Setting Up Your Payroll for the First Time

June 17, 2025

Bringing on your first employee is new and exciting; however, there are steps you need to take to ensure you are properly setting up your payroll function. Improper processing of payroll can land you in a tricky situation with the IRS and state agencies, making it important to follow certain setup steps to promote an accurate and timely payroll function.

Step #1: Apply for an EIN

Most businesses should have an Employer Identification Number for their business; however, some sole proprietors and single-member LLCs choose to use their social security number. When it comes to processing payroll for the first time, you want to apply for an EIN that will be used to remit payroll taxes and issue year-end forms. This can be done in under an hour on the IRS website.


Step #2: Register with State Agencies

Just like you need to register with the IRS, you should also register with your respective state agencies. Keep in mind that the location of your employees will determine which states you need to register with. For example, if you are based out of Virginia, but your employee resides in South Carolina, you should register in both states.


Step #3: Determine Pay Schedule

After you register with the respective agencies, you will need to work out the specifics of your payroll, including how frequently you plan on paying employees. Common pay periods include weekly, bi-weekly, semi-monthly, and monthly. Analyzing your cash flow will help you determine the most favorable schedule. You don’t want to have a weekly payroll if your clients only pay you every other week.


Step #4: Consider Benefits

Another key consideration is the benefits you plan on offering your employees. This includes health insurance, retirement plans, and reimbursements. The benefits you offer should be laid out in an employee handbook to reduce the risk of confusion. These benefits must be reported a certain way on payroll forms, such as pre-tax or post-tax.


Step #5: Hire Employees

After you complete the previous four steps, you are ready to hire your first employees. Remember that you may want to include yourself on payroll to take advantage of a beneficial salary versus distribution allocation. Consider the areas you need help with in your business, then take to the job market to find the right talent.


Step #6: Obtain Employment Information

All employees you hire will need to fill out employment information that details the taxes they want withheld, benefits they would like to participate in, and their legal information, such as name, social security number, and address. You must obtain a valid social security number before paying your employees.


Step #7: Process Your First Payroll

Once all of these steps are completed, it’s time to process your first payroll. Be sure you double check everything before you submit your payroll including that you have the correct information about your employees, the proper taxes are withheld, and you understand how to remit employment taxes to the respective agencies.


Processing your first payroll doesn’t have to be an overwhelming task. In fact, working with the experts at Gordian Financial makes hiring your first few employees a breeze. We have the capabilities to process your payroll for you on a schedule that you choose, ensuring the proper taxes are withheld and remitted timely.

Reach out to a team member today to learn more.

Financial Strategies from Gordian Financial

October 2, 2025
Running a business requires more than vision and drive. It also requires financial clarity. At Gordian Financial, we help you cut through complexity by providing clear, reliable financial strategies and operational support. Our goal is simple: give you the tools and insight to grow with confidence. Outsourced Bookkeeping That Grows with You Not every business needs a full in-house accounting team. Our cloud-based, paperless bookkeeping services scale with your needs, so you always have accurate financial data without the overhead of unnecessary staff.  Payroll, Compliance, and 1099 Management Payroll and compliance can be time-consuming and risky if not done correctly. We handle payroll, 1099 processing, and one-time audit cleanups, so you never have to worry about penalties or missed deadlines. Cleanup and Consultation Services If your books are behind or disorganized, we provide cleanup and restructuring services to get you back on track. Our consultation services help you identify financial challenges and build strategies for the future. Specialized Nonprofit Support Nonprofits face unique reporting and compliance requirements. We work closely with nonprofit organizations to ensure their financial obligations are met, leaving them free to focus on their mission. Building a Strong Financial Foundation Every business decision depends on accurate financial information. By partnering with Gordian Financial, you can reduce risk, improve decision-making, and spend more time focusing on growth and client relationships. Solid financial strategies are not just about staying compliant. They are about creating stability that allows your business to thrive. Ready to take control of your finances? Consult with Gordian Financial today!

HOA Financial Management That Works for You

By Meghan Riskowski • June 17, 2025
Running a homeowners association (HOA) requires more than maintaining shared spaces and upholding community guidelines, it demands strong financial management to ensure long-term stability. At Gordian Financial, we provide the accounting expertise and financial oversight that HOA board members and property managers need to lead with confidence. We partner with HOAs of all sizes to keep financial operations accurate, transparent, and compliant. From monthly reports to annual budgets and reserve studies, we handle the details so you can stay focused on serving your community.

Choosing Between a Salary and a Distribution

By Meghan Riskowski • June 17, 2025
One of the perks of being a business owner is the ability to choose how you get paid. There are two main ways to take money out of your business: a salary and a distribution. Each of these options retains tax advantages that need to be considered, making it necessary to consider the basics of each option to choose the right one for your situation.

New Tax Deductions and Credits

By Meghan Riskowski • June 17, 2025
The tax law is constantly changing, making it essential that business owners stay on top of the deductions and credits they are able to take. Pandemic relief is still lingering around, giving employers the ability to take exclusive tax credits while the IRS has altered some of the deductions available for business owners. The Employee Retention Tax Credit, temporary 100% meals deduction, student loan interest repayment option, and entity-level tax payments are areas where the tax law has changed, making comprehension a must to reduce your tax bill.

Bookkeeping Procedures to Complete on a Monthly Basis

By Meghan Riskowski • June 17, 2025
Creating the most beneficial procedures in your bookkeeping function takes time and trial and error. The procedures that work for one company might not be what works best for your business. As a result, understanding common bookkeeping procedures that should be completed on a monthly basis provides you with a great starting point to add to or adjust your current policies.

Choosing the Right Business Structure

By Meghan Riskowski • June 17, 2025
When it comes time to finally open that business you’ve been dreaming about, what structure should you choose? Choosing the right business structure is one of the most important decisions you will make as it controls the way you are able to raise capital, how you will pay taxes, and what happens to your business if you decide to sell.

Bookkeeping Best Practices

By Meghan Riskowski • June 17, 2025
What is one of the most important aspects of running a business? You may be thinking of advertising or revenue streams. Although those are important areas, bookkeeping is one of the top functions that makes or breaks a business. Understanding bookkeeping best practices give you the ability to set a strong foundation for your business to grow, making it critical to evaluate and improve your current procedures.

The Benefits of Regular Bookkeeping

By Meghan Riskowski • June 17, 2025
Running a successful business takes time, perseverance, and dedication. Many business owners become so consumed with generating their first sale or hitting a large milestone that they neglect the basics. Regular bookkeeping is vital to long-term success and scalability, leading to improved cash flow, the promotion of financial transparency, more informed business decisions, a reduction of fraud risk, and timely tax remittances.

Guide to Small Business Bookkeeping

By Meghan Riskowski • June 17, 2025
Bookkeeping is an essential component of managing a business. When starting a business, it’s one of the first things you should do. If you’re not doing it, you’re losing out on crucial information about your company that could help in its expansion and growth. Still, if you are unfamiliar with the process, bookkeeping might be scary. The purpose of this guide is to show you how to begin bookkeeping, what kinds of data are available, and how to use them wisely in your small business. Before we jump on it, let’s talk about what bookkeeping is.

Different Accounting Methods and How to Choose one for your Business

By Meghan Riskowski • June 17, 2025
Different Accounting Methods and How to Choose one for your Business