Taxes Explained

Understanding your W-4, tax withholding, and the FICA threshold

W-4 Form Basics

What is a W-4 Form?

The W-4 form tells your employer how much federal income tax to withhold from your paycheck. You'll need to complete this form during onboarding, and you can update it anytime your situation changes.

When to Claim "Exempt"

You can claim exempt from withholding if:

You had no tax liability last year
You expect no tax liability this year
Your total income is below the taxable threshold

What "Exempt" Means

Claiming exempt means:

No federal income tax is withheld
You're responsible for paying any taxes owed
FICA taxes still apply (see below)

I-9 Employment Eligibility Verification

Federal requirement to verify identity and work authorization

What is Form I-9?

Form I-9, Employment Eligibility Verification, is a federal requirement mandated by the U.S. Citizenship and Immigration Services (USCIS). All U.S. employers must complete and retain Form I-9 for every person they hire for employment in the United States. This includes both citizens and non-citizens.

Why It's Required

The I-9 form ensures that:

You are legally authorized to work in the United States
Your identity is verified through official documents
Compliance with federal immigration laws
Protection against employment discrimination

When to Complete

Important timeline:

Section 1: Must be completed by your first day of work
Section 2: Completed by employer within 3 business days of hire
Cannot be completed before accepting a job offer
Must bring original documents for verification

Acceptable Documents for I-9 Verification

You must present documents that prove both your identity and work authorization. You can choose from three lists:

List A: Documents that Establish Both Identity AND Employment Authorization

U.S. Passport or U.S. Passport Card
Permanent Resident Card (Green Card)
Employment Authorization Document with photograph (EAD Card)
Foreign passport with temporary I-551 stamp or MRIV
Passport from Federated States of Micronesia or Republic of Marshall Islands with Form I-94

If you present a List A document, you do NOT need to present List B or List C documents.

List B: Documents that Establish Identity ONLY

You must also present a List C document:

Driver's license or ID card issued by a state or outlying territory
ID card issued by federal, state, or local government
School ID with photograph
Voter's registration card
U.S. Military card or draft record
Military dependent's ID card
U.S. Coast Guard Merchant Mariner Card
Native American tribal document

List C: Documents that Establish Employment Authorization ONLY

You must also present a List B document:

Social Security Account Number card (unrestricted)
Birth certificate issued by a state, county, or outlying territory
Native American tribal document
U.S. Citizen ID Card (Form I-197)
Identification Card for Use of Resident Citizen in the United States (Form I-179)
Employment authorization document issued by DHS

Important Notes:

All documents must be unexpired and appear to be genuine
You must present original documents (not photocopies)
Documents must contain a photograph for certain List B items
Receipts for lost, stolen, or damaged documents are acceptable for 90 days
Minors under 18 may present alternative documents in some cases

How to Complete Your I-9 Through the Portal

The HRIS Portal makes it easy to complete your I-9 electronically:

Log in to your Employee Portal account
Navigate to Onboarding → I-9 Employment Verification
Complete Section 1 with your personal information
Attest to your citizenship or immigration status
Upload photos or scans of your acceptable documents
Submit for employer review (Section 2)
Receive confirmation once your I-9 is processed

Note: You may need to present your original documents in person for physical verification, depending on your county's requirements. You will be notified if an in-person verification is required.

Privacy & Security

Your I-9 information is confidential and protected under federal law. It will only be used for employment eligibility verification and is stored securely in compliance with USCIS regulations. Your documents will not be shared with unauthorized parties and will be retained according to federal guidelines (3 years after hire date or 1 year after employment ends, whichever is later).

Understanding FICA Taxes (2026)

Important information about Social Security and Medicare taxes

The $2,500 FICA Exemption Limit for 2026

Election workers have a special FICA tax exemption that differs from other employees.

✓ If you earn LESS than $2,500 in 2026:

You are NOT subject to FICA taxes (Social Security + Medicare)
No FICA taxes will be withheld from your paycheck
This threshold resets each January 1st
You keep your full earnings (minus any federal income tax withholding)

⚠ If you earn $2,500 or MORE in 2026:

FICA taxes WILL be deducted from the first dollar earned
Total FICA tax rate: 7.65%
Social Security tax: 6.2%
Medicare tax: 1.45%
Once you cross the $2,500 threshold, FICA is calculated on ALL earnings from the beginning of the year

Important Example:

• If you earn $2,400 total in 2026: NO FICA taxes

• If you earn $2,501 total in 2026: FICA taxes apply to all $2,501

• That means $191.33 in FICA taxes would be deducted ($2,501 × 7.65%)

Note: This exemption applies specifically to election workers. Your employer will track your earnings and apply FICA taxes accordingly.

W-2 Information

When You'll Receive Your W-2

Your W-2 form will be available by January 31st of the following year. This form shows your total earnings and taxes withheld for the previous calendar year.

How to access your W-2:

Log in to the Employee Portal
Navigate to "Tax Documents"
Download your W-2 as a PDF
Paper copies can be requested if needed

Frequently Asked Tax Questions

Taxes are withheld based on your W-4 form selections. If you claimed exempt but still see deductions, you may have crossed the $2,500 FICA threshold, which requires Social Security and Medicare taxes regardless of your W-4 status.

Log in to the Employee Portal and navigate to "Tax Information" → "Update W-4". Changes typically take effect within 1-2 pay periods.

If you worked but haven't received your W-2 by February 15th, contact our support team immediately. You can also access your W-2 through the Employee Portal starting January 31st.

We cannot provide tax advice. Consult with a tax professional or the IRS to determine the best withholding strategy for your situation. The IRS provides a free withholding calculator on their website.

Still Have Tax Questions?

Our support team can help you understand your tax withholding and W-2 forms