The success and growth of most small businesses depend on having the right people working for you. Figuring out the rules and paperwork when hiring new employees is complex, as there are legal considerations to keep in mind.

In this guide, we will walk you through the 8 steps a business will take when hiring their first employee in Kentucky.

Related: Guide to starting a business in Kentucky

Steps To Hiring Your First Employee In Kentucky

Step 1: Register as an Employer

Employers will need to first get a Federal Employer Identification Number (FEIN) – Form SS-4 from the Internal Revenue Service (IRS) in addition to the Kentucky Employer Identification Number (KEIN) from the Kentucky Department of Revenue and Employer Account Registration with the Kentucky Office of Unemployment Insurance.

Step 2: Employee Eligibility Verification

Each new employee will need to fill out the I-9, Employment Eligibility Verification Form from U.S. Citizenship and Immigration Services. The I-9 Form is used to confirm citizenship and eligibility to work in the U.S.

The employee must complete Section 1 by their first day of work, and the employer will complete Section 2 by the end of the third business day after the employee starts.

Employers don’t submit the I-9 form, but they are required to keep it on file for three years after the date of hire or one year after the employee’s termination, whichever is later.

Step 3: Employee Withholding Allowance Certificate

Each employee will provide their employer with a signed Withholding Allowance Certificate (Form W-4) on or before the date of employment. The W-4 Form determines how much federal income tax will be withheld from the employee’s paycheck.

The employer does not typically submit Form W-4 to the IRS but will instead want to keep a copy on file.

See IRS’s Publication 15 – Employer Tax Guide for more information on federal withholding.

Step 4: Submit the New Hire Reporting Form

Kentucky employers are required to report newly hired employees (and re-hired employees) with the Kentucky New Hire Reporting Center within 20 days of their hire date.

Employee Information that will be needed on the new hire form includes the employee’s name, address, Social Security Number, date of birth, and the employee’s date of hire.

Employer Information includes Federal Employer Identification Number, employer name, address, and contact phone number.

The completed Kentucky New Hire Reporting Form can be submitted online to the Kentucky New Hire Reporting Center

or by mail:
Kentucky New Hire Reporting Center
P.O. Box 3818
Dublin, OH 43016

or fax: 800-817-0099

The new hire information is required through the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA). This information is recorded in the State Directory of New Hires and the National Directory of New Hires (NDNH) to locate parents who owe child support.

Step 5: Set Up Payroll Taxes

After hiring employees, payroll taxes will need to be paid. Payroll taxes include:

Federal Income Tax Withholding

Employers withhold money from each employee’s paycheck to pay the employee’s federal income taxes based on the information provided in their W-4. The employer pays no part of the withholding tax but is responsible for collecting and remitting the taxes that are withheld.

State Income Tax Withholding

Similar to federal income tax withholding, taxes are withheld from an employee’s paycheck for state income taxes. Use Form K-4, Employee’s Withholding Exemption Certificate.

Federal income tax withholding reports are filed with the IRS by using Form W-2, Wage and Tax Statement. Additionally, IRS Form 941 is due quarterly, and IRS Form 940 is filed annually to report any unemployment taxes due.

Social Security & Medicare

Social Security and Medicare taxes are paid under the Federal Insurance Contributions Act (FICA). The employer pays half of FICA, and the other half is paid from the employee’s wages.

Unemployment Insurance

Employers pay state and federal unemployment taxes based on a percentage of each employee’s salary. These taxes are known as State Unemployment Taxes (SUTA) and Federal Unemployment Taxes (FUTA).

Step 6: Obtain Workers’ Compensation Insurance

All businesses with employees (even a single part-time employee) are required to carry workers’ compensation insurance coverage to cover medical costs if employees are injured on the job. Worker’s Compensation Insurance is administered through the Kentucky Labor Cabinet.

Step 7: Display Labor Law Posters and Required Notices

Kentucky businesses must display Federal and State of Kentucky labor law posters where they can be easily viewed by employees. These posters inform employees of their rights and employer responsibilities under labor laws, such as federal minimum wage, anti-discrimination laws, and workers’ compensation rights.

Kentucky labor law posters can be individually printed from the Kentucky Labor Cabinet’s website.

Step 8: Stay Up To Date

It is important to understand the differences between employees and independent contractors. Employers will sometimes improperly classify employees as independent contractors who have different rules on payroll taxes, minimum wage, overtime, and other labor laws. An individual’s status as an employee or an independent contractor may be determined by filing IRS Form SS-8, Determination of Employee Work Status for Purposes of Federal Employment Taxes, and Income Tax Withholding.

The process of hiring your first employee in Kentucky can feel overwhelming, and there is a lot to keep up with, but with a clear understanding of what’s required, you’re setting your business up for success. Labor laws are complex and ever-changing, so be sure to keep up-to-date with the Kentucky Labor Cabinet and U.S. Department of Labor, and remember to seek professional advice if needed.