Vanessa Lucey of Lucey Accounting explains the difference between contractors and employees.

A subcontractor (independent) contractor can work for others, can often set his or her hours of work, and often provides his/her own tools. On the other hand, you have few reporting or tax responsibilities for independent contractors. ... The payroll responsibilities for an independent worker are significantly less than for an employee Let’s look at some Pros and Cons.

What are independent contractors and employees?

You enter into a contract with an independent contractor to do a specific role or complete a specific task. Contractors may set their own hours and use their own tools. They may even work for more than one business. Since they are self-employed, you do not withhold taxes from their paychecks, they pay their own taxes and provide their own benefits/insurance.

An employee is hired by your business under an employment agreement you withhold taxes from their wages, train them, pay employment taxes for them, and may provide benefits. Because of this, you have more control over your employees -you dictate what they work on and when they work.

How do 1099s and W2s play into this?

Simply put, W2s and 1099s are two separate tax forms for two different types of workers. If you are independent contractor you get a 1099 form and if you are an employee you receive a W2. As a W-2 employee you have payroll taxes automatically taken out of your check and then they are paid to the government through your employer. If you are a contractor you are responsible for calculating your own payroll taxes and then submitting to the government on a quarterly basis. The independent contractor tax rate is 15.3 percent and that includes SS and medi care but it is a little more complicated than that Income up to $118,500 is subject to SS and all your income is subject to medi care taxes.

Should Independent contractors receive a 1099 when their income is $600 or more in a year? Yes. You can find both forms on the IRS website and they must be submitted by Jan 31 deadline.

The vast majority of businesses hire traditional employees also known as w2 employees. In this relationship the employer provides the employee all the necessary tools, equipment and supplies to do the job. Typically the employee is required to work set hours and days determined by the company. The relationship is intended to be permanent or semi-permanent, not temporary.

The IRS looks at 3 categories to determine the degree of control or independence in your relationship with your worker:

Behavioral-Do you control (or have the right to control) what the worker does and how they do their job.
Financial-Are the business aspects of the workers job controlled by the payer (these include things like how the worker is paid, whether expenses are reimbursed, who provides supplies)?
Type of relationship-Are there written contracts or employee type benefits (insurance, vacation)? Is the relationship permanent? Is the work that is performed a key aspect to the business?

A little bit about misclassification fines through the IRS
Make sure you define employee or independent contractor correctly based on the information I gave you. It can have costly financial penalties and no one wants unexpected costs.
If you misclassify you are not paying unemployment or any other taxes on your workers when you really should be and they are not covered with workers comp and unemployment insurance when you are required to pay that for employees. If you are found that you misclassified you will likely have to repay all of those taxes and benefits that you weren’t paying before.

Common financial penalties
Reimbursement for wages like overtime and minimum wage
Back taxes and penalties for federal and state income taxes, SS, medicare, unemployment
Providing health insurance, retirement etc.

Complimentary Consultation

We’d love to find out more about your business and how we can help you with your Accounting needs. Call us at 480-656-9613 or email us at to set up your no-obligation Accounting and QuickBooks assessment.