Attaching Tax Documents

Unlike other document-related tasks, the Send a Tax Document task does not allow you to upload your own PDFs. Instead, you will select tax forms from a predefined list. Let's walk through it!

Understanding Target vs. Assignee

Before setting up the task, it's important to understand the difference between a Target and an Assignee:

  • Target – The person the task is about
  • Assignee – The person responsible for completing the task


Examples:

  • If you're sending a handbook to a new hire, they are both the target and the assignee because they need to receive and acknowledge it.
  • If you're sending a performance review document to a manager about an employee, the employee is the target, but the manager is the assignee.

Navigate to QuickTask

  • From your dashboard, go to QuickTask.
  • Select Send a Tax Document from the task options.QuickTask Menu


Choose the Target User (Who the Document is About)

  • In the "Choose an Employee/New Hire" field, select the person this document applies to.
  • This will be the Target of the task.select target
  • Is the person you need to Target not on your dropdown menu? We've got you covered: you can simply Add a New PersonAdd a New Person
  • A pop-up will appear where you can Create New Employee without leaving the Task page.Create New Employee

Name the Task

  • Enter a clear, descriptive name for the task (e.g., "Complete W4").
  • This name will be visible to the assignee.
    Add Task Name

Add a Task Description

  • Provide clear instructions for the assignee.
  • Be specific about what they need to do with the document (e.g., "Please complete the attached W4").Add Task Description

Assign the Task

  • Choose the Assignee (the person responsible for completing the task).
  • In most cases, the Target and Assignee will be the same.Add Assignee

Set a Due Date

  • Select the date the task should be completed by.
  • Setting deadlines helps ensure timely completion.

Set a due date

Attach Tax Document(s)

Choose one or more tax documents to include in the task. Available options include:

  • Federal W-4
  • W-9
  • State-specific tax withholding formsSelect tax document dropdown
  • You can select more than one form from the dropdownYou can select multiple documents in the dropdown

Set Document Permissions (Optional)

To protect confidential tax data, you can restrict access to uploaded documents.

  • Selecting "Restrict view of completed document to Admins only" ensures that tax documents will only be accessible to Admins upon task completion.
  • This is recommended for sensitive payroll-related information and will be pre-selected when you start this type of task.

Key Differences from Other Document Tasks

  • No option to upload personal PDFs – must select from system-provided tax forms.
  • No additional signature requirement – specific tax documents have their own signature fields so you won't need to include a digital signature field as part of the set up.
  • No disclosure statement option – this task does not include an additional disclosure statement field.

Need Help?

If you have any questions while setting up a Tax Document task, our Support Team is happy to assist.