Introduction

Hiring employees is a clear sign of growth for any business. However, along with this responsibility comes the obligation to comply with the labor and tax laws of the state of Florida and the federal government. Failure to follow these requirements correctly can result in employers facing penalties, audits, and even lawsuits.

In this article, we explain in a clear and practical way what your business needs to legally pay its employees in Florida and how Regio Management can help you complete each step.

1. Get Your Employer Identification Number (EIN)

Before hiring your first employee, you must have an Employer Identification Number (EIN), issued by the IRS. This number identifies your company to the federal government for tax and payroll purposes.

2. Register with the Florida Department of Revenue (DOR)

If you plan to have employees in the state, you must register with the Florida Department of Revenue to comply with state tax withholdings, such as unemployment tax (Reemployment Tax). This process is done online and is mandatory.

3. Complete the Eligibility Verification (Form I-9)

Every employer must ensure that their employees are legally authorized to work in the United States. To do so, they must complete and maintain Form I-9 on file, along with a copy of the corresponding identification documents.

4. Register in the E-Verify System (If Applicable)

Although not all employers are required to do so, certain types of businesses or government contracts require registration with E-Verify, an online system that validates I-9 information against federal databases.

5. Prepare a Legal Payroll and Comply with Payments

Payment to employees must be made in accordance with labor laws:

• Meet the state minimum wage (in 2025, $13/hour in Florida).
• Issue pay stubs with a breakdown of hours, deductions, and benefits.
• Pay on time according to established cycles (weekly, biweekly, etc.).

Having an automated payroll system, like QuickBooks Payroll, allows you to keep clear control and avoid errors.

6. Tax Withholding and Form Submission

You must withhold the appropriate taxes from each paycheck:

• Federal income tax (based on the employee’s W-4).
• Social Security and Medicare (FICA) taxes.
• State Unemployment Tax (SUTA).

You must issue W-2 forms at the end of the year to each employee and submit copies to the IRS and the state.

7. Purchase Workers’ Compensation Insurance

Florida law requires businesses with more than four employees (or only one in construction) to carry workers’ compensation insurance. This insurance protects both you as the employer and the employee in the event of an accident.

How Can Regio Management Help You?

At Regio Management, we help Hispanic businesses in Tampa comply with all legal requirements for hiring and paying employees. We support you with:

• IRS and DOR registration and payroll creation.
• Complete management of payroll, taxes, and reports.
• Processing of mandatory insurance.
• Consulting on labor compliance and documentation.

Conclusion

Paying your employees legally is not only an obligation, but also a demonstration of professionalism and commitment. Complying with these requirements will prevent fines and legal issues and allow you to grow with peace of mind. If you need help, count on Regio Management to support you every step of the way.

Executive Summary

1. Before hiring, you must obtain your EIN and register with the Florida Department of Revenue.
2. You must verify that your employees are authorized to work legally in the U.S.
3. The payroll must comply with wage, tax, and labor insurance laws.
4. It is mandatory to withhold taxes and submit W-2 forms at the end of the year.
5. Regio Management helps you with registration, payroll, and complete labor compliance.