Form W-4 for 2026: Critical IRS Changes Every Employer Must Get Right

An employee walks into your office and hands you an updated Form W-4 and says “can you please process this before next week’s bonus run, I don’t want to pay tax on my bonus it’s just too much” What is your obligation to process or reject the form?  This webinar will review current Form W-4 rules along with review all the current and coming changes to the form W-4 that will significantly impact how we process and calculate payroll taxes.

Dec of 2017 The Tax Cuts and Jobs Act and now The Big Beautiful Bill Act of 2025 has significantly changed the W-4 permanently starting in 2026 This webinar will prepare the payroll professional to understand the changes to the form W-4 for 2026.  The Form W-4 was a critical form that all companies have to obtain from employees and has had special processing requirements.  A review of the IRS specific laws around processing of the Form W-4 and how they should be handled will be discussed.

Session Highlights:

• Understanding the proper way to process a federal W-4
• How to handle a tax protestor
• What should be the proper process for an invalid W-4?
• Proper processing and maintenance of a IRS lock in letter
• Understanding the requirements around Form W-4 and how an employer can be at risk
• IRS Form W-4 change requirements and how it affects you as an employer
• Employer notification requirements and important deadlines for both Form W-4
• Discussion on what make the Form W-4 invalid
• Lock in letters from the IRS and how to handle
• What are the changes to personal exemptions from tax reform and how it will impact the Form W-4
• W-4 worksheet changes and requirements of when employees need to provide updated forms
• Form W-4 changes for 2026 due the OBBBA of 2025

Why You Should Attend

Form W-4 decisions aren’t always straightforward — especially when employees request last-minute changes before bonuses or submit forms that may not be valid. With permanent W-4 changes taking effect in 2026 under the Big Beautiful Bill Act, relying on old rules can put employers at risk.

This webinar breaks down what payroll professionals need to know in plain language — how to properly process or reject a W-4, handle IRS lock-in letters, and avoid common compliance mistakes. You’ll gain practical guidance and confidence to manage Form W-4 changes correctly and stay compliant in 2026.

Who Should Attend

This webinar is ideal for:

• Payroll Professionals & Payroll Managers

• HR Managers & HR Directors

• Accounting & Finance Teams

• Employers & Business Owners

• Tax Professionals & Compliance Officers

• Anyone responsible for processing employee withholding or bonus payments

Whether you manage payroll in-house or support multiple clients, this session will equip you with the knowledge needed to handle Form W-4 changes confidently and compliantly in 2026.