How do I update my tax withholding?

Los Rios employees can now view and make changes to their federal and California tax withholding details on the Employee Self-Service (ESS) portal.

Before you get started:

  • This feature requires the use of Adobe Acrobat/Reader and is not accessible on mobile devices.
  • You will want ensure that you are using the latest version of Adobe Acrobat/Reader
  • Adobe Acrobat/Reader must be set as the default program for opening PDF files.
  • If you are using the Chrome browser, please check the following setting:
    • Click the three dot menu button in the top right corner and select Settings from the drop-down menu
    • Under Privacy and Security, select Site Settings.
    • Scroll to “PDF documents”
    • If not already set, toggle switch to “on” position. The circle will be on the right when toggle is switched to “on”.

Once you log into the ESS portal:

  1. Click on “Paycheck and Tax Information”
  2. Click on “Tax Withholding”
  3. You are now viewing your current federal and state withholding details.

Making changes to your current tax withholdings:

Updating your Federal Form W-4:

  1. Click anywhere in the Federal withholding details box.
  2. The “Federal Tax Withholding Forms” box will open,
  3. Under “Updateable Forms”, click anywhere in the “Federal Withholding Allowance Certificate” box.
  4. A Warning box will appear, please read it carefully and select Ok if you agree.

This will bring up a PDF document for updating. Depending on your browser, you may see different dialog boxes at this point. When prompted, open the PDF file for updating. If you are using Chrome, you will need to open the file from the download bar at the bottom of your browser window.

Filling out the Form:

Page 1

Step 1(a) and (b): Data is prefilled and read-only.

Step 1(c): Check the box for your anticipated tax return filing status. You will not be able to submit the form without completing this step.

Steps 2 – 4: Complete as needed based on instructions included on the form. See note above regarding worksheets.

Step 5: Data is prefilled and read-only.

Important note regarding Form W-4 worksheets: Only page 1 of this form will allow data entry. If applicable, you will need to perform the calculations on page 3 manually and then enter the results on page 1 of the W-4 per the form instructions. Alternatively, you can use the IRS withholding estimator and then enter your results on page 1.

When you are finished filling out the Form:

  1. Click on the Submit button in the bottom right corner of page 1.
  2. If you have not already done so during your current session, you will be required to enter your Los Rios login credentials to complete the form submission.
  3. After successfully submitting your form, a PDF confirmation page will open and you will receive a confirmation email at your Los Rios business email address. If desired, you can now save and/or print your completed W-4 for your records.

To view your changes:

  1. Navigate back to ESS
  2. Close the “Federal Tax Withholding Forms” box
  3. Click on the “Tax Withholding” tab on the left side of the page to refresh your tax withholding details

Updating your California Form DE-4

  1. Click anywhere in the State withholding details box.
  2. The “State Tax Withholding Forms” box will open,
  3. Under “Updateable Forms”, click anywhere in the “California Withholding Allowance Certificate” box.
  4. A Warning box will appear, please read it carefully and select Ok if you agree.

This will bring up a PDF document for updating. Depending on your browser, you may see different dialog boxes at this point. When prompted, open the PDF file for updating. If you are using Chrome, you will need to open the file from the download bar at the bottom of your browser window.

Filling out the Form:

Page 1: You will only be able to enter or change data for the following sections

Filing Status Withholding Allowances – Check the box for your respective filing status. You will not be able to submit the form without selecting a filing status.

Item 1: You can enter allowance information, as applicable based on the form instructions, on the first two lines of item 1.

Item 2: Enter any additional withholding amount, as applicable, based on the form instructions.

Item 3: If you meet the withholding exemption requirements per the form instructions, you may check this box. If this box is checked, you will need to remove any information entered for item 1 and 2 prior to submitting the form.

Important note regarding DE-4 Worksheets: Only page 1 of the DE-4 allows data entry. If applicable, you will need to complete Worksheets A through C using a manual process and then enter the results on page 1 of the DE-4 per the form instructions.

When you are finished filling out the Form:

  1. Click on the Submit button on page 1 of the form.
  2. If you have not already done so during your current session, you will be required to enter your Los Rios login credentials to complete the form submission.
  3. After successfully submitting your form, a PDF confirmation page will open and you will receive a confirmation email at your Los Rios business email address. If desired, you can now save and/or print your completed DE-4 for your records.

To view your changes:

  1. Navigate back to ESS
  2. Close the “State Tax Withholding Forms” box
  3. Click on the “Tax Withholding” box on the left side of the page to refresh your tax withholding details

If you need further assistance please submit a Faculty/Staff Support Request.

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