Where should the W-4 form be placed once completed?

The W-4 form, which is used by employees to report their tax withholding preferences, should be placed in the employee's personnel file once completed. This is important for a few reasons.

First, maintaining the W-4 in the personnel file ensures that it is kept confidential and securely stored alongside other essential employment documents, such as employment agreements and performance evaluations. Keeping it in the personnel file allows human resources or payroll departments to access the necessary information when calculating payroll deductions for tax purposes.

Additionally, employers are required to retain W-4 forms for their records to comply with tax regulations and audits. This means the form should be easily retrievable, which is facilitated by storing it within the employee’s personnel file.

Other options are not suitable; for example, placing the form in the employee's mailbox would not provide the necessary confidentiality or organized filing structure needed for official documents. Sending it to the IRS is also incorrect as employees are responsible for submitting their W-4 forms themselves. Keeping it in the accounting department would not ensure that it is securely kept with other critical personnel documents or easily accessible for tax reporting needs.