Lessons learned from a small business owner on hiring for the first time, as well as hiring and HR nuances for remote employees.
Presented at the 2014 Digital Business Summit.
6. Seek Expert Help
• HR consultant
• Accountant
• Lawyer
• Notary public
• Use your professional network
7. Why Hire?
• 1099 contractor isn’t possible
• Business growth
• Business investment
• Professional collaboration
8. State Employment Laws
• For remote hires, employer must follow the laws
of the state in which the employee lives
• Contract or at-will employment
• Minimum wage
• Workers’ compensation
9. Pre-Hiring Preparation
• Create job title and description
• Annual salary or hourly rate
• Part-time or full-time
• Create job application
• Must specify type of employment
• Be aware of what you can and cannot ask
• Do not substitute with a resume
10. Pre-Hiring Preparation
• Gather tax forms
• Define internal policies
• Identify materials for employee manual
11. Required Paperwork
• After a job offer is accepted, new hires must
complete
• Job application
• Employee eligibility
verification (I9)
• Employee withholding
allowance (W4)
• Conflict of interest
statement
• Emergency contact form
• Summary of consumer
rights
• Release for background
checks
12. Required Paperwork
• Comply with US and state labor and tax laws
• Protects the employer’s business interests
• Protects the employee’s rights
13. Nice-to-Have Paperwork
• Confidentiality agreement
• Internet policy
• Telephone and email policy
• Travel policy, including per diems and
reimbursements
• Company-specific policies, such as work ownership
and release of information to media
14. I9 Verification
• Federal form that verifies an employee’s
eligibility to work in the US
• Section one completed on or before the first
day of work (the start date)
• Section two must be completed within three
days of the employee's start date
15. I9 Verification
• Verification requires in-person, physical
examination of original documents
• Verification by employer or an authorized
representative
• Presents a challenge for remote hires
16. I9 Verification - Remote
Hires
• Notary public qualifies as an authorized
representative
• Verification is not a notarization; no notary seal
• Notary title with signature should be
“Authorized Representative”
• Employer must maintain original document
17. Document Storage Laws
• Personnel file documents must be stored
separately from all other new hire or
employment documents
• Personnel file documents are any containing
protected personal information (PPI)
• SSN
• Date of birth
• Credit card numbers
• Home address
• Home phone
18. Document Storage Laws
• Most documents can be stored electronically,
provided the storage solution is
• Reliable
• Secure
• Accurate
• Accessible (can be reproduced in hard copy)
19. Document Storage Laws
• I9 is the exception; cannot be stored
electronically
• Recommended to store separately from
everything else
• Any hard-copy documents must be maintained
in locked storage
20. Document Retention
• Different employment documents must be
retained after termination for varying periods of
time
• When the retention period has passed, the
documents must be destroyed
21. Document Retention
• Original job description and job application for one year
from the date of termination
• Payroll records for three years from the date of termination
• Employment documents with protected information for
three years from the date of termination
• Tax records for four years from the date tax is due or paid
• Just the tip of the iceberg
22. Payroll
• My accounting firm handles all payroll. I provided initial details:
• Pay frequency (e.g. weekly, bi-monthly, monthly)
• Hourly rate
• Check or direct deposit
• Estimate of quarterly gross payroll
• Whether I would be paying payroll taxes online
• The state my employee resides in
23. Economic Nexus
• Washington state has an economic nexus with
businesses in certain classifications
• Having an employee living and working in
Washington qualifies as an economic nexus
• This means additional business licensing and
more taxes
• Every state is different
24. Economic Nexus
• Registered my business as a Foreign LLC with
Washington’s Department of Revenue
• Certificate of Good Standing
• Applied for a business license in Washington
• Once processed, company operates like any
other employer in Washington
25. State Reporting
• Within 20 days of a hire, must report new hires
to Washington’s Social and Health Services
Department
• Accounts for online reporting and tax payments
• Employment Security
Department
• Department of Labor &
Industries
• Washington Department
of Revenue
26. State Taxes
• Employment taxes are only paid to the state
where employee resides
• Every state is different
• State unemployment tax (SUTA)
• Workers’ compensation insurance
27. State Taxes
• Depending on the state’s economic nexus rules,
there may be non-employment taxes due
• Business and occupation taxes on apportionable
income
• Use tax for goods and services used in
Washington
• Even if no tax is due, filing is required
28. Federal Taxes
• FICA (form 941) - employer's portion of social security and
Medicare tax withholding
• Employees also pay this tax
• Due quarterly
• FUTA (form 940) - federal unemployment tax based on payroll
• No employee contribution
• Quarterly or annually depending on tax liability
29. Federal Taxes
• EFTPS account for online payments
• Filing not available online; hard-copy, snail mail
• For both state and federal, my accounting firm
prepares the reports and gives me a checklist
for payments
30. Hiring Is a Serious Business
Decision
• More taxes
• More fees
• More stress
• More responsibility
32. Totally Worth It
• More focused, efficient
workflows
• More and better internal
documentation
• More strategic about
clients, projects and
opportunities
• More strategic about
engagement
• New identity
• Complete brand system
• Intern
• Bigger projects
• All without a single
interruption to our clients
33. Hiring a Remote Employee
abrightumbrella.com/hiring
• Part 1: Human Resources & New Hire Process
• Part 2: Eligibility Verification & Document
Retention
• Part 3: Payroll & State Business Registration
• Part 4: Employment-Related Taxes