, who added them, and on what date.
Notes will also automatically be added when any status changes for the worker's W-4, such as completion, or when some actions are taken by a user such as restarting or rejecting a W-4.
Notes that you’ve added can be edited or deleted by clicking the 3 dots button.
Related Articles
⬅️ Previous article: W-4 Forms Worker Experience
➡️ Next article: W-4 & I-9 Restarts for Rehires