Payroll and HR Compliance
in the US

Yes. Even if your company is registered outside the US, you are required to register as an employer in the state where the employee works, as well as with federal tax authorities. We help with the registration and ensure payroll is launched correctly in the US

Each state has its own income tax rates, unemployment taxes (FUTA & SUTA), insurance requirements, and filing frequency. We track state-specific requirements, filing deadlines, and tax payments for each jurisdiction.

Generally, you are not required to withhold or pay US taxes for foreign (non-resident) contractors working outside the US However, you must collect and store Form W-8BEN to confirm their non-resident status. We organize this process and provide clear instructions.

No. If a contractor is non-resident and performs work outside the US, Form 1099 is not required. However, if W-8BEN is missing or incorrectly filled, the IRS may require tax withholding. We make sure all documents are collected and properly filed.

• Quarterly: Form 941 (federal payroll tax), and individual state reports
• Annually: Forms W-2 and W-3 (employees), 1099 and 1096 (contractors), Form 940 (federal unemployment tax)
We monitor all deadlines and ensure full compliance to avoid penalties.

We account for RSUs, stock options, and performance bonuses. These are taxable and require precise payroll handling based on vesting schedules and recipient status. We work with legal and accounting professionals to ensure accuracy.

Yes, you can use Stripe, Wise, or Payoneer to pay salaries — but there are important limitations, especially when it comes to actual employees (not independent contractors). Here’s a brief breakdown:
For contractors (independent contractors, freelancers):
Stripe, Wise, and Payoneer can be used without restrictions. You simply send a service payment — just make sure to keep proper documentation and file Form 1099-NEC for tax reporting (if the contractor is US-based).
For employees:
In the US, employee wages must be processed through a formal payroll system that:
withholds all applicable taxes (federal, state, Social Security, Medicare);
files reports with the IRS (Forms W-2, 941, etc.);
ensures compliance with state laws and ACA (health insurance, etc.);
and handles FUTA and SUTA contributions.

Stripe, Wise, and Payoneer do not handle any of these withholdings or filings, so they cannot be used as your main payroll method for US employees.

However, they can be used in conjunction with a proper payroll provider (e.g., Gusto, ADP, Paychex, etc.) that calculates taxes and sends the funds through a third-party payment platform — if that setup is supported.

Late filing may result in IRS penalties, interest, or EIN suspension. States may also impose fines or revoke licenses. We monitor deadlines and notify you in advance.

Yes. We calculate the full cost of employment in the U.S. (or any other country), including federal, state, and local taxes, unemployment contributions (FUTA/SUTA), Social Security, Medicare, benefits, etc.
We also consider additional expenses such as health insurance, pension plans, bonuses, and paid leave.
We have international experience and know how to calculate personnel costs across multiple jurisdictions.This is especially valuable for companies with distributed teams or global operations.

Yes. Record retention is mandatory:
W-4, I-9, and payroll data: at least 4 years
Pay and deduction records: minimum 3 years (DOL requirement)
I-9 forms: 3 years from hire date or 1 year after termination (whichever is later)
Records can be stored either in paper or electronic form, as long as data accessibility and security requirements are met.

Yes, HR compliance requirements apply equally to both in-office and remote employees.
The employer must: formally document the hiring process, track working hours (for hourly employees), and comply with the labor laws of the state where the employee is located — not just where the company is registered.

An employee is a staff member for whom the company withholds taxes and files Form W-2.
An independent contractor is a self-employed professional paid under a contract, reported via Form 1099-NEC. Misclassification can lead to penalties and back taxes.

Yes. Employers must:
Track paid and unpaid leave

Comply with sick leave laws in applicable states (e.g., CA, NY)

Monitor non-working days to ensure proper pay calculation
Holiday pay is not legally required unless specified in internal policies or contracts, though many companies include it as a benefit.

Not legally required, but highly recommended. A written offer helps clarify:
Position, compensation terms, working hours
Benefits and special conditions
Employment contracts aren’t mandatory but are useful for key roles or non-standard agreements.

Technically yes — but only partially and under certain conditions.
Under US labor law, base wages (i.e. minimum wage, overtime, etc.) must be paid in “legal tender” — meaning US dollars.
This is required to comply with federal regulations (Fair Labor Standards Act, FLSA) as well as state laws.
Cryptocurrency may only be used as additional compensation, such as:
a bonus,
a performance award,
stock option equivalent,
or other form of variable compensation.
This approach is used by some tech companies, particularly in Web3, fintech, and startup environments.
What you need to keep in mind:
The full amount of crypto-based compensation must be valued in USD at the time of payment and included in the taxable income.
Employers are required to withhold taxes (federal, state, FICA) on the full amount — even if part of it is paid in cryptocurrency.
Such payments involve additional accounting complexity and W-2 reporting, as the IRS requires the value of crypto to be fixed at the moment it is granted.
In some states (e.g. California, New York), stricter regulations apply — special caution is advised when offering compensation in crypto.