Washington compliance system setup

Washington

compliance system setupMeta description (provided): Expert guidance on Washington : Washington compliance system setup Get professional compliance support for your US business.Slug: washington-compliance-system-setupTarget audience: US business owners, LLC foundersIntro (lead)Starting and operating an LLC in Washington State requires more than a strong product or service — you need a reliable compliance system.

This guide walks Washington LLC founders and small-business owners through a complete compliance setup: entity formation, state registrations, employer payroll obligations, tax registrations and filings, ongoing reporting and practical workflows you can implement today.Quick summary (what to do first — 5-minute checklist)1.

Choose entity and file Certificate of Formation with WA Secretary of State (fee: $180).

Title: Washington compliance system setupMeta description (provided): Expert guidance on Washington : Washington compliance system setup Get professional compliance support for your US business.Slug: washington-compliance-system-setupTarget audience: US business owners, LLC foundersIntro (lead)Starting and operating an LLC in Washington State requires more than a strong product or service — you need a reliable compliance system.

Choose entity and file Certificate of Formation with WA Secretary of State (fee: $180).

Apply for a Federal EIN with the IRS (required for corporate entities/LLCs).

Run the DOR Business Licensing Wizard and file the Business License Application to get your UBI (processing ~10 business days).

Confirm payroll accounts will be created automatically (DOR notifies L&I and ESD); review L&I/ESD welcome packages and set up SAW accounts.

Build a 12-month compliance calendar (annual report due date = last day of your formation month).Step-by-step Washington compliance system setup (detailed)1) Form the LLC with the WA Secretary of State- File a Certificate of Formation (domestic LLC filing fee shown on SOS

$180). Designate a registered agent with a Washington address if required. - Save all formation documents and record your formation month — your annual report due date is the last day of that month. Washington’s annual report fee for profit entities (including LLCs) is $70; annual reports may be filed within 180 days prior to the expiration date. Some guidance references an initial report within 120 days — confirm your filing obligations on the SOS site after formation. - Recommended: set a calendar reminder for the annual report 90 days before the due date to allow time for review.

Get your Federal EIN- Apply online at the IRS (irs.gov). An EIN is generally required for LLCs and corporate entities even if you don’t have employees (it’s necessary for business bank accounts and many compliance filings).

Register with WA Business Licensing Service (DOR) and get your UBI- Use the Business Licensing Wizard to apply for a Washington Business License. The application issues a Unified Business Identifier (UBI) and registers you for relevant state taxes and employer programs. Processing for online applications is typically about 10 business days (longer if city or state endorsements are required). - DOR’s Business License Application automatically notifies L&I and ESD to set up workers’ compensation and unemployment insurance accounts when you indicate you will employ staff. - Tax registration with the state is often free (state tax registration listed as $0); you must register if your gross income is $12,000+ or if you sell taxable goods/services.

Payroll & employer program setup (ESD, L&I, PFML, WA Cares)- Workers’ Compensation (L&I)

after DOR processes your application, L&I will typically contact you within about a week to set up your workers’ compensation account. You will receive risk class codes and initial premium information. - Unemployment Insurance (ESD): ESD assigns unemployment insurance accounts and tax rates; reporting and payments are generally due quarterly (employers file wage reports each quarter). - Paid Family & Medical Leave (PFML) & WA Cares: Nearly all employers have responsibilities under PFML. When you sign up for PFML you will be asked to provide a copy of your Business License Application; follow ESD/paidleave guidance for premium rates, withholding splits, and employer contribution obligations. - Practical payroll steps: set up payroll software to withhold PFML employee share, WA Cares (if applicable), calculate and remit premiums to ESD, remit UI and L&I payments per their schedules, and produce required quarterly filings.

State taxes (Department of Revenue)

sales tax, B&O and filing frequencies- Register for sales & use tax, and Business & Occupation (B&O) tax as required through DOR. The DOR assigns filing frequencies (monthly/quarterly/annual) based on revenue and industry. Common first steps: - Determine whether you need to collect sales tax (retail sales of goods/services). - Confirm B&O tax classification with DOR (industry classification determines which B&O rate applies). - Set up myDOR / SAW access for electronic filing and payment.

Annual reports, maintenance filings and corporate upkeep (SOS)- Annual report

fee for profit entities (including LLCs) is $70; due by the last day of the month in which the business was first formed; may file up to 180 days early. Delinquent filings may incur a delinquency fee and administrative dissolution risk. - Maintenance filings: amendments, name reservations, and other routine filings generally carry modest fees (example amendment fee shown at $30). - Reinstatement: if administratively dissolved, the business can usually reinstate within 5 years by paying past fees and penalties.

Recordkeeping, payroll records and state posting requirements- Keep payroll, wage, tax, workers’ comp, PFML, and UI records in accordance with state retention rules (payroll and UI records commonly retained for multiple years). Post required L&I and labor law posters at the workplace. Maintain organized copies of SOS filings, DOR account notices, and all quarterly/annual filings.

Compliance calendar & automation- Build a compliance calendar for

- SOS Annual Report (due last day of formation month). - DOR tax return filing frequency (monthly/quarterly/annual) for B&O and sales tax. - ESD quarterly wage reporting and UI payments. - L&I premium reporting and any safety-inspection deadlines. - PFML premium remittance schedule. - Automate reminders (e.g., 90 / 60 / 30 days before due dates). Consider a compliance service or registered-agent/compliance provider if you prefer hands-off maintenance. State-specific fees & deadlines (authoritative highlights)- SOS Certificate of Formation for LLC: $180 (SOS filing resource). - SOS Annual Report (profit entity types including LLC): $70; due last day of formation month; can file up to 180 days early (SOS filings/forms). - SOS maintenance filing fees (examples): $30 for amendments (SOS resource). - DOR State Tax Registration: $0 (tax registration page lists State tax registration | $0). - DOR business license processing: online applications typically ~10 business days; city/state endorsements may extend processing. Common pitfalls & how to avoid them- Missing the annual report due date — set calendar reminders, file early (SOS allows filing up to 180 days early). - Not registering payroll accounts in time — complete the Business License Application and monitor DOR correspondence so L&I/ESD accounts are created promptly. - Misclassifying employees or payroll items — verify L&I risk class codes and ESD occupational reporting codes with guidance from those agencies; misclassification can raise premium costs or create penalties. - Ignoring local licenses — many cities/counties require separate endorsements; the Business Licensing Wizard will flag local endorsements. Practical onboarding checklist for the first 90 days (recommended order)Day 0–7: File Certificate of Formation with SOS ($180); choose registered agent and record formation month. Day 7–14: Apply for EIN at IRS; open business bank account. Day 7–21: Run DOR Business Licensing Wizard and file Business License Application (get UBI). Day 14–30: Create SAW account(s) and link to myDOR, MyL&I and EAMS (ESD) portals. Day 21–45: Confirm L&I and ESD account creation; review initial rate notices and set up payroll withholding for PFML and WA Cares. Day 30–90: Verify DOR tax account assignments (sales tax, B&O); configure accounting software for tax collection and reporting; schedule recurring compliance reminders. Recommended resources & tools- WA Secretary of State — Corporations & Charities filing system (formation, annual reports): https://www.sos.wa.gov/corporations-charities - WA Department of Revenue — Business Licensing, tax registration, sales & use tax rates, B&O tax: https://dor.wa.gov/ - WA Department of Labor & Industries — workers’ compensation setup & employer guidance: https://lni.wa.gov/ - Employment Security Department / Paid Family & Medical Leave — PFML and employer responsibilities: https://paidleave.wa.gov and https://esd.wa.gov/ - Business WA (state small-business portal) — practical guides and checklists: https://www.business.wa.gov/ - IRS — apply for EIN (online): https://irs.gov/ (search “Apply for EIN”) Closing / Next steps for readersUse this guide to build a two-pane compliance workflow: (

Immediate setup

SOS formation, EIN, DOR business license; (

Ongoing operations

payroll systems, L&I/ESD reporting, DOR tax filings and SOS annual report. If you want, I can convert this into a downloadable 12-month checklist (CSV/calendar import) and a template email sequence to automate reminders to your team or your registered agent.