Registering as an employer

Florida has registration requirements for certain businesses. Once you obtain an FEIN, the Florida Department of Revenue may require registration before you hire your first employee. Early registration makes it easier to stay organized as you grow your business.

Benefits of an efficient hiring process

When hiring employees in Florida, streamlining your recruitment process can help you save time and money. An efficient recruitment process reduces the time to hire, which may lower your company’s advertising, interviewing, and other hiring costs. 

If you incorporate assessments or other screening tools into your hiring process, you can also reduce the time it takes to extend an offer after an interview.

Gathering local data before you post a job

Salaries can vary based on local variations in the cost of living. For example, employees in large cities often earn more than residents of rural areas for the same jobs, as cities tend to have higher average costs for groceries, transportation and healthcare. When posting a job in Florida, consider reviewing local economic data to determine if your salary range aligns with current market conditions.

Salaries also vary based on the type of job you’re advertising and the size of the local applicant pool. For example, the average hourly wage for an Administrative Assistant in Miami is $19.69 per hour, according to Indeed Salaries. In Clewiston, Florida, it’s $22.06 per hour. 

Understanding these differences can help you craft a compensation strategy that aligns with your company’s goals and helps you attract and retain talent. Consider reviewing the highest-paying jobs in Florida for additional guidance.

When reviewing other job posts in your area, check for trends in job titles, descriptions and keywords. Incorporating relevant keywords in your job description can help you increase the size of your applicant pool. If you’re advertising a Physician opening, for instance, you might want to use these terms:

• Clinical skills
• MD/DO
• Family medicine
• Public health
• Diagnostic
• Electronic health records
• Internal medicine
• Board certification

A Physician might search for “MD jobs in Miami, Florida” or “Internal medicine jobs in Sarasota.” Keywords help your job advertisement appear on job boards. Consider updating your job descriptions to include more details on job duties and required skills.

Assessing candidates in Florida

Once you collect enough applications, you can start screening candidates to identify who will move to the next hiring stage. Compare each application to your job posting to ensure you review relevant criteria. Common screening tactics include phone interviews and email interviews.

During a phone interview, the screener asks basic questions about the candidate’s experience and what they’re looking for in a new job. Following best practices for phone screening interviews can help you determine if you should schedule a candidate for a formal, in-person interview.

Email interviews contain similar screening questions, but candidates can answer at their convenience. Simply send your questions to the candidate and ask them to respond with detailed answers. Consider using Indeed’s guide on how to hire employees to refine your hiring process.

Consider expanding your search to other areas

If you’re open to having remote workers, you can expand your search beyond your immediate area. Since certain areas have lower costs of living, you might be able to attract more applicants from one city than another. Consider doing a national search if you plan to offer 100% remote work without in-office requirements.

Follow Florida hiring guidelines

As you move through the hiring process, it’s helpful to review Florida’s guidelines regarding new-hire reports, payroll processing and related activities. If you’re required to file specific forms, filing on time can help you stay in compliance. Requirements for independent contractors may differ from those for full-time or part-time employees. Consider consulting an attorney for information on Florida’s hiring rules.

Onboarding employees in Florida

When you onboard new employees, you’ll have them complete any required Florida new employee forms. Depending on your industry and location, new employees may have to fill out tax documents, provide direct-deposit information or sign an employment agreement. Once an employee completes their onboarding paperwork, retain a copy for your records.

The onboarding process is also an ideal time to provide details about the new employee’s job duties and your expectations as an employer. Consider assembling a new-hire packet with the following documents:

• Employee handbook
• Confidentiality agreement
• Direct-deposit form
• Contact information for supervisory employees or HR team members
• Welcome letter
• Emergency contact form
• Benefits information
• Office map

Successfully onboarding new employees in Florida involves more than filling out forms. It’s an opportunity to welcome the new hire to your company, set realistic expectations for the job and provide resources to help the employee succeed during their first 90 days and beyond. Consider using a 30-60-90-day plan to help new team members set priorities and adjust to your company culture.

New hire reporting in Florida

In Florida, you typically have to report new hires to the Florida Department of Revenue within 20 days. New-hire reports typically include information about the employee and the employer. Here’s what you might need to include for the employee:

• Name
• Address
• Social Security Number (SSN)
• Date of birth
• Date of hire

Employers usually have to provide these details:

• Business name
• Business address
• FEIN

Payroll in Florida

When you hire an employee, you need a reliable payroll system in place. Many companies use payroll software or create internal systems to calculate gross and net wages, track deductions, and manage tax compliance. Alternatively, you might want to hire an accounting firm to manage your payroll activities.

If you decide to purchase payroll software, consider getting a system with these features:

• Direct deposit
• Tracking of work hours
• Vacation or paid time off (PTO) management
• Federal and state tax remittance

It’s helpful to use a payroll system that integrates with your existing accounting software. This integration makes it easier to create custom reports all in one place.

You’ll also need to decide when your pay period starts and how often you’ll pay employees, such as biweekly, monthly or bimonthly. Consider how much you want to contribute toward health premiums or other employee benefits.

Employee benefits in Florida

Creating a comprehensive benefits package can help you attract and retain quality employees in Florida. When you hire a new employee, you might want to give them a benefits handbook with details about health insurance, PTO and company perks.

Florida employment posters

If you have a physical location in Florida, you might need to display posters with information about state and federal laws. Examples of posters you may need to hang in your break room or another area accessible to all employees include:

• Florida’s Minimum Wage
• Florida Law Prohibits Discrimination Poster
• Florida Reemployment Assistance Program Law Poster
• U.S. Department of Labor Posters
• Interpretive Services Poster
• If You Have a Complaint Poster
• Equal Opportunity Is the Law Notice

Termination and severance in Florida

When an employee separates from your company, you may have to report their departure to the Florida Department of Revenue. Offering severance can leave the employee with a positive impression of your company and ease their transition out of the organization. If you provide a severance package, reviewing state and federal laws can help you stay in compliance while supporting departing employees.

Best practices for hiring employees in Florida

Hiring employees in Florida requires strategic planning and a thorough understanding of both state and federal employment laws. Be sure to review any regulations related to workers’ compensation insurance, federal income tax and health insurance. Complying with these laws can help you build a successful team and create a positive work environment.