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Access W-4 forms for employees

Gusto automatically generates and stores a Federal W-4 with the federal withholding tax instructions that was inputted for each employee added to Gusto. If an employee or employer updates an employee's personal data (including name or withholding allowances), this data will automatically update on the Federal W-4 we have on file and prompt the employee to re-sign the form.

Keep in mind: Gusto cannot advise or assist with determining tax withholding amounts, but this article contains a variety of resources one can use for W-4 help.

The W-4 shows the employee's selected withholding allowances for federal income taxes. To view a copy of this form:

  1. Click the People tab.
  2. Click the employee's name.
  3. Click the Documents tab.
  4. Click Form W-4.

Note: Employees who completed their account setup themselves in Gusto have electronically signed the W-4. If your employees did not complete their setup themselves, you may print this form, have your employee physically sign the document, and store it for your records. The IRS requires that you hold on to it for at least 4 years.

State income tax withholding 

For state income tax withholding and certain local agencies, employers are required to have their new employees physically sign the state and local version of the Form W-4, and store it for your records.

If an employee requests a change to their state and/or local withholding instructions, have your employee physically re-sign the state/local version of the Form W-4, and store the new document for your records.

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