A common mistake for new business owners is how it classifies its workers. Many people think you can just elect to treat people as independent contractors and thus avoid the cost and headache associated with having employees. That is incorrect.
If the person is an employee the business may have to:
- Withhold federal income tax, social security taxes, and federal unemployment taxes on wages it pays workers who are employees.
- Provide employees with the same fringe benefits and retirement plan coverage available to its other employees.
- pay state tax obligations.
By contrast, if you have independent contractors the business simply cuts them a check for their services and sends a Form 1099-MISC.
Under the “common law” rules developed by the courts, a worker generally is an employee for federal tax purposes if the employer has the right to control and direct the worker regarding the job he is to do and how he is to do it.
The following factors from Revenue Ruling 87-41 are considered in whether the IRS the right to direct and control the worker:
- Instructions: If the person for whom the services are performed has the right to require compliance with instructions, this indicates employee status.
- Training: Worker training (e.g., by requiring attendance at training sessions) indicates that the person for whom services are performed wants the services performed in a particular manner (which indicates employee status).
- Integration: Integration of the worker’s services into the business operations of the person for whom services are performed is an indication of employee status.
- Services rendered personally: If the services are required to be performed personally, this is an indication that the person for whom services are performed is interested in the methods used to accomplish the work (which indicates employee status).
- Hiring, supervision, and paying assistants: If the person for whom services are performed hires, supervises or pays assistants, this generally indicates employee status. However, if the worker hires and supervises others under a contract pursuant to which the worker agrees to provide material and labor and is only responsible for the result, this indicates independent contractor status.
- Continuing relationship: A continuing relationship between the worker and the person for whom the services are performed indicates employee status.
- Set hours of work: The establishment of set hours for the worker indicates employee status.
- Full time required: If the worker must devote substantially full time to the business of the person for whom services are performed, this indicates employee status. An independent contractor is free to work when and for whom he or she chooses.
- Doing work on employer’s premises: If the work is performed on the premises of the person for whom the services are performed, this indicates employee status, especially if the work could be done elsewhere.
- Order or sequence test: If a worker must perform services in the order or sequence set by the person for whom services are performed, that shows the worker is not free to follow his or her own pattern of work, and indicates employee status.
- Oral or written reports: A requirement that the worker submit regular reports indicates employee status.
- Payment by the hour, week, or month: Payment by the hour, week, or month generally points to employment status; payment by the job or a commission indicates independent contractor status.
- Payment of business and/or traveling expenses. If the person for whom the services are performed pays expenses, this indicates employee status. An employer, to control expenses, generally retains the right to direct the worker.
- Furnishing tools and materials: The provision of significant tools and materials to the worker indicates employee status.
- Significant investment: Investment in facilities used by the worker indicates independent contractor status.
- Realization of profit or loss: A worker who can realize a profit or suffer a loss as a result of the services (in addition to profit or loss ordinarily realized by employees) is generally an independent contractor.
- Working for more than one firm at a time: If a worker performs more than de minimis services for multiple firms at the same time, that generally indicates independent contractor status.
- Making service available to the general public: If a worker makes his or her services available to the public on a regular and consistent basis, that indicates independent contractor status.
- Right to discharge: The right to discharge a worker is a factor indicating that the worker is an employee.
- Right to terminate: If a worker has the right to terminate the relationship with the person for whom services are performed at any time he or she wishes without incurring liability, that indicates employee status.
There is no litmus test for exactly how many of these factors must be satisfied The factors are also no uniformly applied. A detailed review of the facts and circumstances is required.
The earlier you catch a potential problem – the better of you are. The IRS currently has a great voluntary classification settlement program that can save you thousand of dollars and lots of headaches.