Step 7 - Withholding Taxes

10 Steps to Starting a Business

STAGE THREE – HIRING EMPLOYEES

Complying with Employer Requirements

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Step 7 – Withholding Taxes

As previously discussed, the moment a business hires even one employee, it is subjected to an overwhelming barrage of government regulations and requirements.  Stage Three of starting a business covers all the steps necessary (Steps 4 through 9) for complying with these employer requirements.  The previous newsletter discussed Step 6 – complying with the New Hire Reporting Act.  This newsletter continues the discussion of the 10 Steps to Starting a Business, moving on to Step 7 – Withholding Taxes.

7.  Withholding Taxes

Employers are not only required to pay taxes, they are also required to withhold taxes owed by their employees.  Both the Federal and State governments require employers to comply with various withholding requirements with respect to their employees’ wages.  Figuring out which withholding requirements apply and correctly calculating the amount of taxes to withhold from each employee’s wages can be agonizingly complicated, which is only further exacerbated by the fact these laws are constantly changing and employers are regularly subject to new withholding requirements.  For these reasons, the best (and safest) way of complying with these complex withholding requirements is by working with a CPA or other tax professional, or simply outsourcing this task to a payroll service provider.  A brief overview of the Federal and State withholding requirements is set forth below.

Federal Income Tax Withholding (Form W-4)

The Federal government requires employers to keep and maintain a signed withholding exemption certificate (Form W-4) for each employee, which is used for calculating the amount of Federal taxes to withhold from the employee’s wages.  Additionally, employers are required to report wages paid and taxes withheld for each employee by filing a Wage and Tax Statement (Form W-2) with the Social Security Administration.  To learn more about complying with the Federal tax withholding requirements, check out the IRS' Employer's Tax Guide, as well as the Social Security Administration's Employer W-2 Filing Instructions and Information.

State Taxes

Additionally, California also requires employers to comply with a number of State withholding laws – such as requiring employers to withhold from their employees’ wages payroll taxes, disability insurance taxes, and personal income taxes.  Similar to the W-4 Form used to calculate withholdings for Federal taxes, California employers must use Form DE-4 for withholding State income taxes.  To learn more about California’s withholding requirements, check out the EDD’s California Employer's Guide, as well as the California Tax Service Center website.

Step 7 basically consists of setting up systems and procedures to ensure you accurately comply with the various Federal and State withholding requirements.  Assuming you have set up these procedures (or outsourced the task to a CPA or payroll service provider), you should be ready to deal with the next step in setting up your business – carrying and maintaining insurance for your employees.  Accordingly, the next newsletter will discuss Step 8 – Complying with Employee Insurance Requirements…