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2020 W-4 & Tax Set Up

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Overview

The 2020 W-4 comes with many changes that require new setup in Avionté. As of 1/1/20, Avionté will look to the tax setup for employees in the 2020 Tax Set Up tab in Employee > Payroll > Tax first before looking to the Tax Set Up tab, which will house information configured from pre-2020 W-4s. In order to adopt the new 2020 W-4, you will need to activate the e-signature document (if using electronic W-4s) and follow a new process for entering employee tax setup in the Employee > Payroll > Tax section.

 

Table of Contents:

 

Activate the Adobe Sign Document in AviontéBOLD

 

 

Activate the Adobe Sign Document in AviontéAERO

 

 

Enter Employee's W-4 Selections Manually (Paper Form)

 

 

2020 W-4 & Tax Set Up Training Webinar

 

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Activate the 2020 W-4 E-Signature Document

You will need to begin using the 2020 W-4 as of 1/1/20. Avionté offers the electronic W-4 as a standard eDocument and Adobe Sign template (currently in progress). Follow the instructions below based on which e-document solution you are using: 

 

 

Using Legacy eDocuments

 

If you are utilizing the employee portals and Avionté Legacy E-Documents, you now have the new W-4 Form available for usage beginning 1/1/2020 to send to candidates. Due to this being a brand-new form, you must log into their Administrator Portal and make it active for the applicable branches. After the new eDocument is activated, you can send this to employees via the Employee > Documents > Edocuments tab as normal. Once the employee completes the 2020 W-4 e-signature document, the employee's selections will automatically be entered and saved into the new 2020 Tax Set Up tab in Employee > Payroll > Tax.

 

In order to activate the new 2020 W-4 as an eDocument:

 

  1. Log into your Administrator (Admin) Portal.

  2. Select Edocuments from the main menu.

  3. From the list of eDocuments, click View next to the edocument titled "W4 Form"

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  4. A new window will open. Check off any branches which will need to use the new federal W4.

  5. Click Update to save.

 

The previous version of the W4 Form will now be labeled "W4 Form 2019," to designate it as being the previous version. You may also consider inactivating this old version of the eDocument as of 1/1/20. You can inactivate the old version using the step above, but instead uncheck the boxes for branches.

 

Note: Hosted clients have already received this updated eDocument. Self-hosted clients must create a ticket and request a system upgrade to receive this new functionality.  

 

Using Adobe Sign

 

To use the 2020 W-4 with Adobe Sign, you will need to activate the new 2020 W-4 document template to add it to your onboarding process. Once the form is activated, you can send it to employees via an Onboarding Task. Once the employee completes the 2020 W-4 e-signature document, the employee's selections will automatically be entered and saved into the new 2020 Tax Set Up tab in Employee > Payroll > Tax.

 

Activate Adobe Template in AviontéAERO

 

  1. Navigate to Admin > Talent Module Settings

  2. Select the Onboarding tab at the top of the screen

  3. Scroll to the E-Signature Templates section and locate the template named "Federal W4 (2020)"

  4. Toggle this template to be On

  5. Click on the name of the template in the list to configure the document.

  6. Ensure the Template Type is set to Federal W-4

  7. Make any other necessary set-up changes such as permissions. For more information on this configuration, see the Talent Module Settings article.
  8. Click Save.

  9. You may also choose to turn off the Federal W4 (2019) document in order to eliminate confusion and prevent future employees from completing the old version of the form. If the Federal W4 is part of any Onboarding Packets, be sure to navigate to the Packets tab to update the packets accordingly.

Note: If you need the Spanish 2020 W-4 template, please request this via a ticket request in our Support Center.

 

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To have employees complete the new 2020 W-4, you will send the 2020 W-4 as a Talent Task as normal. Once the employee completes the 2020 W-4 e-signature document, the employee's selections will automatically be entered and saved into the new 2020 Tax Set Up tab in Employee > Payroll > Tax.

 

Activate Adobe Template in AviontéBOLD

  

  1. Navigate to Utilities > Onboarding Tasks

  2. Expand the E-Signature Templates section

  3. Click on the name of the template in the list to configure the document.

  4. Ensure the Template Type is set to Federal W-4

  5. Make any other necessary set-up changes such as group permissions. For more information on this configuration, see the Talent Onboarding - Admin Actions article.


  6. Click Save

  7. In the templates list, switch the template named "Federal W-4 (2020)" to On

Note: If you need the Spanish 2020 W-4 template, please request this via a ticket request in our Support Center.

 

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To have employees complete the new 2020 W-4, you will send the 2020 W-4 as a Talent Task, as normal. Once the employee completes the 2020 W-4 e-signature document, the employee's selections will automatically be entered and saved into the new 2020 Tax Set Up tab in Employee > Payroll > Tax.

 

 

Entering Employee Taxes Manually (Paper Form)

If you are collecting employees' W-4 forms Within the Employee > Payroll > Tax screen, there is a new side-tab called 2020 Tax Set Up. The original Tax Set Up side tab will continue to house any previous (pre-2020) tax setup as well as state and local configuration. When generating checks, the system will pull from the original tab for exemptions during processing of payroll. However, beginning in 2020, federal tax setup will be done in the 2020 Tax Set Up side-tab.

 

All U.S. State & Canadian taxes will continue to operate on the Tax Set Up tab. Only U.S. Federal Taxes beginning on 2020 should be entered into the 2020 Tax Set Up tab.

 

The instructions below outline how to enter employee federal tax withholding manually (if using paper forms). If you are using the 2020 W-4 e-signature documents, the employee's selections will automatically flow into the 2020 Tax Set Up tab in the Employee > Payroll > Tax section.

 

  1. Navigate to Employee > Payroll > Tax > 2020 Tax Set Up Tab. Click Create Default Taxes. 

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  2. All tax fields should populate in the grid (Filing Status, Multiple Jobs Checkbox, Qualifying Children, Other Dependents, Other Income, Deductions, Extra Withholding). Update each column with selections from the employee's W4.

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    Note: Enter "999999" into deductions for exempt employees


  3. Click Save to save the employee's configuration 

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Setting Exempt Status (Manual)

 

Tax Exempt Employees with a Taxable Wage

 

The first method sets tax exemptions for employees who are exempt from one or more taxes but still have a taxable wage. To set an employee as tax exempt with a taxable wage:

 

  1. From 2020 Tax Set Up, enter "999999" under Deductions in order to ensure Exempt is passed to Vertex, the Avionté tax processing tool.

     
  2. Click Save to hold your changes.

 

Non-Citizen Employees

 

The second method sets tax exemptions for employees who are not citizens of the United States, have no taxable wages, and are truly exempt from all taxes, e.g., an employee who has an F-1 Visa or a Green Card. To use this method:

 

  1. From 2020 Tax Set Up, check the box in the IsTaxExempt column

     
  2. Click Save to hold your changes.
     

 


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1 Comments

  • Avatar
    Sean Ree

    We understand you have questions. To get assistance, please create a ticket through support.avionte.com, and call our support line at 651-328-6060. If you are unable to create a ticket, please ask a supervisor to create one on your behalf; if no one in your organization has access to Avionté Support, please contact your senior account executive to have a support account for your organization set up. Thank you.

    Edited by Sean Ree

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