Overview
A W4 Task in Evolve ATS – Onboarding is a special task used to capture tax withholding information from a new hire. The task template is structured to provide information about the company, which can then be used to identify the appropriate forms for the new hire based on their input. The onboarding admin will set up multiple tasks depending on the number of work locations available for the company.
Audience
Onboarding Admin
Create a W4 Task
Navigate to the Onboard Admin tab, then select Task Templates.
Click + New Task Template.
Complete the fields in the New Task Template popup:
- Choose type - Select W4 Task Template
Click Create.
Capture the company’s information for tax purposes:
- Company Name – Name of the company.
- EIN – Company’s tax ID number.
- Nexus – Indicates if the company has locations across states and agreements with those state agencies regarding tax withholding. If you aren’t sure of your specific situation, it is best to check this.
- Corporate Address – Address for the company where the new hire will be located.
- Contact person – The contact person will be displayed on all the withholding forms.
- Work address—This can be carried over from the new hire record, or you can choose to set up a different template for a specific location. If your employee works remotely, you can select Allow assignee to edit work address.
Complete the additional fields in the New Task Template:
- Name / Internal Name / Task Template Code- Provide your template with a unique name.
- Description – Describe what your new template will be used for.
- Default Assignee—You can set the default assignee as the hiring manager, a new hire, or a specific employee.
- Watchers – Select any users that should be notified about the progress of this task.
- Status – By default, the template is marked Active. Active templates can be pulled into any process template and assigned to onboarding.
- Due Date – When the task should be completed.
- Activation Date—When you select Activates with onboarding kickoff, the task is assigned immediately and becomes visible to the assignee. When you select Delayed activation date, the task is assigned after a specified delay.
- Define Dependencies—This allows you to define the specific set of conditions that must be met for the task to be included in an onboarding process.
- Inclusion Criteria—By default, this is set to Always Include, which means there is no conditionality. If you prefer the task to be included/excluded from a specific process based on a condition, use Include when the criteria are met.