Independent Contractor vs Employee

As your bookkeeper, we are constantly asked about hiring help and when does a worker qualify as an independent contractor vs employee. The below lists are the best checklists I have found to help you easily decide and see the difference of how a worker works for you. This way you can understand when hourly help is no longer contract work but needs to be treated as a part or full time employee.

ATTN: If you have workers in the state of California, you must follow different rules! In May 2018, the CA Supreme Court made a ruling that changed the law in CA. You now have to a 3 point check, and as the employer, you have to prove all of them, not just one. 

For other states*, use this 20 Item Checklist to decide if a worker is an Independent Contractor or Employee:

1. Instructions. Workers who must comply with your instructions as to when, where,and how they work are more likely to be employees than independent contractors.

   

2. Training. The more training your workers receive from you, the more likely it is that they’re employees. The underlying concept here is that independent contractors are supposed to know how to do their work and, thus, shouldn’t require training from the purchasers of their services.
3. Integration. The more important that your workers’ services are to your business’s success or continuation, the more likely it is that they’re employees.
4. Services rendered personally. Workers who must personally perform the services for which you’re paying are more likely employees. In contrast, independent contractors usually have the right to substitute other people’s services for their own in fulfilling their contracts.
5. Hiring assistants. Workers who are not in charge of hiring, supervising, and paying their own assistants are more likely employees.
6. Continuing relationship. Workers who perform work for you for significant periods of time or at recurring intervals are more likely employees.
7. Set hours of work. Workers for whom you establish set hours of work are more likely employees. In contrast, independent contractors generally can set their own work hours.
8. Full time required. Workers whom you require to work or be available full time are likely to be employees. In contrast, independent contractors generally can work whenever and for whomever they choose.
9. Work done on premises. Workers who work at your premises or at a place you designate are more likely employees. In contrast, independent contractors usually have their own place of business where they can do their work for you.
10. Order or sequence set. Workers for whom you set the order or sequence in which they perform their services are more likely employees.

You’re 1/2 way there!!! How’s it going? Are you starting to get a better understanding of who is a contractor and who is an employee?

11. Reports. Workers whom you require to submit regular reports are more likely employees.
12. Payment method. Workers whom you pay by the hour, week, or month are more likely employees. In contrast, independent contractors are usually paid by the job.
13. Expenses. Workers whose business and travel expenses you pay are more likely employees. In contrast, independent contractors are usually expected to cover their own overhead expenses.
14. Tools and materials. Workers who use tools, materials, and other equipment that you furnish are more likely employees.
15. Investment. The greater your workers’ investment in the facilities and equipment they use in performing their services, the more likely it is that they’re independent contractors.
16. Profit or loss. The greater the risk that your workers can either make a profit or suffer a loss in rendering their services, the more likely it is that they’re independent contractors.
17. Works for more than one person at a time.The more businesses for which your workers perform services at the same time, the more likely it is that they’re independent contractors.
18. Services available to general public. Workers who hold their services out to the general public (for example, through business cards, advertisements, and other promotional items) are more likely independent contractors.
19. Right to fire. Workers whom you can fire at any time are more likely employees. In contrast, your right to terminate an independent contractor is generally limited by specific contractual terms.
20. Right to quit. Workers who can quit at any time without incurring any liability to you are more likely employees. In contrast, independent contractors generally can’t walk away in the middle of a project without running the risk of being held financially accountable for their failure to complete the project.  (http://www.bizfilings.com/toolkit/sbg/tax-info/payroll-taxes/employee-or-independent-contractor-payroll-tax.aspx)

Helpful Tips

• Watch out for independent contractors who are former employees performing the same job as before.
• Watch out for independent contractors who are doing the same job as employees.
• Don’t rely on industry practice to protect your business.
• If you think your independent contractor will never claim to be an employee, think again!
• Make a contract and modify as needed.
• Don’t invite independent contractors to employee functions.
• Keep independent contractor records in vendor files, not employee files. Require invoices.
• Work with your preferred legal office to develop policies and procedures. (http://legal.uncc.edu/legal-topics/contracts/contract-checklist/independent-contractor-rules-thumb)

If you have employees, you are responsible for the following (Confirm with your state laws):

• Unemployment and Worker’s Compensation Insurance: check with your Insurance Agent or the state department for employees for costs
• If over 40 hours per week, must pay time and a half
• Pay 1/2 Payroll Taxes, 1/2 deducted from employee pay

*Please verify the laws in your state and the treatment of Contractors vs. Employees. This is a blog post and may not be the most up to date information for your state.