Tax Withholding Compliance Services
Remove the complexities of tax withholding compliance.
Create a stress-free payroll process from annual form updates to ensuring employees complete all necessary federal, state and local tax forms correctly to improve tax information accuracy and compliance.
- Seamless integration with Workday
- Eliminate the guesswork involved in assigning employees the right forms
- Deliver a better payroll tax experience
- Track tax information effectively for your remote and mobile workforce
- Auto-apply local income tax to employees who work within a specific locality
- Manage lock-in letters with ease
Form W-4: Understanding Tax Withholding
The W-4, or “Employee’s Withholding Certificate” is the IRS document completed by employees and submitted to employers, indicating how much to withhold from paychecks for employee taxes. This introductory session will examine the intricacies of the form and it’s surrounding processes to gain a better understanding of the overall effects on year-end processes, with best practices to simplify tax withholding for employers.
Seamless integration with Workday
Our Workday certified integration enables us to help Workday users automate the capture of withholding elections down to the local level for complex states. Employees experience a seamless user experience using our Single Sign-On functionality.
A better payroll tax experience
Improve the process for your Payroll teams and employees. Our tax withholding forms help payroll managers create a stress-free payroll process, reducing the time it takes to find new legislation, update and assign forms.
Eliminate the guesswork involved in assigning employees the right forms
Address validation automates the process to reduce errors. Address validation uses an employee’s home and work address to auto-assign their appropriate forms, keeping your company compliant.
Auto-apply local income tax to employees who work within a specific locality
Do you have employees in states with complex local taxes? Local taxes require employers to gather additional employee information to remain compliant. Local earned income taxes (EIT) are required in the following states: Pennsylvania, Indiana, Michigan, Ohio, Wisconsin, Alabama, Delaware, Colorado, Maryland, West Virginia, Kentucky, Missouri.
Do you have employees who work in one state and live in another?
Reduce the complexity of managing employees working and living in different states. We help your mobile workforce avoid being taxed twice by assigning reciprocity forms to these employees.
Have you received lock-in letters for your employees from the IRS?
Guarantee compliance with directives. Our solution prohibits your employees from filling out forms deviating from the lock-in letter directive.
There are several reasons why working Experian Employer Services for tax withholding is beneficial, including:
- Expertise and compliance: Tax laws and regulations are complicated, especially for organizations with a remote workforce operating in various states. With our tax withholding solutions and professional experts, you can ensure you’re in compliance with the latest tax laws and regulations when navigating tax withholding requirements.
- Accuracy: The amount of taxes withheld from each paycheck will vary by employee, which means each paycheck requires careful attention to detail. Our automated solutions expedite the process while ensuring accuracy in calculating and processing tax withholdings.
- Scalability: One of the many benefits of our withholding tax compliance solution is its ability to grow with you. As you scale your business, you can have peace of mind knowing our workforce management solutions can meet the specific needs of your business.
- Address errors with ease: Whether an employee is missing a form or a mistake was made, our intuitive systems eliminate the guesswork to ensure all forms are filed and completed correctly.
- Workday integration: Our tax withholding compliance solution is seamlessly integrated with Workday to automate the capture of employee withholding elections down to the state and local level for an effortless user experience.
Ensure withholding tax compliance with ease using our tax withholding compliance solution. At Experian Employer Services, we provide the employer services you need to maintain compliance and improve the employee experience. Book a demo and make the switch today.
Our Workday Partnership and Integration
Our tax withholding compliance services seamlessly integrate with Workday, allowing Workday users to easily capture state and local withholding elections in even the most complex states for a seamless user experience.
Compliance Library
Discover how our Compliance Library can help you stay up to date on all state-level regulatory requirements, meet state-specific filing deadlines, access digital labor law posters, and automate your onboarding workflow to ensure seamless form completion.
I-9 Management, Compliance, and Verification Services
Pair our withholding tax solution with our I-9 services that replace manual procedures with an automated Form I-9 verification process that keeps you one step ahead of missing data and issues to eliminate risks and ensure compliance.
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Tax Withholding Compliance FAQs
Tax withholding compliance refers to the process organizations take to comply with federal and state tax withholding requirements. Employers are responsible for withholding a certain amount of their employee’s wages to pay taxes to the proper authorities, such as the IRS and state tax departments. Tax withholding is a mandatory practice for all employers. It requires them to withhold the correct amount from each employee’s paychecks based on their W-4 information, including filing status, number of dependents and other information.
Complying with tax withholding requirements is essential for various reasons, including complying with federal and state agencies to avoid penalties and fines for noncompliance. Additionally, withholding tax compliance helps employees file their own taxes in a timely manner, and government programs and services have the funds necessary to operate. To remain compliant, companies must file regularly, such as quarterly or annually.
Working with the right tax withholding compliance service can help your business in numerous ways. Here are some of the ways tax withholding services can help:
- Compliance: The main benefit of tax withholding services is ensuring compliance with federal and state agencies by helping your organization meet deadlines, filing tax forms correctly, and abiding by all tax laws and regulations.
- Time-saving: Tax withholding can be a lengthy and complex process, taking away valuable time from your HR and payroll teams. Enlisting the help of tax withholding compliance services can help streamline manual processes to increase accuracy and save time.
- Improve cash flow: Not only can a tax withholding service partner help you avoid expensive noncompliance penalties and fees that can hurt your bottom line, but they can ensure the correct amount of taxes are withheld and remitted on a timely basis, allowing you to avoid cash flow issues that can occur from unexpected tax liabilities or penalties.
At Experian Employer Services, we offer a wide range of workforce management solutions that can help improve the employee experience, ensure compliance and increase your bottom line, including tax withholding compliance services. Our team can help throughout the tax withholding process by allowing your team to track tax information effectively for your remote workforce, auto-apply local income tax for employees working in different areas and deliver an overall better payroll tax experience. Contact us today to see how your organization can assist with your tax withholding compliance needs.
Working with a tax withholding compliance service can help streamline the tax withholding process. Here’s how tax compliance services work:
- Conduct calculations: With automated systems, calculating the correct amount of local, state and federal taxes to withhold from employee paychecks is easy.
- Tax form preparation: After calculating the amount of taxes to withhold based on an employee’s income level, tax status and other factors, tax withholding compliance services can help prepare and file the necessary tax forms, such as W-2, W-4 and 1099 forms.
- Tax payments: Tax compliance services can handle the remittance of tax payments and send them to the proper tax authority on behalf of your business.
- Compliance monitoring: Tax regulations and laws can change fairly regularly on the state and federal level, and tax compliance services can ensure you’re abiding by the most recent regulations put in place.
Tax withholding compliance services can benefit your organization in numerous ways, including:
- Access to expertise
- Increased efficiency
- Compliance
- Cost savings
- Monitoring and reporting services
Tax withholding compliance services offer several services to help organizations comply with tax withholding requirements, such as the following:
- Tax withholding calculations
- Tax preparation
- Tax filing
- Compliance monitoring
- Reporting
- Consultation services
Several actions can result in a compliance check from a tax authority like the IRS. Some of the most common triggers for compliance checks include the following:
- Missed deadlines and payments
- Inaccurate filing information
- More deductions compared to other organizations in your industry
- Fluctuations in earnings
Unlike an audit, the IRS conducts a compliance check to ensure organizations understand how to file various tax forms correctly, so they do not monitor books or financial records. Instead, a compliance check is conducted to ensure you understand your tax forms.
Businesses can face severe consequences for failing to comply with tax withholding regulations, including:
- Penalties: Organizations can incur financial penalties and fines with high interest rates that can add up over time and hurt their bottom line.
- Legal action: From investigations to audits and lawsuits, these are some of the legal actions a company can face for tax withholding noncompliance.
- Reputational damage: Failing to comply with tax withholding regulations can tarnish a business’s reputation, resulting in decreased business, lower employee morale, decrease trust and confidence from consumers.
Challenges of Payroll Tax Withholding for Remote Employees
After the COVID-19 pandemic, the world saw a significant shift from in-person to remote work. With this rapid transition to teleworking came complexities with withholding tax compliance, as businesses with remote workers must ensure they’re following all federal and state tax regulations. In this guide, we break down the challenges of payroll tax withholding for remote workers, provide information on reciprocity agreements and nexus, and show how a withholding tax solution can help.
Navigating the IRS Updates: Understanding the 2024 Draft Forms W-4 and W-4P
Each year, the federal government updates its countless forms and documents to account for new legislation, streamline documentation and more. In 2024, the IRS made changes to two of its most popular forms, Form W-4, Employee’s Withholding Certificate, and Form W-4P, Withholding Certificate for Periodic Pension or Annuity Payments. Here, we explain what the new updates to Form W-4 and W-4P are to ensure you remain compliant.
2023 Check-in: Legislative and Regulatory Trends Affecting Employer Compliance
Learn more about our 2023 mid-year check-in that assesses the legislative and regulatory trends that affect employer compliance. Here, we explore how unemployment management, I-9 administration, tax consultancy and more have shifted the employer compliance landscape and what it might mean for your organization. You will also better understand how a withholding tax solution and an employer services provider can help you maintain compliance.
Employer Tax Withholding vs. Tax Filing
Whether you’re a business owner or in an HR or payroll department, you have probably heard of tax withholding and tax filing. While these might seem like interchangeable terms, they’re vastly different. Tax withholding requires employers to withhold certain taxes from an employee’s paycheck, such as FUTA and income taxes, and then pay them to the government. On the other hand, tax filing refers to the process of submitting tax-related documents and forms to the government. Learn more about the intricate details of each process in this blog.
Key Elements of Multistate Payroll Tax Withholding Compliance
Each state has its own state-specific payroll tax withholding requirements. As a business owner, state withholding tax compliance can become complicated if you have employees working in different states. Learn more about the importance of having a robust multistate withholding tax solution in place, the elements of multistate payroll tax withholding compliance and more from our experts in this blog.