The electronic W-4 is not available to all employees. The following is a list of special employee populations with an explanation of how their access to the electronic W-4 is affected. There are specific error messages for each population which advise you how to proceed to update your W-4 elections.

1. IU2 Company: Employees in the 18/20 retirement plan complete a W-4P, not a W-4, therefore they are not allowed to use the electronic W-4.
   
2. Non-Resident Alien Employees: NRA employees have special W-4 reporting requirements and it is preferred they complete the International Tax Questionnaire. They are not allowed in the system.
3. Non-Resident Alien Employees with a W-9 on file: The W-9 means the employee should be treated as a US person for tax purposes, therefore the W-4 is not restricted. This population will be allowed to use the electronic W-4.
4. Lock-in Letter on File: An employee who has a Lock-In Letter on file will be allowed to use the electronic W-4, but will not be allowed to enter allowances more than the Lock-In letter allows. It also prevents the selection of marital status ‘Married’ and Exempt for these employees.
   
5. No email address on file: Employees who don’t have a valid IU email address will not be allowed to access the electronic W-4. The error message provides instructions for how to set up their email account.
   
6. No social security number on file: Employees who do not have a social security number on file will not be allowed into the electronic W-4.
   
7. Hire process not complete: Entry is not allowed until the tax process which builds the 01/01/Current Year row is complete. The employee will not be allowed into the Electronic W-4 until the “Last Updated By” field changes from IU Def Unp to IU Prcssed. The employee is instruced to try again on the next business day.

Document Information:
Filename: kb-284
Date: 07/08/2008
User: ptaylor