Hiring Your First Employee in North Carolina
September 1, 2026
Key Takeaways
- Before you pay your first employee, North Carolina requires a federal EIN, a state withholding account, and an unemployment insurance account.
- Workers’ compensation insurance becomes mandatory once you have three or more employees, including yourself if you are a corporate officer.
- New hires must be reported to the state within 20 days, and I-9 forms are due within three business days of a start date.
- The average cost to hire a nonexecutive employee runs close to $5,475 before you even factor in wages.
- Required workplace posters are free from the issuing state and federal agencies, so there is no reason to pay for them.
In Guilford County, roughly 49,000 businesses run without a single employee on payroll, according to U.S. Census Bureau data. Sooner or later, plenty of those owners will reach the same point you’re at now, weighing whether it’s time to bring someone on. If that’s you, the paperwork can feel like the hardest part of an otherwise exciting decision.
How Do You Know When to Hire Your First Employee?
You’re likely ready to hire when you’re having to consistently turn down work, your own hours no longer cover the demand, and revenue can support another person’s wage without dipping into savings.
These signs rarely show up all at once. A Greensboro bakery owner might notice a backlog of custom orders piling up, while a solo bookkeeper might realize they’ve started turning down new clients. Either way, the real test is whether the extra revenue can cover a paycheck before you send the offer.
How Much Does It Cost to Hire Your First Employee?
Hiring your first employee costs about $5,475 on average, not counting wages, according to SHRM’s 2025 benchmarking report.
This number only covers the cost of finding and hiring someone. Training, wages, and payroll taxes come later, and together they add up to far more than the hiring cost itself. Here’s what to budget for once someone is officially on payroll.
- Social Security and Medicare (FICA): You’ll pay 7.65% of your new hire’s wages out of your own funds, on top of their gross pay. This FICA payment is the employer share of Social Security and Medicare, matching the 7.65% withheld from the employee’s paycheck for the same taxes.
- Federal unemployment tax (FUTA): This tax applies to the first $7,000 of each employee’s wages per year, and it starts at 6% but can drop as low as 0.6% once your state unemployment taxes are paid on time.
- North Carolina unemployment tax (SUI): New employers pay 1% on the first $34,200 of each employee’s wages in 2026.
- Workers’ compensation insurance: Coverage becomes required once you have three or more employees, with rates that vary by industry and claims history, so treat any number you see online as a rough guide rather than a quote.
How Do You Hire Your First Employee in North Carolina: 5 Steps
Hiring your first employee in North Carolina comes down to a short checklist of state and federal requirements, most of which you can complete online before their start date.
1. Get Your EIN and Register for NC Tax Accounts
Before you can legally pay anyone, three registrations need to be in place.
- Federal EIN: Apply directly through the IRS at no cost, and most applicants receive their number immediately after finishing the online application.
- NC withholding tax account: Register with the North Carolina Department of Revenue using Form NC-BR, either online or by mail, so you can withhold and remit state income tax.
- NC unemployment insurance account: Register with the NC Division of Employment Security to receive your unemployment tax number before your first payroll runs.
None of these registrations carry a fee, but processing times vary. Start them as soon as you have a start date in mind rather than waiting until the week before.
2. Set Up Payroll and Report the Hire
Once your accounts are active, a short stack of forms needs to be collected and filed by a deadline. Have your new employee complete a federal W-4 and an NC-4 so you can withhold taxes correctly, and complete Form I-9 within three business days of their start date to verify work eligibility.
Separately, North Carolina requires you to report the new hire online through the state’s New Hire Directory within 20 days of their start date. Once your business reaches 25 or more employees in the state, North Carolina’s E-Verify law also applies, which means confirming each new hire’s eligibility to work through a federal database.
3. Get Workers’ Comp Insurance If You’ll Have 3 or More Employees
North Carolina law requires workers’ compensation coverage once a business regularly employs three or more people, and that count includes corporate officers. A corporation with two officers and one additional hire, for example, already meets the threshold.
If you expect to grow past two employees within the year, it’s worth pricing out coverage now rather than scrambling later.
4. Post the Required Workplace Notices
Once you have even one employee, North Carolina requires you to display the combined Wage and Hour poster and Occupational Safety and Health notice where every employee can see it. You will also need the state’s unemployment insurance notice and, once workers’ comp applies, the Industrial Commission’s notice to workers.
Federal posters covering equal employment opportunity, minimum wage, and OSHA rights round out the requirement. All of these are free directly from the issuing agencies, so skip anyone trying to sell you a bundle.
5. Decide on Benefits
North Carolina doesn’t mandate benefits for a business hiring its first employee, so what you offer is a business decision rather than a legal one. Even a modest offering, like a small stipend toward health coverage or flexible scheduling, can matter in a labor market where candidates are comparing several small businesses at once. Start with what you can sustain and build from there.
Get Support Hiring in Greensboro
Bringing on your first employee is growth in action for a Greensboro business, and it’s exactly the stage LaunchLab Growth, a Launch Greensboro program, is built for. Founders get paired with a dedicated mentor and a cohort of peers working through the same hiring and budgeting decisions, with guidance on everything from writing that first job description to budgeting for payroll. If you’re still testing your idea, LaunchCamp offers a weekend intensive to build that foundation first.
Learn more about Launch Greensboro to see which program fits your stage of growth, and explore Chamber membership to connect with other business owners navigating the same decisions.