Updating employee W-4 information

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017.

For details, see CSA license expiration 2017 – frequently asked questions.

Some processes documented in the Help & How-To Center are no longer applicable, due to the discontinuation of these CSA modules.

The process of updating employee W-4 information involves both the export of W-4 information and also the retrieval of it, once employees have made changes using their Web Employee portal.

Exporting employee W-4 information

  1. Choose Utilities > Web Employee Utilities > Queue W-4 Information Export.
  2. In the Employee Selection dialog, choose to export information for either all employees or selected employees.
  3. Click the Queue button to queue the W-4 information for later transmittal via CS Connect or click the Connect Now button, which will queue the information, open the CS Connect dialog, and allow you to transmit the information immediately.
  4. In the CS Connect dialog, the Transmit W-4 Information checkbox should already be marked. Click the Call Now button to transmit the information to the Web Employee portals.

The employee can then update their W-4 information by logging into their Web Employee portal and clicking the Update W-4 Information link. When the employee clicks OK to complete the submission, the information is ready to be retrieved into CSA. Upon retrieval, the W-4 information will be updated in the employee record.

Retrieving employee W-4 information

  1. With the appropriate client open, choose Utilities > Web Employee Utilities > Queue W-4 Information Retrieval. Click OK when the verification dialog displays.
  2. Click the CS Connect /_images/acct_pr/csa/connecticon.gif button to open the CS Connect dialog.
  3. In the CS Connect dialog, the Retrieve W-4 Information checkbox should already be marked. Click the Call Now button to retrieve the information. Close the Call Summary dialog when it displays.
  4. Choose Setup > Employees to open the Employees dialog.
  5. Press F3 and choose W-4 Information Import from the right-click context menu.
  6. In the W-4 Information Import dialog, click Preview button to display the employee information you have imported, with the specific changes displayed in red. Click the View notes button to view any notes included by the employee. Click the Print button to print the information currently displayed in the dialog.
  7. To complete the import, click the Continue button.
  8. In the W4 Information Import dialog, you have the option to save the import, which will make the listed changes in the employee records and delete the import file, or to abandon the import, which will save the import file and make no changes in the employee records. In the latter case, you can choose to continue the import at a later time.

See also: Web Employee overview

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