February 26, 1996
COMPTROLLER'S MEMORANDUM NO. 14 (1995-96)
SUBJECT: AGENCY INPUT, APPROVAL
& RECORDS RETENTION OF W-4 CARDS
We have reviewed the current process
for W-4 cards and believe that agencies and employees will be
better served by allowing agencies complete control over W-4 cards.
Effective May 1, an agency approval
function will become operational and Bureau of State Payrolls
approval of W-4 cards will not be required. Please advise your
staff of this significant change as you will be responsible for
inputting, updating and maintaining your agency employees W4
system records.
Agencies will be responsible for
the records retention of W-4 cards as set forth by the Internal
Revenue Service and adopted by the Department of State as follows:
original W-4 cards must be maintained indefinitely as long as
it is an active/current W-4 card; if it is superseded or updated
then the original W-4 card must be maintained for a period of
four years after the updated W-4 takes effect. Procedures should
be established by each agency to allow for retrieval by the IRS
or the Office of the Auditor General.
Should you have any questions
please call Deborah Coury, Bureau of State Payrolls, Telephone
(904) 488-7762 or SUNCOM 278-7762.
