Submitting a state tax form your onboarding did not offer you
Last updated: September 21, 2026
Applies to: US W-2 employees who need a state withholding certificate or exemption form that their onboarding checklist did not present. Independent contractors have nothing withheld, and Canadian T4 employees complete a TD1 instead.
Summary: Onboarding collects the standard federal and state withholding forms for your work location. If your situation calls for a different state form, such as a nonresident certificate or an exemption based on military spouse residency, email the completed form to support@ascen.com and we will apply it to your payroll record.
Why your form may not be in the checklist
The checklist presents the withholding forms that apply to most workers in the state you work in. Some state forms exist for narrower situations, for example when you live in one state and work in another and your states have a reciprocal arrangement, or when residency rules let you claim an exemption from a state's withholding. Those are not part of the standard flow, which is why you may know about a form that your onboarding never showed you.
What to do
Get the current form from your state tax agency. Use the agency's own site so you have the right year and version.
Complete and sign it. An unsigned form cannot be applied.
Email it to support@ascen.com, saying which state it is for and from which date you want it to apply.
Check your next pay stub to confirm the state tax lines changed as you expected. See Understanding your US pay stub: earnings, taxes, and deductions.
When it takes effect
A withholding change applies to a future paycheck once it is processed. It does not change paychecks that have already been issued. If more was withheld earlier in the year than you owe, that difference is settled when you file your state return rather than by reissuing past pay.
Related situations
Living in one state and working in another: Working or living in more than one state: how state taxes work
Federal withholding that looks too high or too low: Why was so much tax withheld from my paycheck? and How do I fill out my US tax forms (W-4)?
What each line on your stub means: Understanding the taxes withheld from your paycheck
You can also ask us for a copy of the withholding forms we currently have on file for you, so you can see exactly what payroll is working from.
This is not individual tax advice. State residency and exemption rules vary, and if you are unsure whether a form applies to you, check with your state tax agency or a tax professional.