Information pertaining to W-4
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First Published :Mon Jan 05 19:16:35 GMT 2015
Last Modified :Wed Oct 02 17:25:49 GMT 2019
Last Published :Wed Oct 02 17:25:49 GMT 2019
Instructions for employees regarding W-4
A W-4 form tells your employer the amount of Income tax to withhold from your paycheck.
There is no limit on the number of times you can update your W-4 in Employee Self Service but changes are limited to once per day. Changes are never retroactive and will be effective immediately and reflected on the next paycheck provided the change is made prior to TSS running that payroll cycle.
NOTE that there are two sections: Federal and State. They are separate and not related, but display on the same page, and both must be updated.
You can think of an allowance as a person. That person can be yourself, your spouse, or your children and/or dependent(s). An employee who claims “Single” are withheld at a higher rate than an employee who claims “Married.” An employee who claims “Single Zero” has the most amount of tax withheld from their paycheck for that pay period. The more allowances you claim, the less amount of tax is withheld from your paycheck. You may wish to use this Withholding Calculator from the IRS: https://www.irs.gov/individuals/irs-withholding-calculator
To update your W-4 through Employee Self Service, please follow the instructions below.
Open Internet Explorer or Mozilla Firefox.
Go to https://hrss.uit.tufts.edu and select the Employee Self Service Login.
Once on the Employee Self Service Login page, enter your User ID and Password.
Make sure you are on Employee Self Service at the top of the page.
Click on “Paycheck and Compensation”
Click on "W-4, W-2, W-2 Consent"
Click on “W-4 Tax Information”
This pulls up your current tax information. You can change your marital status and the number of allowances here to what you wish to claim, and click "submit" at the bottom of the page. You can only do this once a day.
If you want to claim more than 10 allowances, you will need to submit a paper copy to TSS. TSS will update your W-4 information accordingly.
Claiming Exempt- Note this can be done for Federal and/or State, but each must be entered separately
You can claim an exemption from tax withholding if you had no income tax liability last year and expect the same this year.
If you are a faculty/staff claiming exempt from Income Tax you need to submit a paper form. Students and temps can claim tax exempt online instead of a paper form. Under the State section, they must put an “X” for Marital Status.
A Foreign National will see the option to claim exempt, but this is actually not an option. A Foreign National can only be exempt from Income Tax if the Tax Treaty Analysis provides for it.
The exempt status for the previous year typically expires on February 15th of the following year, but for 2018, the 2017 exemption expired on February 28th because they did not release the new W-4 forms prior to February 15th
Live In versus Work In State for State Taxation
We are required to withhold taxes in the state that you are WORKING in. Since the University is in MA and most employees are working in MA, the State You Work In and Live In defaults to MA. Staff, Faculty, and Temps who want to change either the Work In or Live In State, must contact TSS and report what work you are doing for Tufts in that Other State so that we can approve and adjust. EServe will appear to allow you to change the State, but once you hit Submit and return to the page, it will still display MA even though your changes have been registered.
The Work In State and Live In State for a Student will also default to MA since both are intended to be the address in which work is performed and not the parents' or permanent address.
If you are having technical difficulties, please contact Tufts Technology Services (TTS), they will be able to help. You can contact them at 617-627-3376 or through email at https://access.tufts.edu/get-work-done#It-request between the hours of 9:00 a.m. and 5:00 p.m.
Please make sure you have logged into eServe through the link at AccessTufts: https://access.tufts.edu/software/eserve rather than a link you may have saved somewhere else. If you do use an old link, you may be prompted for your password, which will then not be accepted! If this happens, please make sure you are using the correct link and you may need to clear your cache/cookies or use a different browser and the correct link!