Once logged in APS, go to the 'Employee List' section.
In the 'Employee List' section, locate the option to add a new employee.
Enter Employee Details:
- Full Name:
- Type the employee's full name in capital letters.
- If the employee has two first names or two surnames, enter both in the respective fields.
- If the employee has one first name and a middle name, enter the first name in the 'First Name' field and the initial letter of the middle name in the 'Middle Name' field. For example, if the name is "John Michael Doe," enter "JOHN" in the 'First Name' field and "M" in the 'Middle Name' field.
Social Security Number (SSN):
- Enter the employee's SSN accurately and ensure it is correct. This information is crucial for the employee to receive their W-2 forms at the end of the year for federal tax filing purposes.
- If the SSN or any other critical information, such as the employee's name, is entered incorrectly, we still have a chance to correct any mistakes until the W-2 forms are submitted and the original documents are mailed to our New Orleans head office.
- Also, it is still possible to request a correction from APS after the forms are completed. However, please note that there is a $50 fee for each correction, even for minor errors like a single letter in a name.
- We usually receive a notification about the deadlines from APS at the end of December and the beginning of January.
- Enter the employee's correct residential address.
- This should include the street address, city, state, and ZIP code. It is important to ensure this information is accurate for payroll, tax documentation, and any official correspondence.
- Provide the employee's work email address (or personal)
We should use the information provided on the employee's W-4 form to accurately record their marital status, number of dependents, and any exemptions.
Form W-4, officially known as the "Employee's Withholding Allowance Certificate," is an IRS tax form used by employees in the United States to communicate their tax situation (such as exemptions and filing status) to their employer. This form helps the employer determine the correct amount of federal tax to withhold from the employee's pay check.
Choose "W-4 Tax Year 2020 or After" if the W-4 form indicates 2024.
Select the filing status indicated on the W-4 form.
