10 Ways to Manage Payroll for Your Nanny
- State that the nanny is a part-time worker in her contract. The contract is a legal agreement and having it clearly laid out that she is working around 20 hours a week or so legitimately establishes that she is a part-time worker. Part-time workers should never work 40 hours in a week because this is full-time employment hours.
- Report her as a part-time employee to the government at the time you hire the nanny. As an employer, you are required to report to the federal and state governments at the time a household employee starts working.
- Have the nanny fill out a Form W-4 for tax purposes. This allows an employer to withhold taxes based on an estimate of how much she should pay. As a part-time employee, this is not required, but it does help establish that she is not a full-time worker.
- Provide the nanny with a W-2 form. This form details all of her work hours and pay for the year. She needs the form for taxes. It also shows that she is working part-time.
- Give the nanny a pay slip showing then number of hours she worked in the week and the amount she was paid. If she is paid by the hour, employers might need to include an hourly wage amount on the slip as well. A part-time job must have fewer than 32 hours a week.
- Provide a weekly schedule. Having a set schedule makes it easier to keep track of part-time hours and avoids accidentally providing full-time hours. Keeping to the same schedule each week, such as working only after school hours, makes scheduling simpler.
- Keep records of payments to the nanny. Providing her with a pay slip is only one part of the equation. Keeping family records of payment helps prevent problems.
- Have the nanny fill out a form for work-hours each week based on when she arrives to work and right before she leaves. Keep a copy of this form personally.
- Make copies of all her work hour information for the year. Remember, she must work less than 32 hours for part-time classification, so having all of the information in a safe location is necessary to prove she is working part-time.
- Fill out the tax forms as an employee for her. Even for a part-time worker, employers are required to pay their part of the taxes like social security and Medicaid taxes. Employers do not need to withhold their personal taxes unless it is convenient for them.
Hiring a part-time nanny provides parents with a little help, but does not have the same requirements as full-time employment. Employers will not need to provide benefits to part-time employees and can work around the optimal hours they need a little extra help, such as after school.
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