Most Stanford employees (U.S. citizens, green card holders, resident aliens and nonresident aliens) can use the Stanford Axess website to securely declare or update their tax withholding information at any time, using IRS Form W-4 and the DE-4 Form (State of California). If unable to use Stanford Axess, here is a link to the blank IRS W-4 form.

Note: In the 2020 Form W-4, employees provide employers with the amounts by which they want to increase or reduce taxes and the amounts to increase or decrease their wage income subject to income tax withholding.
 

You need a SUNet ID and password.

  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
  1. Select Employee Center tab
  2. Select View/Edit Withholdings in the Pay section
  3. Select US Citizen or Permanent Resident to designate citizenship, green card or resident alien status
  1. Select Form W-4 tab
  2. Review basic personal information
  3. Select a filing status in Section 3
  4. Enter the total number of allowances you wish to claim in Section 5

    View the IRS Tax Withholding Estimator to help  determine your payroll withholding allowance.

  5. Enter any additional amount you want withheld from each paycheck in Section 6 
  6. Select the checkbox next to Exempt in Section 7 to claim an exemption from federal withholding taxes if you meet the criteria specified on the form
  7. Select the Certification checkbox to affirm: "Under penalties of perjury, I declare that I have examined this certificate and, to the best of my knowledge and belief, it is true, correct, and complete."
  1. Select Form DE-4 tab
  2. Review your Full Name and Home Address
  3. Select your Filing Status
  4. Enter the Number of allowances you wish to claim in Section 1

    For help determining your state withholding allowances, select the DE-4 Worksheet link on top of the online form.

  5. Enter any Additional amount you want withheld from each paycheck in Section 2
  6. Select the checkbox next to Exempt in Section 3 to claim exemption from state withholding taxes if you meet the criteria specified on the form
  7. Select the Certification checkbox to affirm: “Under penalties of perjury, I certify that the number of withholding allowances claimed on this certificate does not exceed the number to which I am entitled or, if claiming exemption from withholding, that I am entitled to claim the exempt status.”
  1. Select Submit when all entries are complete
What Happens Next?
  • The Submit Successful page displays to confirm your changes have been received. 
  • It takes up to 24 hours for your changes to be reflected in the online form. 
  • If you submit two or more changes per day, only your latest submission is updated.
  • Information submitted or received by 11:30 p.m. PST on the 15th of each month will be reflected on paychecks issued on the 22nd.
  • Information submitted or received by 11:30 p.m. PST on the last day of each month will be reflected on paychecks issued on the 7th of the following month.

You need a SUNet ID and password.

  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
  1. Select Employee Center tab
  2. Select View/Edit Withholdings
  3. Select Non-US Resident to open the Employee’s Tax Data Form

The Name field is pre-populated.

  1. Verify your Name
  2. Select any status that applies to you:
    • Currently Registered S.U. Student Grad/Undergrad
    • Registered Postdoc
    • Visiting Student Researcher
  3. Enter your Country of citizenship
  4. Enter your Country of residence
  5. Enter your Current visa type
  6. Enter your most recent Entry Date
  7. List all your stays in the U.S. during the last six years:
    • Enter Entry Date
    • Enter Exit Date
    • Select a Visa Type from the drop-down menu
    • Select Add Row to add multiple Entry and Exit Dates, or select Remove to delete the entry
  8. If claiming treaty exemption, you must complete Form 8233. Refer to How to: Claim Tax Treaty for Salary Payments.
  9. Select Continue to complete Form W-4 and Form DE-4
  1. Select Form W-4 tab
  2. Select your filing status in Section 3
  3. Enter the total number of allowances you wish to claim in Section 5

    Nonresident 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.

  4. Select the Certification checkbox to affirm: “Under penalties of perjury, I declare that I have examined this certificate and, to the best of my knowledge and belief, it is true, correct, and complete.”
  1. Select Form DE-4 tab
  2. Select your filing status
  3. Enter the number of allowances you wish to claim in Section 1

    For help determining your state withholding allowances, select the DE-4 Worksheet link on top of the online form.

  4. Enter any Additional amount you want withheld from each paycheck in Section 2
  5. Select the Certification checkbox to affirm: “Under penalties of perjury, I certify that the number of withholding allowances claimed on this certificate does not exceed the number to which I am entitled or, if claiming exemption from withholding, that I am entitled to claim the exempt status.”
  1. Select Submit when all entries are complete
What Happens Next?
  • The Submit Successful page displays to confirm your changes have been received. 
  • It takes up to 24 hours for your changes to be reflected in the online form. 
  • If you submit two or more changes per day, only your latest submission is updated.
  • Information submitted or received by 11:30 p.m. PST on the 15th of each month will be reflected on paychecks issued on the 22nd.
  • Information submitted or received by 11:30 p.m. PST on the last day of each month will be reflected on paychecks issued on the 7th of the following month.

Questions?

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