Page 16 - Form W4 and payroll Tables

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The type and rule above prints on all proofs including departmental reproduction proofs. MUST be removed before printing.
• A partnership, even if the individual's spouse is a part- W-2, you may owe a penalty unless you have reasonable
ner; or cause. See Pub. 1586, Reasonable Cause Regulations &
• An estate, even if it is the estate of a deceased parent. Requirements for Missing and Incorrect Name/TINs, for
information on the requirement to solicit the employee's
In these situations, the child or spouse is considered to SSN.
work for the corporation, partnership, or estate, not you.
Applying for a social security card. Any employee
Parent employed by son or daughter. When the em- who is legally eligible to work in the United States and
ployer is a son or daughter employing his or her parent, doesn't have a social security card can get one by com-
the following rules apply. pleting Form SS-5, Application for a Social Security Card,
• Payments for the services of a parent in the son’s or and submitting the necessary documentation. You can get
daughter’s (the employer’s) trade or business are sub- Form SS-5 from the SSA website at SSA.gov/forms/
ject to income tax withholding and social security and ss-5.pdf, at SSA offices, or by calling 800-772-1213 or
Medicare taxes. 800-325-0778 (TTY). The employee must complete and
• Payments for the services of a parent not in the son’s sign Form SS-5; it can't be filed by the employer. You may
be asked to supply a letter to accompany Form SS-5 if the
or daughter’s (the employer’s) trade or business are employee has exceeded his or her yearly or lifetime limit
generally not subject to social security and Medicare for the number of replacement cards allowed.
taxes.
Social security and Medicare taxes do apply to Applying for an SSN. If you file Form W-2 on paper and
! payments made to a parent for domestic services your employee applied for an SSN but doesn't have one
CAUTION if all of the following apply. when you must file Form W-2, enter “Applied For” on the
form. If you’re filing electronically, enter all zeros
• The parent is employed by his or her son or daughter. (000-00-0000 if creating forms online or 000000000 if up-
• The son or daughter (the employer) has a child or loading a file) in the SSN field. When the employee re-
stepchild (including an adopted child) living in the ceives the SSN, file Copy A of Form W-2c, Corrected
home. Wage and Tax Statement, with the SSA to show the em-
• The son or daughter (the employer) is a widow or wid- ployee's SSN. Furnish copies B, C, and 2 of Form W-2c to
ower, divorced and not remarried, or living with a the employee. Up to 25 Forms W-2c for each Form W-3c,
spouse who, because of a mental or physical condi- Transmittal of Corrected Wage and Tax Statements, may
tion, can't care for the child or stepchild for at least 4 be filed per session over the Internet, with no limit on the
continuous weeks in the calendar quarter in which the number of sessions. For more information, visit the SSA's
service is performed. Employer W-2 Filing Instructions & Information webpage
at SSA.gov/employer. Advise your employee to correct
• The child or stepchild is either under age 18 or, due to the SSN on his or her original Form W-2.
a mental or physical condition, requires the personal
care of an adult for at least 4 continuous weeks in the Correctly record the employee's name and SSN. Re-
calendar quarter in which the service is performed. cord the name and SSN of each employee as they’re
shown on the employee's social security card. If the em-
Payments made to a parent employed by his or her ployee's name isn't correct as shown on the card (for ex-
child aren't subject to FUTA tax, regardless of the type of ample, because of marriage or divorce), the employee
services provided. should request an updated card from the SSA. Continue
to report the employee's wages under the old name until
4. Employee's Social Security the employee shows you the updated social security card
with the corrected name.
Number (SSN) name change, or a new card with a different SSN after a
If the SSA issues the employee an updated card after a

You’re required to get each employee's name and SSN change in alien work status, file a Form W-2c to correct
the name/SSN reported for the most recently filed Form
and to enter them on Form W-2. This requirement also ap- W-2. It isn't necessary to correct other years if the previ-
plies to resident and nonresident alien employees. You ous name and number were used for years before the
should ask your employee to show you his or her social most recent Form W-2.
security card. The employee may show the card if it is
available. IRS individual taxpayer identification numbers
Don't accept a social security card that says “Not (ITINs) for aliens. Don't accept an ITIN in place of an
! valid for employment.” A social security number SSN for employee identification or for work. An ITIN is
CAUTION issued with this legend doesn't permit employ- only available to resident and nonresident aliens who
ment. aren't eligible for U.S. employment and need identification
for other tax purposes. You can identify an ITIN because it
You may, but aren't required to, photocopy the social is a nine-digit number, formatted like an SSN, that starts
security card if the employee provides it. If you don't with the number "9" and has a range of numbers from “50–
provide the correct employee name and SSN on Form 65,” “70–88,” “90–92,” and “94–99” for the fourth and fifth

Page 14 Publication 15 (2020)