Hiring your first employees in Lake Mary is exciting—and a little terrifying when payroll and HR enter the picture. The paperwork, compliance, and all those deadlines can quickly become overwhelming. But don’t worry, this checklist walks new employers through the first 90 days of payroll and HR tasks, from getting set up in Florida to confidently running your first pay cycle.
By following these steps, you can focus on growing your business instead of chasing forms.
1. Set Up Your Payroll System for Your New Lake Mary Business
One of the first steps in setting up your business in Lake Mary is establishing a reliable payroll system. Whether you’re using payroll software or working with a local payroll provider, make sure you choose a system that suits your needs, is easy to use, and complies with Florida laws.
Your payroll system should be able to:
- Process employee wages
- Handle tax withholdings
- Submit payroll tax filings to the IRS and the state of Florida
- Track overtime, vacation, and sick days
By choosing a local payroll provider, you’ll ensure your system stays compliant with all the necessary regulations, and you can focus on running your business.
2. Complete Employee Payroll Forms
As a new employer in Florida, you’ll need to complete several important payroll forms. These include:
- Form W-4: For each employee to determine their federal tax withholding
- Form I-9: To verify eligibility to work in the U.S.
- Florida New Hire Reporting: Employers must report new hires to the Florida Department of Revenue within 20 days of their hire date
3. Register for State and Federal Taxes
In Florida, you’ll need to register your business with the Florida Department of Revenue for state payroll tax purposes. This is essential for:
- Withholding state income taxes (if applicable to your employees)
- Reporting and paying state unemployment tax (SUTA)
- Complying with workers’ compensation requirements
Additionally, make sure you’ve registered with the IRS for federal payroll tax purposes. This will allow you to:
- Get an Employer Identification Number (EIN)
- File your federal income tax, Social Security, and Medicare taxes
Download our Florida New Hire Packet today to streamline your onboarding process.
4. Onboard Your Employees
Onboarding is a critical step to ensuring your new hires understand their roles and your company policies. It includes setting up direct deposit, explaining your company’s benefits packages, and providing them with essential documents like your employee handbook and tax forms.
Your onboarding checklist should include:
- Providing essential forms and paperwork
- Setting up benefits and insurance enrollment
- Explaining company policies, including leave and sick time policies
5. Establish HR Processes
As a new business owner, it’s important to develop clear HR processes early on to avoid confusion later. These processes will help you manage things like employee performance, time-off tracking, and handling employee complaints.
One of the first steps in building out your HR system is determining whether you will use HR software or outsource these services.
6. Plan Your Payroll Schedule
Determine how often you will pay your employees. In Florida, you can choose to pay employees weekly, bi-weekly, semi-monthly, or monthly. Be consistent with your payroll schedule, and make sure it aligns with your cash flow.
Frequently Asked Questions
What Payroll Forms Do New Florida Employers Need to File?
New Florida employers need to file several forms to stay compliant:
- Form 941: Quarterly federal tax filing
- Form 940: Annual federal unemployment tax (FUTA) filing
- Florida Reemployment Tax (RT-6): Quarterly state unemployment tax filing
Filing these on time is essential to avoid penalties.
Do I Need HR Software as a New Small Business in Lake Mary?
HR software isn’t required, but it helps streamline payroll and HR tasks like tracking time, processing payroll, and organizing employee feedback. If you’re not ready for full HR software, consider a payroll provider like Accupay that offers integrated HR services to support your business.
Ensure Smooth Payroll and HR Management from Day One
The first 90 days of handling payroll and HR can be challenging, but with the right guidance, you’ll stay on track. Navigating Florida’s requirements and getting your processes set up correctly is key to running a compliant and efficient business.
Schedule a consultation with Accupay today, and let’s take the complexity out of payroll and HR, so you can focus on building a solid foundation for your business’s future.
