What is the W-4 form for employees?

When you get a new job, your employer will ask you to complete is IRS Form W-4: Employee's Withholding Certificate. The way you fill out this form determines how much tax your employer will withhold from your paycheck. Your employer sends the money it withholds from your paycheck to the Internal Revenue Service (IRS), along with your name and Social Security number.

Your withholding counts toward paying the annual income tax bill you calculate when you file your tax return in April. That’s why a W-4 form asks for identifying information, such as your name, address, and Social Security number.

What Is a Form W-4 Used For?

The W-4 form provides information to your employer so that they can determine how much to withhold from your paychecks. This will ensure that the IRS collects federal income tax from you in a timely manner. Not paying enough during the year can result in a tax bill and perhaps a penalty, while withholding too much can create a refund when you file your tax return.

What is the W-9 form for contractors?

Businesses use IRS Form W-9, Request for Taxpayer Identification Number and Certification, to get information from vendors they hire as independent contractors (also called freelancers).

The form is filled out by independent contractors who provide services to companies that have not hired them as full-time employees. If you are paid $600 or less in a single year by a company, you will not need to fill out the form for that company.

When You Shouldn't Fill Out a W-9

An independent contractor who receives an unexpected W-9 should hesitate before filling it out and research whether the requester has a legitimate reason to ask for this form. Financial institutions sometimes use Form W-9 to request information from a customer when they need to report dividends or interest.

Downloading W-4 and W-9 form using Deskepa HRIS

Using Deskera HRIS you can Download the W-4 and W-9 form with the required details already filled in as per the information filled in the system,


1. Go to the Report Tab a window with Employee withholding forms W-4 and W-9 will appear>> Enter your name in the boxes>> Click on the download the button for downloading these forms.

2. Once you have downloaded the W-4 form below details will be auto-populated in the form as entered in the system,

3. Also, Once you have downloaded the W-9 form below details will be auto-populated in the form as entered in the system,


Congratulations: You have successfully learned how to Download employee withholding forms W-4 and W-9 using Deskera HRIS