This document explains how to update withholding elections in Workday.
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· Withholding elections can be updated at any time.
· The University of Chicago is not registered in all states. Employees working in a state where the University is not registered are responsible for reporting and remitting taxes to that state on their own. For additional information, refer to the Inside UChicago | State Tax Withholding page.
· Each employee is responsible for understanding and monitoring their own state tax liabilities.
· This document explains the process of accessing and completing tax forms in Workday exclusively from a system perspective. Since the University cannot provide individual tax advice, employees unsure about how or when to complete or update any section of the federal or state tax forms are encouraged to consult a tax professional for assistance.
· Selecting the View Blank Form button in Workday when filling out federal or state tax forms opens a PDF of the most current form revision, typically including instructions from the federal or state government on how to complete the form.
· Staff and faculty employees can utilize the Staff and Faculty Assistance Program (SFAP) provided by Perspectives, an AllOne Health Company, for information and support on basic tax questions. This confidential program is available 24/7 and is free for employees, retirees, and their family members. For more details, visit the Inside UChicago | Staff and Faculty Assistance Program page
1. Log into Workday using your CNetID and password.
2. Select Menu in the top-left corner, then choose the Benefits and Pay App under the Personal category.
3. In the Benefits and Pay panel on the left side of the screen, select Pay, and then select Tax.
a. If the Benefits and Pay panel is collapsed:
i. Use the Navigation Pane icon, represented by an arrow next to a vertical line, and located at the top left corner of the App, to expand or collapse the panel and adjust screen space.
ii. Alternatively, with the panel collapsed, select the Pay icon, represented by a wallet, and choose Tax from the available options.
4. Scroll down to the Tax Elections section, where the following areas are listed:
a. Federal
i. A table with the federal withholding elections displays under this header. To make changes, select the Update button.
ii. On the Complete Federal Elections screen, review the help text and enter an Effective Date. The effective date cannot be in the past. Select OK.
iii. Review the help text and then scroll to the W-4 Data section. Complete the Federal W-4 form by updating the following sections where applicable:
· Select the View Blank Form button to open a PDF of the current W-4 Form revision, including pages with general and specific instructions, as well as the annual taxable wage & salary tables.
a. When this button is selected, a processing box will appear. Wait for the document to complete processing or select the Notify Me Later button to receive a notification once the document is ready.
· Step 1: Marital Status – use the Hamburger Menu (the icon with 3 dots and 3 dashes) to select marital status.
· Step 2: Multiple Jobs or Spouse Works – checkmark this box if you (1) hold more than one job at a time, or (2) are married filing jointly and your spouse also works.
· Step 3: Claim Dependents – enter in the Number of Qualifying Children Under Age 17 and the Number of Other Dependents. The Override Total Dependent Amount field will auto-populate for you.
a. An Other Dependent is when you are the legal guardian of another individual who does not qualify for the Child Tax Credit. (e.g., a disabled sibling or parent, etc.)
· Step 4: Other Adjustments – this step is optional. If applicable, enter in (a) Other Income (not from jobs), (b) Deductions, and (c) Extra Withholding. Checkmark if you are Exempt from federal income tax and checkmark if you are a Nonresident Alien.
· Step 5: Legal Notice – checkmark the I Agree box to confirm the accuracy of the information being submitted.
iv. Select OK to confirm your elections.
b. State
i. A table with the state withholding elections displays under this header. To make changes, select Update.
ii. On the Complete State and Local Withholding Elections screen, review the help text and enter an Effective Date (cannot be in the past), choose the State you work in, and the Withholding Form Type. Select OK.
· The Withholding Form Type field, along with the options available for selection, is determined by the chosen State.
· Select the View Blank Form button to open a PDF of the current revision of the selected form, which typically includes pages with instructions.
a. When this button is selected, a processing box will appear. Wait for the document to complete processing or select the Notify Me Later button to receive a notification once the document is ready.
iii. Scroll to the state-specific State Form Data section (e.g., Illinois IL-W-4 Data) to enter the applicable information in the available fields. The fields displayed in this section are contingent on the State and Withholding Form Type selected in the previous step (e.g., for Illinois IL-W-4 - Withholding, the fields are Basic Allowances, Additional Allowances, and Additional Amount).
iv. Checkmark if you are Exempt from state and local income tax.
v. Review the Legal Notice and checkmark the I Agree box to confirm the accuracy of the information being submitted.
vi. Select OK to confirm your elections.