IRS W-4 Form for 2009 ... free download

Unless you're illegally paying your employees under the table with cash, they need to complete IRS's Employee Withholding Allowance Certificate W-4 Form so they can be properly processed through payroll.

I have to laugh when I discover a company is using the 2006 version of the W-4 Form. Strange as it may sound, I get compliments on my new hire packets. Why? Because I make sure the forms are up-to-date and are clean (meaning they don't look like I borrowed someone's badly copied form and re-copied it).

IRS produces a freshly dated W-4 form each year. I'm not sure why, but they do and it's free. So why are you using anything else? Your company will look more organized and knowledgeable if you give new employees a "new" W-4 form that has the current year on it. And it's so easy to do!

Just because the government has decided to spend money on reprinting the W-4 Form every year doesn't mean your employees need to complete a new one each year. Once your employees have completed one, they only need a new form to make changes to their status or exemptions.

I'm going to tell you a big secret. Only the small tear-off part of page one of the W-4 Form needs to be completed. You already knew that? Then share it with your new employees, especially those that haven't worked in many companies. I've discovered a number of people needlessly struggle over the section that helps you calculate the number of exemptions to claim. That section is to help people if they don't already know what to enter but is certainly not required. You only need to keep page one or the torn-off lower part of page one in your payroll files.

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