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What if a 2 months old new employee need to submit tax proofs for tax excemption?
Normally the employee submits a W-4 upon hire, and is not asked to prove anything. The IRS has been inconsistent about employer obligation to reject clearly false W-4s. The only clear guidance is if the employee says or writes something to the effect that the W-4 is invalid, the employer should not accept it. If the employer decides to ask for proof two months after hire, assuming the employee has not filed a new W-4, it could be because the employer has become suspicious and wants to avoid IRS liability. Perhaps the employee was overheard saying, “I always claim exemption from withholding, and then just pay my full tax on April 15,” or the employer got a lock-in letter for another employee claiming 999 exemptions, so it decided to check all W-4s with more than ten exemptions or the employee sent emai from a work computer indicating membership in a tax protest group that refuses to file taxes. Or it could just be a change in policy based on a new HR head or new legal advice. If it's the IRS asking for proof, then it's likely t’re investigating the employee. The request could come from State tax authorities as well. These could be broad sweeps (check all programmers who switched from contract employee to full-time employee and make more than $80,000) or something specific to the employee (the ex-girlfriend of her boyfriend called the IRS to say “she never pays taxes”). Basically, it could mean anything or nothing.
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But the tax agency really is just concerned about its obligations to the IRS and not its responsibility to its employee. If an employee believes a W-4 is not true, she need not submit a new one. If the employee believes that the W-4 is accurate, but the employer still has other evidence, the employee should ask for a new W-4 at that time. But she really should ask, and if it's valid, the employer is under an obligation to accept it. And unless the employee is an attorney claiming to be an expert witness, it's likely the IRS has already checked with other sources on the W-4 to see if it's accurate. So it's possible the employee did everything correctly, and it only came to her consciousness because the employer asked her. On average, it takes a couple of months for the IRS to respond to a letter.