EMPLOYEE NOTICES REQUIRED UNDER FEDERAL LAW

December 1 - Form W4 Notice Deadline

IRS Regulations require employers to remind their employees to file a new 2009 W4 Form, IF:

• Filing Status (Single / Married)
• Number of Allowances
• Exempt Status

has changed since their last filing of their W4.  This reminder should be done by December 1st.  

Note: A claim of exempt from withholding is effective for one year and a new W4 attesting to continued exempt status must be filed to you by February 15th.  If this type of employee fails to do so, you must withhold as if the employee is Single / 0

New:  If an employee claims more than 10 allowances or claims exempt from withholding, you are no longer required to send the IRS a copy of the W4.  Instead, submit a copy only if directed to do so in a written notice from the IRS or under future published guidance.

December 31 - Advanced Earned Income Credit (EIC)

Employees who have filed the W5 form will have their certificate expire on December 31.  Expiring W5 forms have no grace period as exempt W4 forms do.

Therefore, employees who want to continue receiving advanced payments of earned income credit must complete and submit to you a new W5 form before the first payroll of 2009.

2009 AUTOMOBILE BENEFIT INFORMATION

To assist you in calculating taxable fringe benefits attributed to an employee’s use of a car, provided below is the latest IRS Rates and Tables:

Automobile Rates (Cents Per Mile)

Type of Use                2009 Amt

Standard                     $.55

Relocation                  $.24

Charitable                   $.14

Medical                       $.24

Luxury Car Value:       $15,000

Type of Use                2008 Amt

Standard                     $.585 (Jul 1)

Relocation                  $.27 (Jul 1)

Charitable                   $.14

Medical                       $.27 (Jul 1)

Luxury Car Value:       $15,000

If a car has a FMV greater than or equal to the Luxury Car Value amount, the Cents the Mile method should not be used.

Annual Lease Value Table:

Click here to view this lease table

Federal Per Diem Rates
(effective 10-1-2008)

IMPORTANT NOTES

Account Balances

For on-time preparation of your 4th quarter and year end reports, be sure your account balance is current

Duplicate W2 Requests

If an employee loses or misplaces their original W2, we can reprint a duplicate W2 marked “REISSUED STATEMENT” for a nominal charge. 

Feel free to call your payroll specialist to request copies of W2’s.  However, we will not field requests from your employees since we cannot verify who they are.  Please do not provide them our number.

 Under an IRS Service Center Advice, employers may collect a fee for supplying duplicate copies of W2’s to employees who have lost or destroyed their original copy of the form or simply want an extra copy.  You may not

charge for supplying an original or corrected form.

If you elect to charge your employees a fee for such requests, be sure to add a statement to the request form such as, “I authorize that $xxx be deducted from my next pay check to receive this payroll department service