Overview
This article explains what production administrators need to know about managing federal and state/local tax withholding forms for project workers in Wrapbook.
Workers classified as employees must have completed tax withholding forms on file before their timecards can be processed and paid. Wrapbook handles much of the assignment and routing automatically — your role is to verify that workers have met these requirements and to know what options are available if they haven't.
Federal withholding (W-4)
What admins need to know
Because Wrapbook is the Employer of Record across all productions, a W-4 is completed once per Wrapbook — not once per project. Workers who have a valid W-4 on file with Wrapbook don't need to resubmit for each new project.
Workers may need to complete a new W-4 when:
They are hired through Wrapbook for the first time
They experience life changes that affect their tax situation (marriage, divorce, new dependents)
They want to adjust their withholding amount
How to ensure project workers complete their W-4
When inviting workers to a project, confirm their worker details are correct.
Point workers to Wrapbook's worker-facing guide: How to complete Form W-4: Federal Tax Withholding in Wrapbook
Use the Send reminders feature to prompt workers who haven't completed their onboarding.
Where to review W-4 submissions
Authorized production administrators can review W-4 submissions by following these steps:
In the left-side navigation, click the dropdown menu to select All projects
In the left-side navigation, click Files & exports
On the Files & exports dashboard, click the Tax & startwork tab
In the Tax Forms row, click the action button (three vertical dots) and select either Dowload all or Customize download if you want to see W-4s for specific workers or a specific project
An alert will appear at the top of the page confirming your download. Click the download link in the alert to view the W-4 report as a pdf, or go to where you computer saves new downloads
What to do when a worker hasn't submitted withholding forms
When you want to run payroll and a worker hasn't completed their W-4 or required state tax forms, Wrapbook shows a notice on the worker's profile page that they are not yet fully onboarded. The option to apply default withholding rates is also available from this page. You have two options:
Wrapbook applies the default withholding rates for both federal and state taxes. Federal defaults follow IRS guidelines; state defaults are set by the applicable state tax authority. You'll be asked to confirm that you understand you're applying these defaults on behalf of the worker. This option is particularly useful for commercial productions, one-day hires, and agent-onboarded workers where tax paperwork at hire is uncommon.
Enter withholding information manually
You can enter the worker's withholding details by hand to unblock payroll.
How to set defaults
Navigate to the worker's profile
Under the Withholding Information section in the right sidebar, select "Add"
Read the attestation statement carefully and then click Confirm to apply
Payments to the worker will proceed using the default withholding rates
Important things to know before setting defaults
Default withholding rates are more conservative. Federal defaults follow IRS guidelines, and state defaults are set by the applicable state tax authority. Both are designed to prevent under-withholding and may result in a larger refund for the worker at tax time.
The worker will be notified. When defaults are applied, the worker receives an email letting them know their taxes have been set to default rates and explaining how to log in and update their withholding information.
The worker can update this anytime. Once the worker submits their W-4 and any required state tax forms, their actual withholding preferences apply automatically to future payroll runs — no admin action needed.
You'll be asked to attest before applying. Wrapbook requires explicit confirmation that you understand you're applying maximum default withholding rates on behalf of this worker.
This is a temporary solution. Workers should be encouraged to complete their W-4 and any required state tax forms as soon as possible.
This feature applies to US workers only. Default withholding rates are not available for workers with Canadian work locations.
State and local withholding
How Wrapbook assigns state and local tax forms
Wrapbook automatically assigns the correct state and local tax forms based on each worker's individual work and residency details. Information such as project work location, worker work location, and state of residence determines which forms apply.
Certain details — such as project and work location — are set by the production, while others — like state of residence — are entered by the worker.
How to ensure project workers complete the correct state and local forms
Verify that project work location details are accurate
When inviting workers to a project, confirm their worker details are correct
Point workers to the worker-facing guide: How state and local tax withholdings work in Wrapbook
Where to review state and local withholding documents
Use the same path as above (Files & exports → Tax & startwork) to access state and local withholding documents. Signed forms can also be bulk-downloaded at the project level under the project-level Files & exports dashboard.
How to handle withholding changes mid-project
If a worker changes cities or states, or needs to adjust their withholdings mid-project:
Ask the worker to update their withholdings and re-sign any required forms. Share the worker-facing instructions: How to update your state and local tax withholding forms in Wrapbook
Updated forms apply to the next payroll cycle after the worker signs, not retroactively
FAQ
To help you understand how federal, state, and local tax withholdings affect your project workers in Wrapbook, we’ve put together this list of frequently-asked questions.
Click the arrow next to a question to see the answer.
How does Wrapbook determine which state and local forms are required?
Forms are determined by the worker's work location and state reciprocity rules. Workers are guided through only the forms that apply to them.
A worker says they weren't prompted to complete state or local forms. Is that expected?
Yes — if their existing withholdings are still valid for that project and they aren't changing them, they won't be prompted again.
Which workers are prompted to complete or update their withholding forms?
Only workers onboarding to a new project or updating their withholdings on an existing one. Existing valid withholdings remain in effect for in-progress projects unless the worker changes them.
A worker changed cities mid-project. What should I do?
Ask the worker to update their withholdings and re-sign any required forms. Changes apply to the next payroll cycle, not retroactively.
Does setting defaults apply to Canadian productions or workers with Canadian work locations?
No — this is available for US workers only.