Thinking of hiring your first employee—or even your second? Whether you’re running a food truck, launching a creative agency, or opening your first storefront, bringing on a team member is a big step.

But with that step comes responsibility—and legal requirements that many small businesses overlook.

The consequences of skipping compliance can include fines, backpay, and avoidable stress; but it doesn’t have to be that way. Here’s a simple, one-page checklist to help Virginia-based employers do it right the first time.

If you're located outside of Virginia, don't worry—the steps remain broadly similar across states, but you’ll want to confirm your own state’s labor, tax, and workers’ comp requirements.

✅ Here’s what you need to know:

1. Get an EIN – It’s free at irs.gov and required if you’re paying wages.

2. Register with Virginia Agencies – Including the VEC (Unemployment Tax), state tax department (for withholding), and new hire registry.

3. Set Up Payroll – Whether manual or software-based, you need to track pay and taxes accurately.

4. Workers’ Comp Insurance – Required when you have 2 or more employees in Virginia. Many new employers don’t realize that hiring a second employee is what triggers this requirement.

5. Hiring Docs – Use Form W-4, Form I-9, and Virginia Form VA-4. Collect and store them securely.

6. Labor Posters – Post both state and federal workplace rights notices where staff can see them.

7. Wage & Hour Compliance – Federal minimum wage is $7.25/hr, (Virginia minimum wage may be higher if certain business or employee thresholds are met). Track hours and pay overtime.

8. W-2 vs. 1099 – Classify properly to avoid audits and backpay. If unsure, consult the IRS SS-8 form or ABC Test.

9. Hiring Minors? – Under 16? You’ll need a work permit, and there are hours and job restrictions.

10. OSHA Basics – Even small businesses must ensure workplace safety and display required notices.

11. EEOC / Discrimination Laws – Treat all applicants and workers fairly. VA laws may apply even if you have under 15 employees.

12. Employee Handbook (Optional, but Smart) – It’s not legally required but it helps set expectations and protect your business.

From checklists to customized guidance — you don’t have to figure it all out alone. I’m here to simplify your next hire.
👉 Let’s connect and tailor a compliance plan that fits your business: Contact 

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