Kansas Department of Administration - SHARP Customer Service
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SHARP Message #785






Employees claiming exemption from federal withholding and/or the advanced Earned Income Credit

Message Text:


Pursuant to IRS regulations, all employees claiming an exemption from federal withholding and/or the advanced Earned Income Credit (EIC) must file a new W-4 and/or W-5 each calendar year. To facilitate this requirement, email notifications were sent on December 2nd to all SHARP employees who are exempt from federal withholding and/or are receiving advanced EIC payments in 2009. For agency payroll/human resource staff, a new work list has been created that will identify these employees to agency staff. A worklist was sent on December 2nd to the agency staff that has been designated as the “agency payroll workflow administrator” through the SHARP security roles. The worklist can be accessed two ways in SHARP: from the Home page, click on Worklist under the Menu on the left side of the screen, or click on Worklist on the top right side of the screen next to Home. For each employee on the worklist, your agency should contact the person to ensure the appropriate action is taken so that the desired tax status is in effect for 2010. If your agency has no employees claiming an exemption from federal withholding and/or advanced EIC, the worklist will be empty. For more information about this topic, please see Informational Circular No. 10-P-009 issued November 20, 2009 available on the Accounts and Reports website at: http://www.da.ks.gov/ar/infocirc/fy2010/ic10p009.htm.

Agency staff should remind all employees to review their withholding allowances and file an updated Form W-4 if their withholding allowances have or will change. As previously noted in Informational Circular No. 09-P-037, the Making Work Pay tax credit implemented through changes to the federal income tax withholding tables as part of the American Recovery and Reinvestment Act may result in an employee having less tax withheld from their paycheck than they would prefer. In addition, employees should be reminded that the Making Work Pay tax credit will be factored in over the full calendar year in 2010 which will result in employees seeing more tax withheld per pay period in 2010 than in 2009 when the credit was factored in over a nine month period.

You may contact Jennifer Holthaus at (785) 368-6313 if you have any questions about this message.