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RD
RD, Certified Public Accountant (CPA)
Category: Tax
Satisfied Customers: 8784
Experience:  CPA, MBA, Over 10 yrs of experience in tax planning and business consulting..
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Hi - how long should an employer keep W4s on file

Resolved Question:

Hi - how long should an employer keep W4's on file?
Submitted: 3 years ago.
Category: Tax
Expert:  RD replied 3 years ago.

RD :

Generally such records should be kept as long as you can. I suggest clients to scan and retain it in their backup files.

RD :

IRS rules suggest that they be retained for atleast 4 years.

RD :

Here is a link to the publication for your reference

Customer :

Yes. But shouldn't they have also offered another W4 to her when she went back to work for them in 2010? The did not and only told her that she was still in their system.

RD :

Employee can provide updated Form W-4 if situation changes to the employer.

RD :

Employer may but are not required to ask the employee to fill out a W-4 form again.

Customer :

Thank you!!!

Customer :

She made 17k and paid no taxes. She does't have a copy of the W4 and neither does the employer. I can claim her as a dependent, but I am thinking that she is still liable for any unpaid federal taxes. What a mess.

RD :

IS she your daughter? How old is she?

Customer :

She is 24.

Customer :

...and never paid attention to her pay stubs

RD :

You will not qualify to claim her as your qualifying child unless she is under the age of 24 and a full-time student for at least five months of the year

Customer :

even though she is still at home?

RD :

And since she made more than $3,650 you cannot claim her as a qualifying relative too

RD :

Yes, that is correct.

Customer :

like I said, what a mess

RD :

Here are the rules-

RD :

http://www.irs.gov/newsroom/article/0,,id=133298,00.html

Customer :

thanks again..

RD :

http://www.irs.gov/publications/p501/ar02.html#en_US_2010_publink1000220939

RD :

You are welcome. Sorry about the outcome though...

RD :

I do appreciate your accept and feedback.

Customer :

I appreciate your assistance!!

RD, Certified Public Accountant (CPA)
Category: Tax
Satisfied Customers: 8784
Experience: CPA, MBA, Over 10 yrs of experience in tax planning and business consulting..
RD and 4 other Tax Specialists are ready to help you

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