Congratulations! After months (or years) of tireless work, your business has finally expanded to the point where you feel comfortable bringing aboard an extra pair of hands. This blog will focus on what you need to do to hire and onboard your employee effectively (and in accordance with applicable laws).
Forms, Forms, Forms
You might have déjà vu back to when you formed your company when you start gathering the numerous documents needed before you hire an employee. Depending on the nature of your business, you might need other forms to supplement the list below, but generally, you need:
- Form SS-4: One of the first things you need to obtain is an Employer Identification Number (EIN) from the IRS, which will go on nearly every tax form you send to the IRS.
- Employment law posters: There are various federal and state agencies that require prominent display of posters and other visual aids that inform employees of their rights in the workplace. One example is the Occupational Health and Safety Act (OSHA) requirements; others you’ll need are the federal and state minimum wage posters. Check with the federal Department of Labor to ensure you have the right notices.
- Florida New Hire Reporting Form: Once you hire an employee, you must fill out this document and send it to the Florida New Hire Reporting Center with the state Department of Revenue.
- Reemployment tax: Florida employers must pay this tax to the state Department of Revenue, which goes into the Unemployment Compensation Trust Fund. This tax is for the benefit of workers who have lost their jobs (not of their own volition) and are available for work.
- Form I-9: This document verifies your employee’s eligibility to work in the U.S. Keep this on hand for at least three years after your employee leaves your company.
- Form W-4: Your new employee needs to complete this document so you will know how much to withhold from each paycheck. You should keep this form for at least five years after your employee leaves your company.
- Workers’ compensation: Unless you operate a construction company, you might be exempt from carrying workers’ compensation insurance until you hire your fourth employee.
The Vetting Process
After you have registered with the applicable agencies and gathered the pertinent forms, it’s time to start interviewing candidates. The possibilities for your job description are endless, but you probably have a good idea of the language you need to employ to find the right person. Ask for references and call the candidate’s references. You could also consider having your candidates perform tasks similar to what the job entails.
Conclusion
Before hiring someone else to lessen the workload on you, you need to do some work yourself to make sure you have all your i’s dotted and t’s crossed. This blog is only meant to serve as a general guide for preparing for your first hire; we would be more than happy to make sure that you take care of everything when you decide to start hiring. Get in touch with us today to schedule a consultation.
John Salas
