How To: Declare or Change Withholding Allowances

Who does this?  Stanford Employees (U.S. Citizens, Green Card Holders, Resident Aliens and Non-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. Citizen, Green Card Holder and Resident Alien Employees
• For Non-Resident Alien Employees

 

For U.S. Citizen, Green Card Holder and Resident Alien Employees (6 steps)

Launch Stanford's Axess web site:

1. Click https://axess.stanford.edu/.
2. Click Login button in Personal Login section.
3. Enter your SUNet ID and password as prompted.

Select Employee Information tab (this page defaults for most users when you first log in to Axess):

• Click Edit W-4 and DE-4 Information link (found under Financial Information section in the upper left section of the page)

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

1. Step 4 to declare withholding allowances as a new employee.
2. Step 5 to change previously declared withholding allowances.
3. Step 6 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 if you meet the criteria specified on the form.
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 if you meet the criteria specified on the form.
3. Click Print Forms if you wish to print a copy of your entries for your records.
4. Click Submit Online button when all entries are complete.

Note:  Please wait 24 hours for your changes to take effect. If you submit two 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 Print Forms if you wish to print a copy of your entries for your records.
4. Click Submit Online button when all updates are complete.

Note:  Please wait 24 hours for your changes to take effect. If you submit two 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 Non-Resident Alien Employees (5 steps)

Launch Stanford's Axess web site:

1. Click https://axess.stanford.edu/.
2. Click Login button in Personal Login section.
3. Enter your SUNet ID and password as prompted.

Select Employee Information tab (this page defaults for most users when you first log in to Axess):

• Click Edit W-4 and DE-4 Information link (found under Financial Information section in the upper left section of the page)

Complete Employee's Tax Data Form:

1. Click No button under the question Are you a U.S. 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 most recent Entry Date.
• List entry and exit dates of all stays in the U.S. during the last six 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:  Non-Resident Aliens are limited to one withholding allowance and single marital status on the Federal W-4, with the exception of residents of Canada, Mexico and Korea.


• Type Non-Resident Alien 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.

Sign and date all sections of the Form.

Mail the completed Form to:

Stanford Payroll
3145 Porter Drive
Palo Alto, CA 94304

~ OR ~

ID Mail to MC 8440

 

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 to Payroll. (Category Financial Support and Request Type Payroll)