Washington compliance onboarding for assistants
Washington compliance onboarding for assistants
Washington compliance onboarding for assistants
Businesses must register to hire employees. Apply for business license via Washington Department of Revenue / Business Licensing Service (business.wa.gov).
Filing triggers registration for Workers' Compensation (L&I) and Unemployment Insurance (ESD). For LLCs, file Articles/Certificate of Formation with the Secretary of State (sos.wa.gov) and maintain registered agent and filings.
Register for state employer accounts (ESD, L&I, DOR). DOR provides guidance on hiring employees and filing quarterly reports for payroll taxes and B&O tax obligations.
Obtain FEIN from IRS and report new hires to DSHS within 20 days. Payroll obligations include withholding federal income tax (Form W-4), Paid Family & Medical Leave (PFML) premium (~0.75% with employer share guidance), WA Cares (employee payroll deductions unless exempt or employer opts to pay), and other state contributions.
Maintain payroll records and file quarterly wage reports. Register with L&I for industrial insurance (workers' comp), classify payroll, assign correct L&I classifications, report new hires and payroll, and follow safety rules and leave policies.
L&I also covers mandatory posters and leave information. State-level paid sick leave accrual minimum is 1 hour per 40 hours worked, with employer notice obligations; some cities have stricter rules.
PFML employer obligations include withholding, posting, and employee notices. Report new hires to DSHS; post required workplace posters and provide new hire paperwork (I-9, W-4, state withholding forms).
Keep I-9s for the required retention period. Washington guidance leans toward treating workers as employees unless independent contractor tests are met.
Misclassification risks include payroll tax liabilities and penalties. Follow state rules and federal limits (FCRA) for background checks; obtain written consent, provide adverse action notices if needed; watch for Washington-specific consumer privacy or background check rules.
Provide training and policies for assistants handling client/customer data. For healthcare-related assistants, comply with HIPAA.
For other sensitive data, follow state guidance on data breach notifications and privacy. Sources included sample onboarding steps: business registration, obtain FEIN, register with DOR/ESD/L&I, set up payroll, new hire reporting, provide forms and notices, set up leave policies, workers' comp coverage, background check procedures, security/confidentiality training, and ongoing record-keeping.
Businesses must register to hire employees. Apply for business license via Washington Department of Revenue / Business Licensing Service (business.wa.gov).
Filing triggers registration for Workers' Compensation (L&I) and Unemployment Insurance (ESD). For LLCs, file Articles/Certificate of Formation with the Secretary of State (sos.wa.gov) and maintain registered agent and filings.
Register for state employer accounts (ESD, L&I, DOR). DOR provides guidance on hiring employees and filing quarterly reports for payroll taxes and B&O tax obligations.
Obtain FEIN from IRS and report new hires to DSHS within 20 days. Payroll obligations include withholding federal income tax (Form W-4), Paid Family & Medical Leave (PFML) premium (~0.75% with employer share guidance), WA Cares (employee payroll deductions unless exempt or employer opts to pay), and other state contributions.
Maintain payroll records and file quarterly wage reports. Register with L&I for industrial insurance (workers' comp), classify payroll, assign correct L&I classifications, report new hires and payroll, and follow safety rules and leave policies.
L&I also covers mandatory posters and leave information. State-level paid sick leave accrual minimum is 1 hour per 40 hours worked, with employer notice obligations; some cities have stricter rules.
PFML employer obligations include withholding, posting, and employee notices. Report new hires to DSHS; post required workplace posters and provide new hire paperwork (I-9, W-4, state withholding forms).
Keep I-9s for the required retention period. Washington guidance leans toward treating workers as employees unless independent contractor tests are met.
Misclassification risks include payroll tax liabilities and penalties. Follow state rules and federal limits (FCRA) for background checks; obtain written consent, provide adverse action notices if needed; watch for Washington-specific consumer privacy or background check rules.
Provide training and policies for assistants handling client/customer data. For healthcare-related assistants, comply with HIPAA.
For other sensitive data, follow state guidance on data breach notifications and privacy. Sources included sample onboarding steps: business registration, obtain FEIN, register with DOR/ESD/L&I, set up payroll, new hire reporting, provide forms and notices, set up leave policies, workers' comp coverage, background check procedures, security/confidentiality training, and ongoing record-keeping.
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