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How to Recruit Employees in Florida
By Nathan Mahr MONEY RESEARCH COLLECTIVE
*Content includes branded mentions of our sponsor ZipRecruiter.
Hiring is often a difficult and time-consuming process, especially considering the state-specific regulations employers must follow. As with any other state, hiring employees in Florida requires taking steps to ensure compliance with local and federal laws.
In this article, we provide a comprehensive guide to recruiting employees in Florida — from registering as an employer and researching minimum wage requirements to staying compliant with all tax and employment laws. And, once you’re ready to recruit employees, ZipRecruiter can help post your job and find the best people for your company.
How to hire employees in Florida: 8 important steps
Some necessary steps you need to take when hiring employees in Florida are common across most states, while others are specific to The Sunshine State. Generally speaking, you’ll want to remember to register as an employer, abide by Florida’s minimum wage requirements, consider average salaries in the state, effectively run your recruitment process and stay aware of all applicable local tax and employment laws. Together, these steps should help you find, hire and retain an excellent employee team in Florida without worrying about legal issues.
1. Register as an employer
Before you can even begin recruiting employees, you must register your business with the Department of State and Department of Business and Professional Regulation if you haven’t yet. To do that, you’ll need an active Employer Identification Number (EIN) — a unique identification number assigned by the IRS that identifies employers and is also required when setting up payroll accounts. Although individual self-employed contractors and freelancers in Florida may not need an EIN, almost all businesses that employ one or more people must have this number.
You can apply for an EIN online through the IRS. You may also apply over the phone or by faxing or mailing the IRS Form SS-4 to the IRS. Once you have your EIN, you can register with the appropriate state departments. This will provide you with a reemployment tax number, a sales tax license (if needed) and a business tax account allowing you to pay the relevant payroll taxes for your employees.
Your business will also be registered for unemployment insurance as well as workers’ compensation insurance, helping you stay compliant with all of the state’s labor laws. It’s important to remember that this must all be completed before you can officially hire an employee in Florida.
2. Research Florida’s minimum wage and average salary
Before recruiting, you must also look into the state’s minimum wage requirements and average salaries. The current Florida minimum wage is $11 per hour ($7.98 per hour for tipped employees). After a constitutional amendment was passed in 2020, the state minimum wage is set to gradually increase until it tops out at $15 per hour by 2026.
Recent data from the Bureau of Labor Statistics shows that the average annual wage across all occupations in Florida is currently $55,980 per year or $26.91 per hour. When you’re researching the average wages for a specific industry or job position, you may find that the average is significantly higher or lower than this average. Location can also play an important role in salary, with wages often being much higher in urban areas of Florida such as Miami-Fort Lauderdale and Tampa-St. Petersburg. It’s a good idea to consult data specific to your industry and area to stay competitive when recruiting employees.
3. Promote job openings to Florida locals
Another critical step in the recruitment process is ensuring that your job posting and advertising efforts reach the right people. This can be achieved by creating a well-designed job posting that clearly outlines the available position and the requirements and skills you seek. Social media platforms, newspapers and local recruitment events are all good places to start to promote your open job. In addition, using the best job posting sites for employers will help you reach a wider range of potential candidates.
You can also get creative with your job postings by partnering with local organizations and schools, as well as job centers that specialize in helping people find employment. These can be particularly helpful if you want to fill a more niche or specialized role.
4. Collect and examine applications from candidates
After receiving job applications, evaluating and shortlisting the most suitable candidates for the position is important. Conducting a pre-interview screening to assess their suitability, contact references, and perform background checks to identify any potential red flags is also recommended.
If your organization anticipates a lot of applications, you can use an applicant tracking system (ATS) to manage the process of sifting through them. An ATS can quickly filter down the list of candidates that meet your needs while ensuring your search for new hires is legally compliant, unbiased and efficient.
5. Conduct interviews and choose your new hire
When you have identified potential candidates, it’s time to initiate the interview process. Interviews will help you evaluate the candidate’s experience, skill sets, qualifications and compatibility with your team. It’s crucial to ask relevant questions during the interview to gain insight into the candidate’s technical expertise, incentives, aspirations and potential areas of weakness.
In cases where there are several highly qualified candidates, you may want to also consider conducting a trial period or other assessment before making a final decision. After selecting the ideal candidate for the position, you can extend an employment offer and invite them to join your company. This is an opportunity to carefully review the details of their employment and ensure that they understand their employment-related responsibilities and benefits.
6. Have new employees fill out W-4 and I-9 forms
After accepting the offer, new employees must complete essential documents before starting their new job. These documents include the W-4 form, which assists employers in determining how much tax should be deducted from the employee’s paycheck, and the I-9 form, which verifies the employee’s eligibility to work in the U.S. It’s often a good idea to bundle these forms into a new hire package that may also include an employee handbook, benefits information and any other relevant documents.
Employers must inform their employees of these document requirements before their first day of work. Employers are also responsible for verifying that all forms are completed and kept on record for the entire duration of the employment. In addition, these forms must be updated should there be any changes in the employee’s marital or filing status, address or contact information.
7. Satisfy Florida’s new hire reporting requirements
In addition to the W-4 and I-9 forms, employers in Florida must also comply with new hire reporting requirements. According to the law, employers must report newly hired employees to the state’s New Hire Reporting Center within 20 days of their hire date. This obligation also applies to employees hired from other states and those rehired after a gap of 60 consecutive days.
New hire reports should include the employee’s name, address, social security number, date of birth and date of hire. Employers must also provide information about their business, including the employer’s name, address and EIN. State agencies use this information to help ensure that employees receive the benefits they are entitled to and to help locate noncustodial parents who may owe child support payments.
8. Comply with all tax and employment laws
Finally, Florida employers must follow state and federal laws related to employment and taxation. Some of these laws include the Fair Labor Standards Act (FLSA), which outlines regulations on minimum wage, overtime pay, record keeping, child labor and the proper display of labor law posters; the Family and Medical Leave Act (FMLA), which gives a minimum of 12 weeks of unpaid leave for certain medical and family reasons; and the Affordable Care Act (ACA), which mandates employers with 50 or more employees to provide health insurance coverage.
It’s also important for employers to be aware of the various tax laws that apply to their business. This includes filing tax returns on time, correctly calculating and withholding taxes from employee paychecks and remitting those employment taxes to the appropriate government agencies. Following all of these applicable laws and regulations will help you avoid costly penalties and ensure that you provide employees with the rights and protections they are entitled to.
Tips for hiring employees in Florida
Every job market has its own unique set of challenges and opportunities — Florida is no exception. The following sections outline several key tips to help you find and hire the best employees in Florida for your business.
Experiment with a variety of recruiting methods
The best way to find quality candidates is to use a variety of recruitment methods. This includes online job boards, recruiting fairs, career websites and more traditional methods such as newspaper ads and referrals. Experimenting with different recruitment strategies will help you cast a wider net, increase your chances of finding qualified candidates and ultimately make better hiring decisions. You may even consider offering incentives for referrals.
Use relevant and trending keywords in your job postings
When posting job openings online, use keywords that are relevant to the position and location. Keywords are words and phrases that job seekers use to search for jobs online. Using the right keywords is one of the most important aspects of a job posting because it can help ensure your post is visible to potential candidates searching for jobs. Additionally, using the top hiring platform ZipRecruiter can help you reach the right candidates. The platform utilizes technology to match your open position with qualified candidates.
Work with Florida business lawyers to help you remain compliant
To ensure you’re following all the rules and regulations related to hiring employees in Florida, consult a Florida business lawyer. They can guide you on the various labor and compensation laws, tax regulations and other requirements you must meet to stay compliant.
A lawyer can also help you draft meaningful contracts and policies to protect your business from potential legal issues in the future. With all of this off your plate, you’ll be free to focus your energy on finding and hiring the best possible employees for your organization.
Summary of Miami Herald’s guide to recruiting employees in Florida
Although there are several factors to consider when recruiting employees in Florida, the steps outlined in this article will help you to ensure that your hiring process is compliant, efficient and successful. These steps include registering in the state as an employer, adhering to Florida’s minimum wage requirements, successfully promoting your open roles to attract top talent, conducting successful interviews to make the hire and abiding by all state and federal laws when it comes to reporting new hires. By taking the time to conduct thorough research and following these tips closely, you will be well on your way to finding the right employees in Florida.