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When Your Remote Employee Lives and Works in Another State

Remote working has exploded in the last few years, especially in professional services. Now that companies are seeing the benefits of remote working, they are also seeing the benefits of an expanded pool of potential employees. Some firms are hiring employees that live several states away from where the office is located, which comes with quite a few ramifications for the business.

Let’s say your business is based in Texas. You already file quarterly payroll reports and pay federal payroll taxes for your Texas-based employees. You also already file all the required state payroll reports and have Texas workers compensation. In May, you hired an employee that lives in Cleveland, OH. And in June, you hired an employee that lives in San Francisco, CA. You’ll need to get set up to pay employees in each of these states:

We’re not quite done yet. You’ll need to make sure you file the correct quarterly payroll reports in addition to your federal ones. Continuing our example: in California, this consists of Forms DE-9 and DE-9C, Quarterly Contribution Return and Report of Wages. In Ohio, there are multiple forms: one for SUTA, IT 3, IT 941, and IT 501, all with exacting filing requirements.

Some states that are small and close together may have exceptions that you can follow to save time.

Nexus

Having an employee in another state creates nexus for your organization, which means that you may have additional tax and legal requirements beyond payroll taxes.

Hiring a remote worker is so easy, but the paperwork that comes after it is anything but easy. Make sure you stay in compliance with all the tax and legal requirements of hiring an out-of-state worker. There can be some lead time in getting all this set up, so be sure to plan for this prior to your new employee’s start date.

As always, if you need help with any of these overwhelming tasks, please feel free to reach out to us any time.

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