Managing the HR and Payroll of your Remote Employees

Managing remote employees

We’re seven months into the pandemic and it’s very likely that you’ve made some permanent changes to how you hire and manage employees. Below are some of the highlights to focus on, it’s by no means everything but a good starting point. If you find yourself with questions feel free to contact us.

If your remote employees live in the state where your business is located, you must follow federal employment laws plus your state’s employment rules. But if your remote employees live in a different state from where you conduct business, you must comply with federal employment laws plus the labor laws for each state in which your employees reside. This applies to all areas of employment, including hiring, performance management, payroll and employee benefits.

Managing Hiring Policies

When hiring remote employees, you must consider all laws affecting the recruiting, interviewing and hiring processes. Among them are federal anti-discrimination laws, such as Title VII of the Civil Rights Act of 1964 and the Equal Pay Act of 1963.

Note that many states have their own anti-discrimination laws, and some jurisdictions prohibit employers from requesting that applicants disclose their salary history.

In addition, employers must conduct employment eligibility verification via Form I-9 and perform new hire reporting with the state.

Talent Management

Managing a remote team is considerably different from managing an on-site team. With remote employees, you cannot walk over to their desks to chat or have in-person meetings with them.

Without proper support, your remote team can easily become disengaged. And if you’re not careful, you could find yourself forgetting essential duties, such as tracking their time worked and staying abreast of PTO requests.

Below are suggestions for avoiding these pitfalls and attaining an engaged remote team:

  • Set clear expectations, upfront, with each team member.
  • Let them know whom to contact if they have questions. Have a system in place that promptly addresses their concerns.
  • Build a rapport with each team member. Encourage their input on matters affecting their work or the team.
  • Offer regular feedback via one-on-one meetings using Skype, Zoom, Google Hangouts or another video conferencing platform.
  • Help them fulfill their career goals by fairly evaluating their performance, developing action plans for improvement and rewarding high performance.
  • Utilize technology that simplifies timekeeping and leave of absence administration.

Managing Payroll and Benefits

Like on-site employees, remote employees are subject to federal and state payroll laws plus applicable employee benefits regulations. These laws relate to:

  • Minimum wage
  • Overtime
  • Exempt employees
  • Tax withholding
  • Paycheck deductions
  • Payday frequency
  • Final wages
  • Breaks and meal periods
  • Workers’ compensation
  • Unemployment insurance
  • Paid and unpaid time off
  • Voluntary benefits, such as health insurance and retirement plans
  • Record keeping

Overwhelmed with the idea of managing payroll and benefits during a pandemic or any other time. We can help when it comes to managing remote employees.

Health and Safety

The Occupational Safety and Health Administration has stated in the past that it does not perform inspections of employees’ home offices and that employers are generally not responsible for home-based safety issues. This is a gray area. Therefore, employers with remote employees should obtain legal advice regarding health and safety.

Other complex areas that may require legal counsel include when employees work both remotely and on-site, when employees work in a different country and when an employer terminates a remote employee. For more information about managing remote employees contact us or your trusted HR advisor.

Copyright 2024

Why Atlantic Payroll Partners

The biggest payroll companies probably won’t have time for your business. It’s that simple, you’ll be a number. At Atlantic Payroll Partners, you’ll be the opposite. We’ll know more than your name; we’ll know the names of your children and their birthday’s as well. We will know you.

We’ve been helping Florida business by managing their payroll and providing workers' compensation quotes for ten years. We help keep payroll cost affordable by provided transparent PEO payroll quotes that allow you to plan your budget accordingly. Like the big payroll companies, you can manage your payroll and payroll timekeeping with us, while reaping the benefits of PEO risk management.

Thinking about payroll outsourcing can be scary. Make sure you know what to expect from payroll outsourcing providers; to make the best decision for your business. In addition to offering payroll, and workers' comp quote we offer: Human Resource consultations, Accounting services, and benefits such as, 401ks and Healthcare plans.

How much are the payroll taxes in Florida?

Florida is a popular destination for retirees not only because of the great weather but also because of the absence of state income tax.

Just because Florida doesn’t have state income tax doesn’t mean that you don’t have to worry about other types of taxes. As one of the 2.3 million Americans who own a small business in Florida, you are responsible for payroll taxes.

While it’s similar to the process for other states, you may find the process in Florida easier and more streamlined. For example, the laws about overtime and leave are not as restrictive as what you would find in other states. You can take advantage of the Paid Time Off (PTO) laws that require that employees use their time off within the year they accrued it. It’s the use-it-or-lose-it policy, which is beneficial to you as an employer for a variety of reasons.

How much are the payroll taxes in Florida?

Payroll taxes include Medicare tax, with a tax rate of 1.45% on all earnings and Social Security tax, with a rate of 6.2% on the first $147,000 as of 2022. You’re also responsible for paying state and federal unemployment taxes.

  • You’re required to pay a reemployment rate of 2.7% if you’re a new employer. That rate applies to $7,000 on an annual basis for every employee. Earnings above the $7,000 are not taxable under Florida payroll taxes.
  • If you’re a new owner taking over a business, you can use the tax rate from the previous owner but you’re also liable then for any outstanding amounts that might be due.
  • If you’ve been in business for more than 10 quarters, the tax rate can range from 0.10% to 5.4% per employee.

The maximum rate is 5.4%, but it can also be used as a penalty for late or delinquent payments of more than a year. An auditor can also assign the 5.4% if requests are not fully met and complied with. If you are assigned a high tax rate, you can appeal it if you file the appropriate paperwork, within 20 days.

Why is compliance so important?

It’s essential that you comply with requests for information and records, but it’s also important to stay on top of payment schedules and any other documentation requirements.

  • Report new hires (and rehires).
  • Verify weekly earnings.
  • Report separations.

To avoid penalties and higher tax rates, it’s important to stay on top of all compliance documentation and payments, but it’s easy to overlook or miss the deadlines. That’s why so many companies are now turning to payroll services. The fact that they don’t have to worry about incorrectly filed documents or missed deadlines are just one small part of why payroll services really do save companies time and money.

Gone are: the frustration, the confusion, the guesswork, and indecision. Atlantic Payroll Partners offer the best payroll services to meet your needs. We can pick up where you left off and make it a streamlined, effective, accurate, and secure payroll solution that just runs like clockwork. You won’t ever have to worry about payroll taxes again.


Updated January 2022 tax info for 2021

Copyright 2024

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Get to know Atlantic Payroll Partners

At Atlantic Payroll Partners we believe we are the best, local payroll provider to help you grow your business. Even more than that. We’re a Professional Employment Organization that offers an incredible suite of solutions for your business. In addition to offering payroll services we offer,

Our solution suite is back by over 100 years of combined experience in the PEO space.

We’re proud to say that we’ve helped businesses reduce employee turnover, increase revenue, make more money, and lighten their daily load by working with us. Our clients can offer their employees’ health care benefits, and access to the same 401k plans that the Fortune 500 companies use without breaking the bank.

We welcome you to continue exploring our website, to learn more about Atlantic Payroll Partners and how we can help improve your business. 

"Work Less, Fish More"