Hi,
Here are the IRS' requirements regarding maintaining the W-4 records:
https://www.irs.gov/taxtopics/tc753#:~:text=You%20can%20download%20and%20print,800%2D829%2D3676).
Recordkeeping Requirements
After the employee completes and signs the Form W-4, you must keep it in your records for at least 4 years (see Publication 15, (Circular E), Employer's Tax Guide and Topic No. 305, Recordkeeping). This form serves as verification that you're withholding federal income tax according to the employee's instructions and needs to be available for inspection should the IRS ever request it. Form W-4 is still subject to review. You may be directed (in a written notice or in future published guidance) to send certain Forms W-4 to the IRS. You must be able to supply a hardcopy of an electronic Form W-4.
An employee may want to change the entries on Form W-4 for any number of reasons when his or her personal or financial situation changes. If you receive a revised Form W-4 from an employee, you must put it into effect no later than the start of the first payroll period ending on or after the 30th day from the date you received the revised Form W-4. You must honor the request unless the situations described below in the sections Invalid Form W-4 and Lock-in Letters apply.
You can download and print a Form W-4, order multiple copies, or call 800-TAX-FORM (800-829-3676).
Here is a link to a 2023 Form W-4: chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.irs.gov/pub/irs-pdf/fw4.pdf
If you have additional questions, please call 1-800-446-8848.
Thank you,
John
CPA
