Set up a state or provincial withholding form as a fillable PDF from the Document Dashboard. Employees will be able to complete this form for their state when managing their payroll withholdings.

1. Select Employee Tools > Document Dashboard.
2. Select Add New.

   The Edit Bulletin page opens.

3. In Headline, enter the name of the withholding form.
4. In Mode, select either Document (Acknowledgment Required) or Document (Signature Required).
   • Documents for Signature require users to sign using the cursor (when on a computer), their finger (on mobile devices or tablets), or by selecting Generate Signature (if enabled).
   • Documents for Acknowledgment require users to select an Acknowledge button.
5. Jump to the Attachments section.
   1. Select the Embed Attachment In Page checkbox.

      This will format the attachment to display in full for users rather than as a link.

   2. Select the Is Fillable PDF checkbox (displays only if you selected Embed Attachment In Page).
   3. Select the State Withholding Form checkbox (displays only if you selected Is Fillable PDF).

      Choosing State Withholding Form hides many of the other fields on the Edit Bulletin page. You can see which remaining fields you need to complete after selecting this checkbox.

   4. If you want the fillable PDF form to prefill personal information fields with an employee's data from Vista, select the Prefill Fields checkbox.

      When an employee opens the form, any of the following personal information fields will auto-populate: First Name, Last Name, Middle Name, Middle Initial, Suffix, Email, Phone, Address (and Address 2 if applicable), City, State, Zip, Country, Cell, Birthday, and SSN.

      The following employer fields will auto-populate: Employer Name, Employer Address (and Employer Address 2 if applicable), Employer City, Employer State, Employer Zip, and EIN.

   5. If you don't want the fields on a fillable PDF form to be required, select the Disable Required Fields checkbox.

      When this checkbox is selected, any fields marked as required in the fillable PDF will display as normal fields. The user will be able to submit the form without filling in all fields.

   6. Attachments can be downloaded by default. If you do not want users to have the option to download an attachment from the attachment viewer, select the Disable Attachment Download checkbox (displays only if you selected Embed Attachment In Page).
   7. Either drag and drop the file or select the Drag a file or click to upload box to navigate to the fillable PDF withholding form you want to upload.
   Note: Please note the following when embedding fillable PDF forms:

   • You must set up the PDF with fillable fields before you upload it to the portal.
   • A user's progress is not saved on fillable PDF forms. Users must complete the form and submit it in a single session in order for their information to be saved.
   • When you select Is Fillable PDF, you cannot add any other attachments to the current document. If a document already contains multiple attachments, you must delete the ones that are not the applicable PDF before you can save the document.
6. In the State section, select the correct state or province for the withholding form that you uploaded.

   Assigning a state or province enables the withholding form PDF to be used to capture payroll withholdings from the Employee Tools > Update Info page.

   You can create only one withholding form per state or province. Once you assign a state to a withholding form, you cannot assign that same state to any other form.

   You cannot save the document until you select a state or province.

   Note: States and provinces must be set up in Vista HQ States for them to display as options in this State dropdown.
7. Complete additional optional fields for the document as needed.
   1. In the Attach Document To dropdown, you can select which Vista form will be the default attachment location that populates for Admins in the Review Withholding Update modal. If you do not want to indicate a default form, select None.
      Note: For state and provincial withholding forms, Admins ultimately choose whether a PDF copy of the document should be attached to the employee's PR Employee or HR Resources record after it has been acknowledged or signed.

      • This attachment will include the title, body text, the attachment, signature block text, date of the signature / acknowledgment, and signature (if it is a document for signature).
      • Use the Attachment Type to assign the document to a specific attachment type. This dropdown includes the DM Attachment Types you have created in Vista.
   2. In the Body section, you can enter a message for your users.
   3. To modify the signature or acknowledgment block text (text that appears just above where the user signs or acknowledges), enter the alternate text in the Signature / Acknowledgment Block Text field.

      This text displays on the PDF attachment to either HR or Payroll.

      If you leave this blank, users will see the default acknowledgment text that reads: “I have agreed to submit this acknowledgment by electronic means. I also certify that I understand that an electronic signature has the same legal effect and can be enforced in the same way as a written signature.” This text also displays in the printed PDF.

8. When you are finished, select Save in the upper right.
   You can also select Save & Preview to see what your document will look like to a user.
9. In order for employees to be able to update their state or provincial withholding information using this form, admins also must add the new hire's Tax State to the PR Employee record in Vista.

   For more information, see the Vista Help on Setting Employee Tax and Insurance Information.