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Entering W-4/Tax Changes in PPS

How to enter in your W-4/tax changes in PPS

Before you start

Many employees don't realize they can update their own tax information online at AYSO. You can direct employees to the instructions found on this website in the Payroll Services section under Employee Resources.

The primary reason for making changes to an employee's tax information in PPS is because s/he has submitted a new W-4. You are required to make the changes in PPS immediately and forward the W-4 to the Payroll office.

  • Obtain the the signed, completed W-4 form;
  • Contact Payroll for employees who are non-California residents performing service outside of California to determine if out-of-state withholding is required;
  • Contact Payroll if the employee requests earned income credit.

Steps to complete in web-based PPS

  1. In web-based PPS, select Change Existing Employee Record from the Main Menu,
  2. Add the employee number in the Employee ID field (or last name, comma, first name in the Name field), press Select button,
  3. From the left side Entry Screen Menu, select screen 4 Citizenship & Taxes.
  4. Enter the updated information from the employee's W-4 form into the appropriate fields.
  5. Entry is allowed in the following fields only:
    • Federal Marital Status
    • Federal Personal Allowances
    • California Marital Status
    • California Personal Allowances
    • California Itemized Deductions
    • Addl Fed Tax Withholding
    • Addl CA Tax Withholding
  6. Go to screen 11 Summary, then screen 12 Review Messages and Update, make sure to submit all the way through to receive completed message.
  7. This transaction will NOT generate a PAN. Forward the original W-4 to Payroll.

Steps to complete in CICS PPS

  1. From main menu in PPS, enter ETAX in the Next Func field and the employee ID number in the ID field. Press Enter.
  2. Enter the updated information from the employee's W-4 form into the appropriate fields.
  3. Entry is allowed in the following fields only:
    • Federal Marital Status
    • Federal Personal Allowances
    • California Marital Status
    • California Personal Allowances
    • California Itemized Deductions
    • Addl Fed Tax Withholding
    • Addl CA Tax Withholding
  4. Press Enter to confirm the information. Press F5 to update the employee record.
  5. This transaction will NOT generate a PAN. Forward the original W-4 to Payroll.