How to update your federal (W-4) and state tax details after onboarding

US employees on Remote PEO who have completed onboarding. Once onboarding is complete, you update your tax details yourself in Remote. You no longer need to submit a paper form or ask an admin to make the change for you.

What you can update

After onboarding, you can update the following at any time from your Remote profile:

• Your federal Form W-4 elections
• Your state withholding elections
• Your W-2 delivery preference

Where to find your tax details

Go to Tax and compliance in the left navigation of your Remote profile. You see three tiles:

• Federal taxes: your Form W-4
• State tax details: your state withholding elections
• W-2 preference: how you receive your W-2

Each tile shows its current status and the date it was last completed. Select View or edit details on any tile to make changes.

How to update your federal W-4

1. On the Federal taxes tile, select View or edit details.
2. Choose your filing status: Single or Married filing separately, Married filing jointly or Qualifying surviving spouse, or Head of household.
3. Answer the question about multiple jobs. This corresponds to Step 2 on Form W-4.
4. Enter your claimed dependents, if applicable. This corresponds to Step 3.
5. Enter other income, deductions, and extra withholding, if applicable. These correspond to Steps 4(a), 4(b), and 4(c).
6. Select Continue. Remote completes your Form W-4 and prepares it for signing.
7. Review the completed form. If the details are correct, select Sign.
8. Type your full name to create your electronic signature, then select Sign to confirm.

Your signature is a legal certification. By signing, you declare under penalty of perjury that the information is true, correct, and complete.

Claiming exemption from federal withholding

If you claim exemption, do not complete the withholding questions. Skip dependents, multiple jobs, other income, deductions, and extra withholding. Answer Yes to the exemption question, then sign the form.

When you claim exemption, Remote does not withhold federal income tax from your pay, but your taxable wages are still reported on your W-2. You remain responsible for any federal tax you owe at year end. If you claim exemption, you must submit a new Form W-4 each year.

How to update your state tax details

1. On the State tax details tile, select View or edit details.
2. Complete the fields for your state. The fields vary by state and commonly include filing status, allowances, additional withholding per pay period, and whether you are exempt from state tax.
3. Select Save.

State tax details are saved directly and do not require a signature.

If you move to a new state

Provide new state tax details for your new state. Keep your address up to date in your profile so that Remote shows you the correct state form.

Where to find your signed forms

Your signed federal Form W-4 is saved to Files in the left navigation, listed under the Tax type with the date you signed it. You can also find your tax documents in Documents.

Frequently Asked Questions

How soon do my changes apply to my pay?

Updates apply from the next payroll run that is still open. If you make a change close to a payroll cutoff, it may apply to the following pay period instead.

Do I need to tell my employer that I updated my W-4?

No. Your updated elections are recorded in Remote and used for future payroll runs.

Can my admin update these details for me?

No. After onboarding, you update your federal and state tax elections yourself in Remote.