The Legalities For Hiring Employees


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In our last lesson we continued our series on how to hire and manage, with a look at how to conduct initial interviews.  In today’s lesson we are going to continue that series with a look at the legalities of hiring employees.  

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The Legalities For Hiring Employees

  1. 1. The Legalities for hiring employees by
  2. 2. Before Your First Employee Starts, You Legally Should...
  3. 3. A) Start An Employee File •Personal Information - Full Name, Social Security Number, Mailing Address, Gender, and Date of Birth •Compensation - Employee’s Hourly Wage or Weekly Salary, Frequency of Compensation Payment.
  4. 4. A) Start An Employee File •Payroll Deductions - What is being deducted from paychecks? •Records Of Hour Worked - Hours Worked and Overtime Hours.
  5. 5. A) Start An Employee File • Records of Compensation Paid - Date, Amount, and Period of Time Covered For Payments. Check Susan Heathfield Article.
  6. 6. B) Collect W-4 Forms From The New Employee • 2103 IRS W-4 Form - Your employee may have to fill out forms related to state income taxes.
  7. 7. B) Collect W-4 Forms From The New Employee •State Income Tax Forms For Employees - You will need to provide employees with your Employee Identification Number (AKA EIN or FEIN) •Get your Employer ID number -
  8. 8. C) Report Your New Hire To The State After you hire the new employee you have 20 days of to report the new hire information to the state. This should include the employee’s name, address, social security number, hire date and first day of work. Where To Report New Hires
  9. 9. D) Verify The Employee Is Legally Allowed to Work And Fill Out The I-9 Form A representative of the company must fill out this form and collect the information from the documents provided by the employee. You don’t submit the I-9 form, but must have it available for authorities to examine.
  10. 10. E) Put Up Federal & State Labor Law Posters When you have employees, you need to put up notices required by state and federal laws in areas where all employees can see them. Where To Buy Posters
  11. 11. F) Buy Worker’s Compensation Insurance In 49 out of the 50 states (TX is the exception), you are legally required to buy worker’s compensation insurance when you have employees. In most states, this insurance is bought through the private marketplace.
  12. 12. And Finally...
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