W-4 Employee's Withholding Certificate

The W-4 Employee's Withholding Certificate is the federal form every U.S. employer needs from employees to determine the correct amount of federal income tax to withhold from paychecks. Whether you're onboarding new hires or processing annual withholding updates, this digital W-4 form template makes it simple, accurate, and compliant with 2024 IRS guidelines.

This Paperform template includes the complete 2024 W-4 structure with built-in calculators for multi-job households, dependent credits, and other adjustments—eliminating manual math errors and streamlining your HR workflows. Employees can complete the form online from any device, and submissions automatically route into your payroll system, HR software, or document storage via Stepper workflows.

Why use Paperform for W-4 collection?

HR teams and payroll administrators can replace paper W-4s and static PDFs with a smart, conditional form that guides employees through the process based on their filing status, number of jobs, and dependents. The form automatically shows or hides relevant sections using conditional logic, so employees only see the worksheets and fields that apply to their situation.

With Paperform's calculation engine, the multi-job worksheet and deductions worksheet compute accurate withholding amounts in real time. This reduces errors, speeds up processing, and ensures compliance with current IRS withholding tables. Once submitted, you can trigger Stepper automations to file the W-4 in your HRIS, notify payroll, and even send a confirmation copy to the employee—no manual data entry required.

Who benefits from this template?

This W-4 form template is ideal for HR managers, payroll administrators, benefits coordinators, accounting firms, staffing agencies, and small business owners who need to collect employee tax withholding information efficiently and accurately. It's particularly valuable for companies onboarding remote employees, managing seasonal hiring surges, or updating withholding records during annual enrollment periods.

Paperform is SOC 2 Type II compliant and offers data residency controls, making it a secure choice for handling sensitive employee tax information. Submissions are encrypted, and you can set up role-based access to ensure only authorized personnel can view W-4 data. Ready to digitize your payroll onboarding and eliminate W-4 paperwork? Start with Paperform today.