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Q: What Do I Need to Do When I Hire My First Employee?

Your employee’s first day is exciting for all parties involved. That’s why it can be easy to forget that you’re on the hook for a few things so the government can make sure you’re following all the rules. To stay in the clear, let’s go over your biggest federal and state to-dos.

1. Fill out all your employee onboarding forms

Start By having your employee fill out a W-4 form to tell you how much income tax they want withheld from their paychecks. Next, they’ll need to Complete an I-9 form to prove they’re allowed to work in the U.S. With the I-9 form, you’ll also need to check their passport or other ID. (Don’t worry, all the instructions are on the form, just make sure they bring their IDs on the first day.) Once these forms are complete, you must keep copies of them in your records.

2. Report your new hires to the state

Now, you’ll need to send some info to the state where they’ll be working. If you are a client of PayNortheast, this will be completed for you. The state uses these details to keep track of people who owe certain government debts, like child support. In general, this should be filed within 20 days of their start date, but some states require it sooner, so it’s important to get to it right away.

3. Get workers’ compensation insurance

Almost every state mandates employers have workers’ comp insurance. Workers’ comp gives your team certain benefits and covers your business in case of illness or injuries that can come up while an employee is working. If you do not have workers comp, speak with PayNotheast. They will shop the best deals and automate the entire process.

4. Labor law posters

There are certain posters that you need to tack up in your offices depending on the city, county, and state where your business is located. You should subscribe to a poster program to ensure compliance.

5. Follow the main labor law requirements

It’s a good idea to get familiar with labor laws, such as minimum wage, wage garnishments, termination issues, and worker classification. Sound intense? Fortunately, PayNortheast provides tools and guidance to keep you on track. Start by downloading a free Wage & Tax Guide.

This article is not intended to be taken as legal advice

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