How to Set Up Payroll for Your First Employee
Federal and state registrations, W-4s, I-9s, withholdings, filings — the full checklist for hiring your first W-2 employee.
Pixelbase handles every step below.
Federal + state registrations, W-4/I-9 collection, paycheck calculations, withholdings, direct deposit, 941s, 940s, W-2s — all automated. The rest of this guide is here in case you want to do it yourself, or to know what we're doing on your behalf.
Run Payroll in PixelbaseBefore you make the offer
- EIN. Required to file payroll taxes. See our EIN guide.
- State payroll tax account. Each state where the employee works. Most states issue an account number within 1–2 weeks.
- State unemployment insurance number. Separate from payroll tax in most states. Required from day one.
- Workers' compensation insurance. Required in 49 states (TX is the only opt-out). Get a policy before the employee's first day.
- Labor law posters.Federal + state posters must be displayed where employees can see them. Order from the DOL or use Pixelbase's digital posters.
- Pay schedule decision. Weekly, biweekly, semimonthly, or monthly. Some states regulate the minimum (CA requires at least semimonthly).
Forms to collect on (or before) day one
Form I-9 (Employment Eligibility Verification)
Verifies the employee can legally work in the US. Must be completed within 3 business days of start. Federal violation if skipped.
Form W-4 (Federal Withholding)
Tells you how much federal income tax to withhold from each paycheck. Updated form for 2020+.
State withholding form
Most states have their own version of the W-4 (CA DE-4, NY IT-2104, etc). 9 states with no income tax skip this.
Direct deposit authorization
Routing + account number. Some states allow paper checks but most employees prefer direct deposit.
Benefits enrollment (if offered)
Health insurance, 401(k), HSA, FSA, dental/vision. Pre-tax deductions reduce taxable income.
New-hire reporting
Report every new hire to your state within 20 days (most states). Required to support child support enforcement.
What gets deducted from every paycheck
Some you withhold from the employee; some you pay on top.
Filings you cannot miss
Form 941
Reports federal income tax, Social Security, and Medicare withheld.
Form 940
Federal Unemployment (FUTA) tax return. Deposits may be required quarterly.
State quarterly returns
State withholding and unemployment returns. Vary by state.
W-2 + W-3
Issue W-2 to every employee and file W-3 transmittal with the SSA.
What goes wrong with DIY payroll
Costly mistakes that hit new employers
- Missing the 941 deadline. IRS penalty is 2%–15% of unpaid tax plus interest.
- Mis-withholding. Under-withhold and the employee owes at tax time (bad relationship). Over-withhold and they get a big refund (still bad — you were holding their cash).
- Forgetting to remit deposits. FUTA and FICA must be deposited on a schedule (semiweekly or monthly). Late deposits compound penalties.
- Skipping new-hire reporting. State fines run $25–$500 per missed report.
- Misclassifying employees as contractors. See our Contractor vs Employee guide. Back taxes + penalties dwarf any "savings."
Hire without the paperwork dread.
Pixelbase walks you through state registrations, collects W-4/I-9 from your new hire, runs payroll on your schedule, files 941s/940s/W-2s, and remits every tax payment on time. Two clicks to add a person, zero clicks to stay compliant.