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Employee Income Tax Withholding Forms


View policy pdf:Employee Income Tax Withholding Forms Policy

Policy Statement

This policy follows the University System of Georgia (USG) Business Procedures Manual except where identified in the section labelled UGA Procedures below. All employees should adhere to the full Business Procedures Manual in addition to the UGA Procedures.

Refer to the USG Business Procedures Manual regarding Employee Income Tax Withholding Forms

UGA Procedures

Record Retention

This series documents amounts withheld by Payroll from employees' checks for taxing authorities. This series may include but is not limited to: the Statement for Claiming Benefits Provided by Section 911 of the Internal Revenue Code; Withholding Allowance Certificates (W-4s); Earned Income Credit Advance Payment Certificates (W5s); Non-resident Alien Request for Exemption from Tax Withholding (IRS Form 8233); Alien Information Request Form; and Request for Exemption from State Income Tax Withholding. Individual forms may include employees' names, addresses, social security numbers, and tax identification numbers.

Record Copy: Withholding information is maintained in the OneUSG Connect system. 

Retention: 4 years

Citation or Reference: Tax Withholding Authorization Records 0472-04-037

Related information

Updating your W-4 federal withholding information

Updating your G-4 GA withholding information

SOP_PAY_005 Update employee Federal and state withholding

SOP_PAY_031 Annual Process to Support Employees Claiming Exempt Withholding Status



Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator:  Associate Vice President for Finance Division

Policy Owner: Payroll

Policy Contact: Debbie Kuppersmith

Phone Number: 706-542-6931

Date Issued: 01/01/2019

Last Reviewed/Updated: