Stay Ahead of Tax Law Changes: Learn about the One Big Beautiful Bill

Your Payroll Compliance Checklist

Unlocking Payroll Success with a Compliance Checklist

When setting up payroll for your business, there are a few federal and state requirements that you will need to take care of. Payroll compliance isn’t a one-time task you can easily check off and remaining compliant is a big job. You must make sure your business is compliant with all payroll laws year-round. To keep track of what you need to do, use a payroll compliance checklist.

  1. Fill out employee onboarding forms

When you hire a new employee, you’ll need to gather some info. First, they’ll need to fill out a W-4 form to tell you how much income tax they want withheld from their paychecks. Employers must withhold a mandated percentage of employee wages and pay it to the federal government. Next, they’ll need to fill out the I-9 form to prove they are allowed to work in the U.S. With the I-9 form you’ll also need to check their passport or other list of acceptable documents, as outlined in the instructions on the form. Once these are complete, make sure to store them in your records.

  1. Report your new hires to the state

When you hire a new employee, you must report to the state where they will be working. The state then uses this information to find people who owe government-mandated debts, such as child support. Then the employer is required to garnish (withhold a portion) of their wages. This report should be filed by the due date required in your state (usually within 20 days of hire). You can choose to have your payroll company file this report for you.

  1. Get Workers’ Compensation Insurance

Almost every state requires employers to have Workers’ Compensation insurance. However, requirements to obtain Workers’ Compensation vary state by state. Depending on your state rules, you can get this insurance through a commercial carrier or through your state’s workers’ compensation insurance program. Workers’ comp insurance provides benefits to employees who are involved in a work-related injury, and it covers your business in case of employee illness or injuries that occur while your employees are on the job.

  1. Get workplace posters

There are certain posters that you must post in your offices depending on the city, county and state where your business is located. The posters are designed to help employers comply with the poster requirements of several laws administered by the Department of Labor (DOL). These laws require employers to display official DOL posters where employees can readily observe them. DOL provides the posters at no cost to employers. Check out this Department of Labor’s Poster Advisor tool to find the required posters for your location and get printable versions of them. Some online companies, like the Labor Law Poster Store, also offer these posters for purchase.

  1. Follow employment and labor law requirements

It is a good idea to familiarize yourself with labor laws that may apply to you, such as minimum wage, wage garnishments, termination issues, and contractors classification. You can find a great resource for this info at the  Department of Labor’s Employer Guide.

  1. Health Insurance

If you offer health insurance to your team, make sure that you meet ACA regulations. Most payroll companies will help keep you complaint with ACA regulations by managing your pre-tax payroll deductions, offering a 1095-C to applicable companies, providing your newly hired employees with the ACA Marketplace Notice, and keeping you aligned with your current policies and insurance carrier.

Susan Claybrook
Client Liaison

The Molen & Associates Difference

Mike Forsyth

“Super helpful and timely. This is our first year with them and we look forward to trusting them with our taxes and business books for years to come.”

Caitlin Daulong

“Molen & Associates is amazing! They run an incredibly streamlined process, which makes filing taxes a breeze. So impressed with their attention to detail, organization, and swift execution every year. Cannot recommend them enough!”

Sy Sahrai

“I’ve been with Mr. Molen’s company for few years and I felt treated like family respect and dignity. They are caring, professional and honest, which hard to find these days. Love working with them.”

What Happens If You Don’t File Taxes on Time?

File Taxes on Time or Filing Late Isn’t the End—But It Can Cost You Missing the tax filing deadline can feel overwhelming, especially if you're unsure about your next steps. Whether you forgot, didn’t have your documents ready, or were afraid of owing money, not...

Tax Preparation for Real Estate Agents: Navigating Deductions and Record-Keeping

Tax Preparation for Real Estate Agents: A Unique Tax Profile Demands a Specialized Strategy Real estate agents have one of the most complex tax profiles among self-employed professionals. Between commissions, marketing expenses, mileage, licensing fees, and client...

Tax Preparation for Law Enforcement Officers: Deductions and Credits You Shouldn’t Miss

Specialized Tax Support for Law Enforcement At Molen & Associates, we’ve been preparing tax returns for law enforcement professionals since 1980. From city police and sheriff’s deputies to state troopers and federal agents, we understand the unique financial...

Why Real Estate Agents in Texas Need Specialized Tax Preparation Services

Real estate agents in Texas have a unique tax landscape. From handling commissions, 1099s, deductions, and state compliance, to managing expenses like offices, travel, and licensing — the tax world for Realtors is not one-size-fits-all. That’s why real estate agent...

Quarterly Estimated Taxes & Withholding Checkup: How to Avoid Penalties and Take Control of Your Cash Flow

When it comes to managing taxes, one of the most common struggles individuals and business owners face is knowing how much to pay and when. Waiting until April 15 to find out you owe thousands of dollars can be stressful — and costly. The good news? With some...

S Corporation Tax Preparation: What Business Owners in Texas Need to Know

Running an S-Corporation can be an excellent way to structure your business, offering pass-through taxation, liability protection, and potential savings on self-employment taxes. But with these advantages comes the responsibility of navigating complex tax rules....

Franchise Tax in Texas: What It Is, Who Pays, and When

Understanding the Texas Franchise Tax Texas doesn’t impose a state income tax, but it does require many businesses to pay a franchise tax—a tax on the privilege of doing business in the state. It applies to most business entities, including corporations, LLCs, and...

Common Mistakes to Avoid When Filing C Corp Taxes

Running a C Corporation can be rewarding, but when tax season rolls around, many business owners in Houston quickly discover that filing C Corp taxes is more complex than they expected. Unlike other business structures, C Corporations face double taxation—once at the...

Common Bookkeeping Mistakes Small Businesses Make (and How to Fix Them)

Why Bookkeeping Mistakes Small Businesses Matters Accurate bookkeeping is the backbone of every successful business. It keeps your financial data organized, supports your tax filings, and helps you make informed decisions. Yet many small business owners fall into the...

 Corporation Tax Preparation: A Step-by-Step Guide for Business Owners

What is a C Corporation? A C Corporation (C Corp) is a legal entity that is separate from its owners. It offers liability protection to shareholders and has a structured management system. Unlike other business entities, a C Corp is subject to corporate income tax and...

Request an Appointment Today

1 + 12 =

Call us at

Share This