I just think it's stupid. The average person is not a CPA - which is why most people have their taxes professionally done when it comes to things like charitable deductions, mortgage interest, etc.
Our employees never fill out the 2 job/ 2 earner section anyway and I know they won't want to fill out additional income from other sources, heck I don't even want to fill that out because honestly it is not my employer's business what other income I may or may not have.
In the FAQ section they say that filling out all of the sections is optional anyway . Then what is the point?
They should just leave it as is and require a new form from everyone regardless of a change in their tax situation.
"IRS recommends" 'nuff said.
The family should have a tax pro, who can help with W4 items (unless they are the lazy type of pro who gives a flat %). When my SWMBO was outside wage earning, we set her W4 to have no FWH or SWH so she felt like she was earning more. it was less of a "discussion" than to teach her how little extra she actually earned for the family, because of the amount I was earning. it was actually a money loser because of the extra costs, clothes, vehicle, etc.
There is also more of a "volunteer" issue with non-profits then for-profit firms. For example, I am an accountant. If I work at a non-profit as an accountant, I cannot also volunteer my time as an accountant. I run into the DOL MW/OT rules at that point. If however I have never been anything but a volunteer at a non-profit, it is (generally) not an issue.
Always remember that IRS and DOL have very different concerns and very different laws. Federal and state laws can also be different.
More generally, there is no universal rule that company policies are legally enforceable. That would be a function of what the state is (different rules in each state) and the exact wording of each policy. If you really think that YOUR specific policy must be legally enforceable, then take a copy to a local attorney who will actually have to read the policy and then compare to the actual laws/regulations/rules specific to your state. Yes there are several states which require formal separation notices, but I notice that no one cited what the penalties are for failing to comply. There are actually a fair number of laws with no penalties for violating the law. Or insignificant policies. Say a small fine payable to the state (not the employee).
For example, if you pay a non-terminated employee late in CA, there is a possible (not certain) fine but the fine is paid to the state not the employee. It is a very real law, but it does not do what employees think it does. And CA-DLSE has huge flexibility on when/if that rule is enforced. Employees want to think it is their tool. CA-DLSE knows that tool is written solely for CA-DLSE's use. It is sued solely against employers who repeatedly and deliberately make late payments. Not to reward the employees who were injured.
Contact your state and ask them. There should be a phone number on your state quarterly reports. Also, there is a chance that the state has not issued it yet. If so, use last years rate until you get it. A wrong rate is better then zero. You do what you can do. The state SUI rates are employer specific so no one here would have a clue what YOUR company's rate is.
I have to agree with David on this one! Although pay cards have their place in business, I generally don't see them in large companies. I think they work really well in fast-food environments, where you have a lot of young people who may not have bank accounts or tend to lose their checks, etc. Bottom line is what David said: Direct deposit is the only way to go.
One more time. Direct deposit rocks. Everything else does not. I am in agreement that pay card is better then it use to be and better then checks or cash, but I have done 43 state payroll before and pay card legality is not the same, state to state. I got a lot more calls on pay card problems even though 100 times more people were on direct deposit. I am still waiting for someone to tell me why they think pay cards are better the direct deposit, and if they are not, why go with the 2nd best solution? My last big job was 98% direct deposit for payroll and 70% for accounts payable. We only offered pay cards because one of the big bosses read an article in Forbes on them. God help my successor if a very senior manager reads an article on paying people with BitCoins or one of the other crypto-currencies.
I mostly regard pay cards as a solution looking for a problem. Just because pay cards are better then crypto-currency or checks does not make them a good solution, only a less then horrible one.
I actually tried arguing paying all of the people who would not sign up for direct deposit in pennies but HR popped a gasket and I could not get senior management to back me. We actually had an in house credit union and I could guarantee any employee a free bank account. ATM machines in all the main buildings. I still had 50 employees who refused to sign up for direct deposit, I even tried paying $100 bonus payments to long term give-me-a-check employees to sign up for direct deposit.
IMO, the preferred method of paying employees is ALWAYS direct deposit. I have yet to see a good argument that any other method is better (or as good). HOWEVER, you generally cannot force employees to get a bank account or use direct deposit. Most states have laws to that effect, and the feds have a poorly worded regulation that says sort of the thing, backed up by some more clearly worded court decisions.
Pay cards are IMO the next best option. HOWEVER, they generally are more work and more expensive then direct deposits and are legally restricted in some states.
Checks are a bad alternative. They are subject to being lost in the mail and various methods of fraud. Paper is evil.
Cash has all of the problems of checks with none of the virtues. Although in the 1980s we had a senior manager who Very Senior Management really did not like. I was instructed to pay him in pennies (no wrappers, just one big bag). Employee thought we were trying to make him quit. Employee was right.
I have read postings on paying people with "alternative currencies" such as Bit Coins. Check your state law before wasting time on those. It is very common for state law to say something like "payment must be made in a media immediately exchangeable for cash without discount". That rules out many types of Pay Cards.
Finally, lets say your employee dies (RIP). Two different people claim to be the heir. Do you give each of them 1/2 of the pay card? Hire an attorney? I am not saying it is legal, but I just make the direct deposit and let the bank deal with the "grieving" relatives.
I use ADP as well, and have often said that we have to know more than they do. As I said, I did override the calculation, but the account manager tells me that the wage and garnishment department is still telling her that it's wrong and they're right, but I haven't seen any proof in writing from them.
I remember years ago when I was setting up the HSA and ER Contribution, they argued with me for some time and kept telling me that I was wrong, the ER Contribution didn't go on the W-2 along with the EE contribution. I took them to the IRS publication, and the rep said that was my interpretation, he had set up hundreds his way and that I had to agree that if it was wrong it would be my fault. I said OK. A while after that something came out from ADP about HSA accounts basically contradicting what the Rep told me and supporting what I had asked for, and what the publication said. I was happy that I stood my ground.