AdminW-4 collection

W-4 collection

Turn on W-4 collection, request forms from Staff Hub, and download signed federal (and optional New York) tax forms.

Collect a signed federal Form W-4 from each hire on the staff portal, then download the filled IRS PDF from Staff Hub. You can also collect New York Form IT-2104 or IT-2104-E alongside each W-4.

Turn on W-4 collection

  1. Open Admin → Site Settings → Modules.
  2. Under the Staff section, find the W-4 collection card.
  3. Click Turn on (or Turn on for $X when the add-on has a price). Campium charges your saved subscription payment method when one is on file. If payment is still owed, use Go to Billing and pay the balance invoice. Paying that invoice turns the module on.

You need an admin login to turn the module on or off. Turning it off stops new requests. Staff can still finish forms already sent. There is no refund.

When the module is off, Admin → Staff Hub can show an upsell titled Collect W-4s from your hires in Staff Hub with Turn on W-4 collection (or Go to Billing when an unpaid fee is waiting).

Set automatic requests

  1. Open Admin → Staff Hub.
  2. Open Staff Hub Settings.
  3. Under Request a W-4 automatically, pick one or more Application Status values. Empty text on the control is By hand only.
  4. Helper text: when you set someone's Application status to a selected choice, they get an email asking them to fill out a W-4 for their Staff Hub season. Moving them to an unselected choice cancels a W-4 they have not signed yet. Leave it empty to request W-4s only by hand.
  5. Click Save Settings.

You need a staff profile field named Application Status (any capitalization) for automatic triggers. Staff Hub always uses that field name. See Staff Hub.

Collect New York IT-2104

Still in Staff Hub Settings, check Also collect New York Form IT-2104. Helper text: For staff who work in New York. Every W-4 request then also asks for an IT-2104, and you download it from the same cell.

This is an opt-in for your camp, not an automatic geo setting. Staff then choose Form IT-2104 (withhold New York tax) or Form IT-2104-E (claim exemption) on the portal page titled New York tax withholding.

Request a W-4 by hand

  1. On Staff Hub, select one or more staff rows.
  2. Click Request W-4 in the selection bar.
  3. Confirm. When New York collection is on, the confirm mentions a W-4 and a New York IT-2104.

Each selected person gets an email with a link to fill out the form(s).

Track status in Staff Hub

When W-4 collection is on, the roster shows a W-4 column (or W-4 & I-9 when I-9 is also visible). Status badges include Requested, In progress, Signed, SSN pending, Signed, Downloaded, and Signed, SSN deleted. An empty cell means Not requested.

When New York collection is on, a second line under the cell shows IT-2104 or IT-2104-E. Download the filled PDF from the cell after the form is signed.

What staff see on the portal

Staff open Fill out your W-4 (or similar home card copy) and land on Form W-4. They complete and sign the federal form. When New York collection is on, they also see Fill out your New York IT-2104 / Fill out IT-2104.

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