United States only: Form W-4, Form I-9 and FMLA leave

For a company in the United States, and for employees who work there: My W-4 signs a new withholding certificate that takes effect from the next pay period; My I-9 signs Section 1 and HR completes Section 2 within three business days, with Supplement B for reverification; FMLA Settings, My FMLA Leave and FMLA Cases handle eligibility, certification, designation and hours. Nowhere else are these screens shown.

Employee Self Service › Me › My Workspace › My W-4

1. On file now shows the withholding in force (or that none is on file: withholding is single with no adjustments until you complete one).
2. Form W-4: Employee’s Withholding Certificate is prefilled. Step 1: name, address and Step 1(c) Filing status (Single or Married filing separately; Married filing jointly or Qualifying surviving spouse; Head of household). Step 2(c): two jobs, or a working spouse. Step 3: qualifying children under 17 and other dependents (for income of $200,000 or less, $400,000 married filing jointly). Step 4(a) other income, 4(b) deductions, 4(c) extra withholding each pay period. Claiming exemption: only Steps 1 and 5 apply, renewed each year by February 15.
3. Step 5: Sign here — Type your full name to sign and tick I declare the above; then Sign and submit.
4. A new withholding record starts from your next pay period (for a new hire not yet paid, from the hire date); the old one is end-dated and kept. Forms I have signed lists your signed copies as PDFs.

• HR: HRMS › Compliance › US Employment Forms › W-4 Submissions (Form, Employee, Filing status, Exempt, Dependents, Extra, Effective, Signed, Status). A W-4 needs no approval: Acknowledge (with a Note) records that HR has seen it; Download PDF gives the signed form. The new record also appears on HRMS › Payroll › Pay Setup › Withholding (W-4).

Form I-9

1. HR: HRMS › Compliance › US Employment Forms › Form I-9 › Start a Form I-9 (Employee; First day of employment, empty for the hire date).
2. Employee, by the first day: My Workspace › My I-9 › Section 1: Employee information and attestation — name, other last names used, address, date of birth, then I attest, under penalty of perjury, that I am (one status). A noncitizen authorized to work gives ONE of an A-number or USCIS number, a Form I-94 admission number, or a foreign passport number and its country. Numbers are typed into masked fields and shown back only as their last four. Tick A preparer or translator helped me complete Section 1 if one did. Sign Section 1.
3. HR, within three business days of the first day: Complete Section 2. The employee chose to present One List A document, or One List B and one List C document; for each, the document title, issuing authority, number (sealed; the last four shown again), expiration date and an optional copy (checked by the upload inspection). Your title, Examined remotely under the DHS alternative procedure when it was, Additional information, Why late (if after the due date), and the attestation.
4. Reverify (Supplement B) when a work authorization expires: one List A or List C document of the employee’s choosing — never List B — with any new name or rehire date.
5. Download PDF gives the form; Void (Why required) voids one made in error.

• The Form I-9 list (Form, Employee, First day, Where it is, Section 1 due, Section 2 due, Status, Reverify by, Keep until, Overdue) puts overdue forms first. Reminders are sent for what is due.
• Retention: Keep until is the later of three years after the first day and one year after employment ends.
• Open E-Verify case starts the E-Verify check from the form (Why late if more than three business days after the first day). See Identity verification.
• A new role, I-9 representative, may complete Section 2; the HR Auditor reads these screens without changing them.

FMLA leave

• HRMS › Compliance › US Employment Forms › FMLA Settings (one per company): Entitlement (weeks) — 12; Military caregiver entitlement (weeks) — 26; 12-month method (Calendar year, A fixed leave year with Leave year starts (MM-DD), 12 months forward from the first day of FMLA leave, or 12 months back from each day of leave — one for everybody); Paid leave runs at the same time as FMLA leave; Months of service needed (12) and Hours worked in the last 12 months needed (1,250); The worksite has 50 or more employees within 75 miles; Workweek when an employee has none recorded (hours); Days to return the certification; Leave plan FMLA leave is booked on; HR contact on the notices.
• Hours worked are read from time entries and payslips; a full-time employee with neither is presumed to have worked full time.

1. Employee: My Workspace › My FMLA Leave › Am I eligible, and how much is left? shows Eligible or Not eligible and the Hours left for a chosen day.
2. Request FMLA leave: the reason (for my own health, a family member’s care and so on, For my <child>), Leave would start on, the pattern — continuous, intermittent (How often, roughly) or reduced schedule (Hours a week I will work meanwhile) — and an optional Note for HR. It goes to HR, who designate it; your manager is not told the reason.
3. HR: HRMS › Compliance › US Employment Forms › FMLA Cases. Eligibility notice and Designation notice produce the WH-381 and WH-382. Certification records whether it is received, complete, insufficient or not required, with the file — medical certifications are filed on the case, not the employee file.
4. Designate (Note to the employee) or Deny (Why it is not FMLA leave). Designating also decides the request in the self-service inbox. Hours are designated up to the entitlement; continuous leave is booked on the FMLA leave plan around leave already booked.
5. Record hours (Day, Hours) for intermittent absences, or the employee uses Record the absence; Close (Note) ends the case. The list shows Hours used against the Entitlement.