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).
U.S. Citizen, Green Card Holder & Resident Alien Employees
Before You Start
You need a SUNet ID and password.
Log in to Stanford Axess Website
- Go to axess.stanford.edu
- Select Login
- Enter your SUNet ID and password
NOTE: If you are unable to use Stanford Axess, please complete, print and mail in the Stanford combined W-4/DE-4 form.
- Select Employee Center tab
- Select Withholding Allowances in the Payment Info section
- Select US Citizen or Permanent Resident to designate citizenship, green card or resident alien status
- Select Form W-4 tab
- Review basic personal information
- Select a filing status in Step 1
- Select the Exempt checkbox in Step 1 to claim an exemption from federal withholding taxes if you meet the criteria specified on the form
- Steps 2, 3, and/or 4 should be completed only if relevant to your personal situation
- Select the Step 5 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."
- Select Submit when all entries are complete
Note: A link to the Form W-4 Instructions is available from the upper right of the Axess page.
Only one of the entries for the W-4 or DE-4 can be submitted at a time in Stanford Axess. If you need to submit both a W-4 and DE-4, complete Step 3 (W-4 information) and submit and then complete Step 4 (DE-4 information) and submit separately.
- Select Form DE-4 tab
- Review your Full Name and Home Address
- 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
- 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
- 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.”
- Select Submit when all entries are complete
Note: A link to the Form DE-4 Instructions is available from the upper right of the Axess page.
Only one of the entries for the W-4 or DE-4 can be submitted at a time in Stanford Axess. If you need to submit both a W-4 and DE-4, complete Step 3 (W-4 information) and submit and then complete Step 4 (DE-4 information) and submit separately.
- 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.
If unable to use Stanford Axess, please complete, print and mail in the Stanford W-4/DE-4 form. In this Form, 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.
Nonresident Alien Employees
Before You Start
You need a SUNet ID and password.
Log in to Stanford Axess Website
- Go to axess.stanford.edu
- Select Login
- Enter your SUNet ID and password
NOTE: If you are unable to use Stanford Axess, please complete, print and mail in the Stanford combined W-4/DE-4 form.
- Select Employee Center tab
- Select Withholding Allowances in the Payment Info section
- Select Non-US Resident to open the Employee’s Tax Data Form
The Name field is pre-populated.
- Verify your Name
- Select any status that applies to you:
- Currently Registered S.U. Student Grad/Undergrad
- Registered Postdoc
- Visiting Student Researcher
- Enter your Country of citizenship
- Enter your Country of residence
- Enter your Current visa type
- Enter your most recent Entry Date
- 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
- If claiming treaty exemption, you must complete Form 8233. Refer to How to: Claim Tax Treaty for Salary Payments.
- Select Continue to complete Form W-4 and Form DE-4
- Select Form W-4 tab
- Select your filing status in Step 1
- Steps 2, 3, and/or 4 should be completed only if relevant to your personal situation
- Enter the total number of allowances you wish to claim in Section 5
- 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.”
Nonresident aliens are limited to Single or Married filing separately regardless of your actual martial status on the Federal W-4, with the exception of residents of Canada, Mexico and Korea.
Note: A link to the Form W-4 Instructions is available from the upper right of the Axess page.
- Select Form DE-4 tab
- Select your filing status
- 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.
- Enter any Additional amount you want withheld from each paycheck in Section 2
- 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.”
- Select Submit when all entries are complete
