Human Resources Management System

Transaction Process for Tax Data (W4)

Definition: Use Employee Tax Data to enter and maintain Federal and California State tax data for employees (UC W-4/DE 4 or UC W-4NR/DE 4).

Note: Employees may also enter their own tax data using UC for Yourself at https:ucfy.ucop.edu/ucfy/

* = Required Field

Employee Tax Data

1. Go to Home>Compensate Employees>Maintain Payroll Data (US)>Use. From the Use Menu, click Employee Tax Data.
2. Type in the employee's Employee ID or Last Name, and click Search. If a list is displayed, click an Employee ID to bring up the Federal Tax Data page. If you receive the message "No matching values were found," verify your selection criteria and change it as necessary.
   Note: An employee must have a job in your department for you to update their Tax Data.

Federal Tax Data

3. Click the + button to insert a new row for the new Effective Date. Otherwise, proceed to step a.
   1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
   2. On the Federal Tax Data page, accept the Special Tax Withholding Status default of "None," or if the employee claims exempt (section III on form W-4/DE 4) change to "Maintain Gross." (If you select "Maintain Gross," the system sets Withholding Allowances to "998" and closes the field for data entry.
      Note: Do not use "Exempt," which is for Central Payroll use only.
   3. Select Tax Marital Status of either "Married" or "Single" (section I.1 on form W-4/DE 4).
   4. Type in the number of Withholding Allowances or accept the default of "0" (section I.2 on form W-4/DE 4).
   5. If the employee indicated an additional amount of Federal tax to be withheld, tab to FWT Additional Amount and type in the Amount (section IV.1 on form W-4/DE 4).
      Note: Do not make any adjustments to "Earned Income Credit," which is for Central Payroll use only.

State Tax Data

4. Go to the State Tax Data page.
   1. Accept the Special Tax Status default of "None," or if the employee claims exempt (section III on form W-4/DE 4) change to "Maintain Gross." If you select "Maintain Gross," the system sets Withholding Allowances to "998" and closes the field for data entry.)
   2. Type in SWT Marital/Tax Status of either "H"-Head of Household, "M"-Married, or "S"-Single (section II.1 on form W-4/DE 4).
   3. Type in the number of Withholding Allowances or accept the default of "0" (section II.2 on form W-4/DE 4).
   4. If the employee indicated an additional amount of State tax to be withheld, tab to Additional Amount Adjustment and type in the Amount (section IV.2 on form W-4/DE 4).
   5. If the employee indicated Additional Withholding Allowances (section II.3 on form W-4/DE 4), type in Addl Allowances.
5. Click Save to save the tax data.