How do I change the withholding on my Form W-4 and NC-4?

NOTE: The IRS released Form W-4, Employee's Withholding Certificate in January 2020, which is vastly different from the old Form W-4 (there are no longer allowances, but rather five sections to review). Access this form in my.charlotte.edu from the Banner Self Service quick links. While you are not required to complete this form, it should be more accurate for individual withholding. Please note: if you do not submit a new form, withholding will continue based on your previously submitted form. 

Instructions:

  • Federal: Refer to the complete Form W-4 instructions before completing the online W-4 withholding form.
  • North Carolina: Refer to Form NC-4 instructions before completing the online NC-4 withholding form. If you are performing services for the University from a state other than NC, you will need to complete that state's withholding certificate and mail or fax it to the Payroll Department. Reference the delivery methods toward the bottom of this FAQ. For security purposes, do not email a form that contains your social security number.

TIP: Unless you update your W-4 and NC-4 withholding information, your federal and state income tax withholding will default to single when you are originally hired and will continue to reflect those elections. Employees hired on Jan. 1, 2020, or later, are required to complete the 2020 Form W-4 for federal payroll tax withholding purposes. 

Employees can complete their Form W-4 (Employee's Withholding Certificate) and NC-4 (Employee’s Withholding Allowance Certificate) to update their withholding anytime through my.charlotte.edu as follows:

  1. Log in to my.charlotte.edu using your NinerNet Username and password.
  2. Click the Employee Self Service icon from the Quick Links menu.
    My.Charlotte menu screenshot
  3. Click the 'four square' navigation button at the top left of the Employee Dashboard to open the Banner navigation menu.
    screenshot of employee dashboard with red arrow pointing at the four square navigation menu
  4. Click on Banner, then select Employee Information.
    Employee Information screenshot with the words Banner and Employee Information outlined in red
  5. Click on Tax Information.
    Tax Information highlighted in red on the employee dashboard
  6. Select the withholding tax form you would like to update from the Tax Information list, either the NC-4 Tax Exemptions (NC State Form) or the W-4 Tax Exemptions (Federal Form W-4).
    screenshot of the the menu to select the withholding tax form you would like to update with NC-4 and W-4 outlined in red
  7. Your current withholding selection will be displayed in the Federal Form W-4 and North Carolina NC-4 Tax Exemption screens. Select Update at the bottom of the screen to edit the form selected.
    screenshot of W-4 Employee's Withholding Allowance Certificate with red arrow pointing at the Update button
    screenshot of NC-4 employee's withholding allowance screen with update button outlined in red
  8. Follow the screen instructions to edit the existing withholding information. Click the Certify Changes button at the bottom of the screen to complete your withholding update.
    screenshot of Directions with red arrow pointing at the certify changes button

    screenshot of NC-4 employee's withholding allowance screen with several fields outlined in red and a red arrow pointing at the Certify Changes button

      9. Read the attestation statement that pops up and click OK if you have complied with aspects of this attestation.

    10. A confirmation screen will show that your requested updates were successfully processed.

IMPORTANT NOTE: Make sure your personal (non-charlotte mailing address and phone number are current in Banner by following these FAQ instructions.

TIP: Update your Form W-4 and NC-4 when your personal or financial situation changes to update the federal and state income tax amounts withheld from your pay. Employees are encouraged to use the IRS Tax Withholding Estimator as a review to ensure their withholding is correct.

Note: if you do not submit a new form, withholding will continue based on your previously submitted form. For more information, visit the Financial Services website.

NOTE: If you cannot access the online tax information at my.charlotte.edu, contact the Payroll Department to determine if your job has been set up in Banner and the effective date for that job. You can access your tax forms online once your job and effective date are set up. 

You may complete a paper Employee's Withholding Certificate (Form W-4 or NC-4) and securely deliver the form(s) to the Payroll Department using one of the following delivery methods:

  • Hand deliver the form(s) to the Payroll Department on the 3rd floor of the Reese building.
  • Mail the form(s) via campus or regular mail to UNC Charlotte Attn: Payroll Department, Reese 3rd Floor, 9201 University City Blvd., Charlotte, NC 28223
  • Fax the form(s) to our secure fax at 704-687-1416. NOTE: We cannot guarantee the clarity of faxed copies received in the Payroll Department.

Security note: For security purposes, do not email forms that include your social security number.

Contact Information: Email PayrollDept@charlotte.edu with questions (for security purposes, DO NOT include your social security number). Include your full name and UNC Charlotte ID number (800/801#) with your correspondence. 

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