Quick Steps: Declare or Change Withholding Allowances

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

When?  New employees need to declare withholding allowances. Existing employees want to view, print, or change their current withholding allowances.

How?  Using Stanford's Online W-4 / DE-4 Application

On this page:

• For U.S. Citizens and Green Card Holder Employees
• For Resident Alien Employees

For U.S. Citizens and Green Card Holder Employees (5 steps)

Launch Stanford's online W-4/DE-4 application:

1. Click https://hrms.stanford.edu/w4/.



Note:  The online W-4 application is also available from the Axess Employee Information page by selecting Edit W-4 and DE-4 Information.


2. Enter your SUNet ID and password as prompted.
3. Click the link on the Web Authentication window to continue.

Click Yes button to acknowledge your citizen or green card status and follow:

1. Step 3 to declare withholding allowances as a new employee.
2. Step 4 to change previously declared withholding allowances.
3. Step 5 to print a copy of your current withholding allowances.

For NEW employees declaring withholding allowances for the first time:

1. Complete the Federal W-4 Form:



Note:  Name, Social Security Number and Home Address fields are pre-populated.


• Select your filing status in section 3.
• Enter the total number of allowances you wish to claim in section 5.



Note:  For help in determining your federal withholding allowances, click the W-4 Instructions and Worksheet link on top of the online form.


• Enter any additional amount you want withheld from each paycheck in section 6.
• Or check the box next to Exempt in section 7 to claim exemption from federal withholding taxes.
2. Then scroll down to complete the California State DE-4 Form:
• Select your filing status.
• Enter the number of allowances in section 1.



Note:  For help in determining your state withholding allowances, click DE-4 Instructions and Worksheet link on top of the online form.


• Enter any additional amount you want withheld from each paycheck in section 2.
• Or check the box next to Exempt in section 3 to claim exemption from state withholding taxes.
3. Click Submit Online button when all entries are complete.

Note:  Please wait 24 hours for your changes to take effect. If you submit 2 or more changes in a day, only your latest submission will be updated.

To change your current withholding allowances:

1. Update information as required on the federal W-4 Form.
2. Update information as required on the state DE-4 Form.



Note:  For help in determining your withholding allowances, click the W-4 and DE-4 Instructions and Worksheet links on top of the online forms.


3. Click Submit Online button when all updates are complete.

Note:  Please wait 24 hours for your changes to take effect. If you submit 2 or more changes in a day, only your latest submission will be updated.

To print a copy of your current withholding allowances:

1. Scroll down to the bottom of the DE-4 Form and click Print Forms button.



Note:  Use caution when printing the Form to a public printer as it contains your Social Security Number.

For Resident Alien Employees (4 steps)

Launch Stanford's online W-4 / DE-4 application:

1. Click https://hrms.stanford.edu/w4/.



Note:  The online W-4 application is also available from the Axess Employee Information page by selecting Edit W-4 and DE-4 Information.


2. Enter your SUNet ID and password as prompted.
3. Click the link on the Web Authentication window to continue.

Complete Employee's Tax Data Form:

1. Click No button under the question "Are you a US Citizen or a Green Card Holder?" to open the Employee's Tax Data Form.


2. Complete Page 1 of the Form:



Note:  Name and Social Security Number (when applicable) fields are pre-populated.


• Enter your Country of Citizenship.
• Enter your Country of Residence.
• Enter your Current Visa Type and #.
• Enter your Entry Date.
• List entry and exit dates of all stays in the U.S. during the last 6 years (including Visa Type).
3. Click Print Form (Page 1 of 2) button to print page 1 of the Form.



Note:  Use caution when printing the Form to a public printer as it contains your Social Security Number.


4. Click Continue button to go to page 2.
5. Complete the Federal W-4 on Page 2 of the Form:
• Select your filing status in section 3.
• Enter the total number of allowances you wish to claim in section 5.



Note:  For help in determining your withholding allowances, click the W-4 and DE-4 Instructions and Worksheet links on top of the online forms.


• Enter any additional amount you want withheld from each paycheck in section 6.
6. Then scroll down to complete the California State DE-4 Form:
• Select your filing status.
• Enter the number of allowances you wish to claim in section 1.
• Enter any additional amount you want withheld from each paycheck in section 2.
7. Click Print Form (Page 2 of 2) button to print page 2 of the Form.



Note:  Use caution when printing the Form to a public printer as it contains your Social Security Number.


8. Sign and date all sections of the form.
9. Mail the completed form to:
   
   

   Stanford Payroll
   655 Serra Street, MC 6112
   Stanford, CA 94305-6112

Sign and date all sections of the Form.

Mail the completed Form to:

Stanford Payroll
655 Serra Street, MC 6112
Stanford, CA 94305-6112

 

What happens next?

• Information submitted / received by 5 PM PST on the 15th of each month will be reflected on paychecks issued on the 22nd.
• Information submitted / received by 5 PM PST on the last day of each month will be reflected on paychecks issued on the 7th of the following month.

Questions?

• If you have questions, please submit a HelpSU ticket. Select Category Central Offices and Request Type Payroll.