The preferred method to enter or update your W-4 is by entering your information in Employee Self-Service. After you update your W-4 in Self-Service, it will be automatically loaded into the payroll system. Please note that your updated W-4 becomes effective when your form is received or updated online and no retroactive adjustments will be processed. If your form is future dated, the form becomes effective at the future date. If you are a nonresident alien, please refer to the IRS Rules for Federal Withholding for Nonresident Alien Employees.
The IRS recommends reviewing your W-4 status at least yearly or when other life events happen. The IRS provides a tax withholding estimator to assist in determining how to complete the Federal W-4 form.
The State of Iowa has a reciprocal agreement with the State of Illinois. If you are a resident of Illinois and working in Iowa, you may choose to have Illinois withholding. You can complete the Iowa W-4 and Illinois W-4 (the non-resident form is built into these forms) directly on Employee Self-Service, except when you are claiming EXEMPT or claiming a large number of allowances. In those cases, you must complete a paper form. Find links to printable paper forms below and on Self Service.
A withholding allowance certificate is required to be completed for the state in which you perform services for the University of Iowa. However, if your work in another state is less than 90 days, you may choose to continue to have Iowa withholding. Refer to the list below for withholding certificates for states other than Iowa or Illinois that must be completed on paper and sent to Payroll Services, 120-30 USB or scanned to payroll-services@uiowa.edu.
Reminder: It is good idea to review W-4 forms each December to see if any changes need to be made. Also, if you do claim EXEMPT, you must complete a new Form W-4 by Feb. 15 of each year. If a new exempt form is not completed every year, tax status is reset to the status prior to exempt status.
- Withholding allowance certificates for states other than Iowa and Illinois
- Iowa W-4 (pdf)
- Illinois W-4 (pdf)
- Iowa Nonresidence Statement (to be completed with the Illinois W-4) (pdf)
- Federal W-4 form (pdf)
- Yearly review of W-4 forms (pdf)
- Employees should take time to check withholding (IRS)
Common Questions About Federal and State W-4s
The W-4 form is completed by an employee, to inform the employer of the correct tax to withhold from their paycheck, each pay period, based on the withholding tables. An accurately completed W-4 can prevent you from having a large balance due when you file your annual tax return.
When your University of Iowa appointment is processed, your federal withholding defaults to a filing status of single with no adjustments, which is one the highest withholding rates. Your state withholding defaults to Iowa and single and $0 allowance.
IF you meet the requirements to claim exempt (see the instructions for the W-4 form) you can claim exempt.
For the Federal W-4 form write “Exempt” in the blank space below Step #4c. Steps #1 and #5 will also need to be completed. Do not complete steps #2 or #3 as they should be left blank.
For the Iowa W-4 form, write "Exempt" on the form where indicated and do NOT complete any of the Steps 1 thru 7.
IF you meet the requirements for claiming exempt, you MUST submit a new W-4 form EVERY year by February 15.
No, the extra withholding amount will be withheld EACH pay period.
In order to change the state withholding you MUST complete a W-4 for the new state. Please refer to the information above on W-4s for states other than Iowa or Illinois.
Yes, the preferred method is to complete your W-4 forms in Employee Self-Service in Time & Pay > Taxes > Tax Withholding (W4). If you complete the forms online, you do not need to mail in the paper copies. Any changes to your W-4 information should be made at least five business days before the pay date.
For the Federal W-4 form, more FAQs can be found on the IRS website. It is also recommended to use the Tax Withholding Estimator.
For the Iowa W-4 form, more information can be found on the Iowa Department of Revenue website.
There are a variety of reasons that your federal or state income tax withholding was reduced or there is no withholding. Please refer to the potential reasons for further information.
Specific Questions About the Federal W-4
This increases your withholding. Checking the box is comparable to the previous version of the W-4 form “married but withhold at the single higher rate” option.
Dependents are calculated at the rate of $2,000 per dependent under age 17 and $500 per dependent at age 17 and over. These amounts are equivalent to the dependent credits on your annual income tax return. As these amounts increase, your federal income tax withholding decreases.
If you want tax withheld for other income you expect to report this year that won’t have withholding, enter the amount of other income here. This may include interest, dividends, and retirement income. You should not include income from any jobs.
No, only if you expect to claim deductions other than the standard deduction. If you enter an amount, you need to determine the amount. An amount in this box will reduce your withholding.
Withholding is based on the federal graduated tax withholding tables and your W-4 elections. A minimum TAXABLE income threshold must be met prior to having any tax withheld. The threshold amount changes based on your W-4 elections. Refer to the IRS withholding tables for more information.
In accordance with the Tax Cuts and Jobs Act (TCJA), the Internal Revenue Service updated their W-4 form. The 2020 federal W-4 no longer includes allowances. Therefore, anyone who has completed a W-4 in 2020 or later sees “N/A” as it is no longer a valid field.