1. Withholding Taxes

2. Actual or Constructive Payment
Actual Payment
Cash or Check
Given to employee on payday
Constructive Payment
Date when wages are made available to the employee
Wages are available without substantial limitation or restriction
Mailed checks are not considered constructive payment
Date on the check or file is not considered constructive payment
Payment is the date when withholding or deposit is triggered

3. Social Security Numbers
9-digit number XXX-XX-XXXX
Randomization is used for issuance as of June 2011
Prior issuance was based on geography
Invalid SSN Issuances
None begin with the number “9”
Positions 1 – 3 will not have “666” or “000”
Positions 4 – 5 will not have “00”
Positions 6 – 9 will not have “0000”
SSN does not exist

4. Application for Social Security Card
Form SS-5 submitted to Social Security Administration (SSA)
Give SS-5 to employee if they do not have a social security card
Verification of birth records database done by SSA
Social security card normally issued at birth
Name changes
Do not change name in payroll system until a new card has been received
Alien issues
Can be delayed due to new security procedures
Social security number cannot be required as right to work

5. Verifying Social Security Numbers
Up to $260 for each incorrect name and SSN match on Form W-2
Online – SSN Verification Service
Employer registration to use SSNVS at Business Services Online of SSA website
SSNVS returns a verification code indicating reason for failure. No code returns indicated information was verified as accurate.
Social security card may be photographed to make sure properly recorded on all forms
Social security number is required even if there’s no withholding

6. Employee Withholding Allowance Certificates
Form W-4
Electronic form can be used
Required on or before first day of work
Special nonresidents alien requirements (refer to Section 14)
Exemption must be claimed each year - new forms by February 15th
Invalid if writing below dotted line
IRS lock letter - indicates required withholding allowances - employee cannot change until release is received from IRS
No Form W-4 received, use single and 0 allowanced

7. Employee Withholding Allowance Certificates
Form W-4P
Electronic form can be used
Used for pension and annuity payments (retirees)
No form W-4P received, use married and 3 allowances
Form W-4S
Third-party sick pay payments
Minimum amount that can be withheld is $20 per week and employee must receive at least $10
State withholding certificates - state specific must be used

8. Federal Income Tax Withholding
Calculation is based on the following information:
Payroll frequency
Employee’s wages subject to federal income tax
Martial status claimed on Form W-4
Personal allowances claimed on Form W-4
Additional withholding notated on Form W-4
Withholding Tables and Rates can be found in IRS Publication 15, Circular E, Employer’s Tax Guide
Revised each year

9. Federal Income Tax Withholding
Wages paid / received by employee incurs a withholding liability
Various withholding methods
Wage-bracket method
Percentage method
Annualized wages method
Average estimated wages method
Cumulative wages method
Part-year employment withholding method
Supplemental wages method

10. Wage-Bracket Withholding Method
Single and married tables for each payroll period
Table amounts are expressed in whole dollars

11. Percentage Withholding Method
Determine allowances from Form W-4

12. Percentage Withholding Method
Single and married tables for each payroll period
Read table from right to left

13. Percentage Withholding Method
Employee is paid weekly and has claimed married and 3 allowances on the Form W-4. Federal income taxable wages equal $1,300. Calculate the federal income tax withholding?
Allowances: $77.90 x 3 = $233.70
$1,300 - $ = $1, (locate tax bracket)
$1, $525 (excess wages) = $541.30
$ x 15% = $81.195
$ $35.90 = $117.10

14. Annualized Wage Withholding Method
Used by many automated payroll systems
Withholding is calculated based on an annual payroll period and then divided among the actual payroll periods using the following steps:
Multiply the employee’s federal income taxable wages for a payroll period times the number payroll periods in the calendar year.
Determine the amount that would be required to be withheld from the result based on the annual payroll period using the percentage method.
Divide the amount of withholding determined by the number of payroll periods in the calendar year to reach the withholding amount for each payroll period.

15. Average Estimated Wage Withholding
Employers may withhold based on an employee’s estimated wages for the quarter. The employer must make adjustments each quarter to bring the withholding on estimated wages in line with actual wages paid.
Estimate the employee’s total federal income taxable wages for the quarter.
Divide the result by the number of payroll periods during the quarter to determine the estimated average wage.
Calculate the tax to be withheld from each estimate average wage payment as if that were the amount actually paid and withhold tax from actual payment.

16. Cumulative Wage Withholding Method
Useful for adjusting withholding amounts for employee whose wages are inconsistently high and low.
Employee must request in writing. In effect until revoked.
Determine the employee’s YTD federal income taxable wages, including the current payroll period to be paid.
Divide the result by the number of payroll periods that have already been paid, including the current payroll period.
Calculate the amount of withholding that would have been applied to each wage payment using the percentage withholding method.
Multiply the result by the number of payroll periods that have already been paid, including the current payroll period.
Subtract amount previously withheld from amount - net is amount to withhold.

17. Part-year Employment Withholding
Employee must request in writing. Only good for the calendar year.
Applies when the employee has a term of continuous employment lasting no more than 245 days.
Determine the employee’s YTD federal income taxable wages, including the current payroll period to be paid.
Add the number of previously payroll periods in the current term of employment to the number of payroll periods occurring between the employee’s last employment and current employment.
Divide YTD federal income taxable wages results by the payroll period result to get average wage per payroll.
Calculate the withholding tax on each average wage payment.
Multiply the withholding tax result by the payroll period result.
Subtract amount previously withheld from amount - net is amount to withhold.

18. Supplemental Wage Withholding
All non regular wages are supplemental wages
Combined wage payments (regular + supplemental) allowed
Optional flat withholding rate
25% = $1,000,000 or less accumulative
Highest tax bracket (39.6%) Over $1,000,000 accumulative
Employee claiming exempt on Form W-4?
Supplemental wage withholding should not be withheld
Watch your state supplemental rates!

19. Supplemental Wage Withholding
IRS guidance on specific payments
Commissions paid at fixed intervals with no regular wages paid to the employee
Commissions paid at fixed intervals in addition to regular wages paid at different intervals
Draws paid in connection with commissions
Commissions paid to the employee only when the employee’s accumulated commission credit reaches a specific numerical threshold
Signing bonus paid prior to the start of employment
Severance pay plan paid after the termination of employment
Lump sum payment of accumulated annual leave
Annual payments of vacation and sick leave
Sick pay paid at a different rate than regular pay

20. Backup Withholding
Usually withheld on vendor payments (Accounts Payable)
Businesses are required to withhold 28% for federal income tax
When Form W-9 not received with tax identification number (TIN)
When IRS notifies business of underreported income
When business receives B Notice from IRS
IRS e-services offers online TIN matching (similar to SSN matching)
Reported on Form 1099-MISC
Payroll may have to assist Accounts Payable in the calculation of the tax withholding and/or handling the tax payment

21. Advance Earned Income Credit
Employers are required to notify employees with wages less than $53,930 that they may be eligible to claim earned income credit on their personal tax return.
Normally handled by providing the employee Form W-2, Copy B.
Some states require additional notification (e.g. Texas, Louisiana).
Written notice must have exact working of IRS Notice 797.

22. Social Security / Medicare Taxes
Required by the Federal Insurance Contributions Act (FICA)
More than one employer in the year are treated separately. Employee files for overage (if applicable) on their personal tax return
Social security tax
Old Age and Survivor’s Insurance (OASI)
Disability Insurance (DI)
Employer matches the employee withholding
Tax rate is 6.2% on taxable wages up to taxable wage base
Taxable wage base is $127,200

23. Social Security / Medicare Taxes
Provides health insurance program (HI)
Employer matches the employee withholding
Tax rate is 1.45% on taxable wages
Additional Medicare tax
No Employer match only employee withholding
Tax rate is .9% on taxable wages exceeding $200,000
Liability for additional Medicare tax is the employee’s responsibility
Actual liability determined by filing status on their personal tax return

24. Common Paymaster
A group of related corporations that pay wages to employees working for two or more of the corporations.
Responsible for all payroll records, withholding, depositing, reporting
Concurrent employment can exist but not necessary
Determine tax withholdings and employment taxes as if only one employer
Limits apply to all payments made by common paymaster

25. Railroad Retirement Tax Act
A national railroad retirement program established in 1937
Subject to a separate and distinct system of employment taxes
Employment taxes
Tier I taxes
6.2% for railroad retirement (RRTA) up to wage base of $127,200 (employer matched)
1.45% for Medicare hospital insurance (employer matched)
.9% for additional Medicare tax on compensation over $200,000
Tier II taxes
Based on average account benefits ratio
Wage base of $94,500
Employer tax rates range between 8.2% and 22.1%
Employee tax rates range between 0% and 4.9%

26. DO YOU KNOW???
How long must the employer keep an employee’s Form W-4 on file?
What does the Form W-4 tell the employer?
What is backup withholding?
What is the employer social security tax rate for wages?
Explain the principle of constructive payment.
Why is the date of actual or constructive payment of wages important?