Hiring the first employee in Florida: Even if it is a new or an already established business, it’s essential to know the appropriate process for finding new hires in Florida. In this article, we have described a step by step process for a business owner to understand how to hire their first employee in Florida with all the legal obligations.
Steps to Hiring first employee in florida
Register as an Employer in Florida
Employers have to register as a business before hiring any employees. They should have an Employer Identification Number (EIN) from the Internal Revenue Service. Once registered, one can report the appropriate taxes and information to comply with Florida’s employer regulations.
Posting a job profile
It is advised to post them in a local market, as it helps one consider their average wage or salary and the cost of living. The average salary in Florida is approximately $60,000. The average hourly wage is roughly $17.75.
Assessing the Candidates
After the collection of applications from the candidates, the employers look through their excellent experience and qualification. Moreover, check the capabilities according to your job description’s indicated requirements.
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Consider searching for a remote employee in the same area.
Some jobs allow for the employees to work remotely without creating extra hassle. In that scenario, a business owner may want to expand their employee search beyond their immediate area needs. It is also evident that some areas have lower living costs and lower average salaries. As a result, it means that one may be able to improve their business margins by offering a lower compensation package to their employees that align with their employee’s local area budget needs.
Comply with the Florida State’s Hiring Rules
As one takes their first step towards hiring in Florida, it is of immense importance that they comply with the Florida state hiring guidelines and rules. Furthermore, it is necessary for the employers to complete the new hire forms and submit their file reports on time while also establishing a proper payroll system in their business.
It is also advised to keep the type of employee they have hired. Some types of employees, like minors, may have certain restrictions on the duties that they can perform according to the state guidelines or the kinds of reports they can commit to. For example, Contractors are not required to be reported as they’re not technically employees, even if they function as such.
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Filing Florida New Employees Form
When an employee is onboarded, the business owners fill out and complete Florida new employee forms. These forms include payroll information, tax documents, employment-related contracts, and necessary agreements. It’s good practice to provide the new hire with a package that consists of all vital information that is related to their indispensable role. A contact is also provided for any additional queries. This also consists of:
- Job application form
- Employee handbook
- Background check form
- Direct deposit form
- Confidentiality agreement
- Offer letter
As an employer in Florida, an individual must complete two forms to keep in their files. Additionally, it is necessary for the employers to complete the IRS Form W-4 to withhold tax from employee pay and USCIS Form I-9 to verify an employee’s work eligibility in the United States. It is also advised to ensure that the background check, confirm any identification requirements and complete forms are accurately filled without any delay.
Reporting of New Hire in Florida
The Florida Department of Revenue requires employers to report all new hires within 20 days. Including rehired employees that have not worked for 60 consecutive days. New hires need to be notified even if they have not completed any work hours since hiring. Additionally, you can access the recent hire reports through the online platform on the Services for Employers portal.
New hire reports include:
Employee Information:
- Name
- Address
- Social Security number (SSN)
- Date of birth
- Date of hire
Employer Information:
- Business name
- Business address
- Federal employer ID number (EIN)
Payroll in Florida: Hiring first employee in florida
After the Hiring first employee in Florida and reporting the employees to necessary government agencies, one needs to establish a payroll system. Furthermore, Payroll software can help manage work hours, records and other important information. One can manage their payroll independently or pass it to their respective accountant.
For payroll and accounting software, consider features such as:
- Direct deposit
- Tracking employee hours
- Vacation or paid time off
- Federal and state filings
- Accounting software integration/compatibility
Businesses might also need to decide when their official pay period starts. Along with that, how often they will be paying their employees, biweekly, monthly or bimonthly. It is advised to consider how one manages pay variables and deductibles, such as health insurance, taxes and overtime.
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