New Employer Resource Guide

Oregon Employers

We've been helping local business thrive since 1984! Our mission of helping Oregon businesses grow, begins with the right information. Please enjoy this resource page to start off with your best foot forward.


Whether you're just starting your business or ready to grow, adding employees; we have solutions to help you along the way.

Requirements will vary by specific industry, this list is not exhaustive.


Employee or Independent Contractor

There has always been a fine line between independent contractor or employee. To help clarify, a valid independent contractor must meet all eight of the following points:

  • The contractor must be free from the direction and the control of the employer,
  • The contractor must obtain required business licenses,
  • The contractor must furnish necessary tools and equipment,
  • The contractor has authority to hire and fire employees,
  • The contractor is paid upon completion of portions of projects or on a retainer basis,
  • The construction contractor must be registered under ORS Chapter 70 1 ,
  • The contractor must file appropriate business tax returns, and
  • The contractor must represent to the public that the labor or services are provided by an independent business.

The Internal Revenue Service (IRS) looks to common law rules to determine whether an individual is an employee or an independent contractor.

Employment Eligibility Verification

Use Form I-9 to verify the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must properly complete Form I-9 for every individual they hire for employment in the United States. This includes citizens and noncitizens. Both employees and employers (or authorized representatives of the employer) must complete the form.
Download I-9 Form

New Hire Recording

Employers are required to have each employee complete a W-4 Form. The information on this form is necessary to determine the amount of withholding tax for an employee.
Download Form W-4

Oregon law requires all Oregon employers to report new and rehired employees and independent contractors, to the Oregon Department of Justice, Division of Child Support.

Employer Compliance Posters


State and federal employment laws/regulations require all employers with at least one employee to post at each of their locations, and in a conspicuous location, applicable federal and state employment law notices. Failure to keep these notices up-to-date can result in substantial fines or frivolous employee lawsuits.
Required Worksite Postings

Keeping up with these frequent law changes can be very costly and time consuming. Our poster includes the most commonly required postings for Oregon. Certain industries or locations may require additional postings - be sure to confirm your workplace is in compliance.
Request a Free Poster when you Contact Us


Payroll Frequencies

You can select your pay cycle as long it's recurring and consistent for Employees - such as weekly, biweekly, semi-monthly, monthly. There are pros and cons to each cycle, so you can consider what works best for your industry and your business needs.

Time Submission

Employees need to report hours worked back, even though for non-exempt employees you have likely set their schedule. Verifiable time records need to be kept and collected for Payroll to be processed. You can do that in anything from a basic paper time sheet to a more in-depth time and attendance system.
Download Free Timesheet

Payroll Processing

Processing payroll includes calculating gross to net pay, with tax and other deductions as needed. You can process payroll yourself, through a CPA, bookkeeper or using a payroll partner such as Cardinal Services.

While choosing your payroll method, consider the reports that will be provided by that system. Records must be kept to verify payroll data which may be called upon for other aspects of your business, such as Workers' Comp., deductions, employer liabilities, taxes, etc. In the state of Oregon payroll records need to be kept for 5 years.  State of Oregon Payroll Archive Rules

Employee Pay

Want to know the simplest way to keep your employees happy? Pay them! On time and accurately.  Like everything else, there are options on how to get money into your employees hands from directly depositing into their bank account, debit cards, or writing a paper check.

You'll need to maintain Employee pay records for three years. That includes a record of each employee’s pay rate, hours worked, overtime pay, vacation pay and holiday pay. Employees also may request balances being tracked such as remaining PTO, require check stub reports, and more.


Tax ID Numbers

Federal Employer Identification Number (EIN)

An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and is used to identify a business entity. Generally, businesses need an EIN. You may apply for an EIN in various ways, and now you may apply online. This is a free service offered by the Internal Revenue Service and you can get your EIN immediately.


Oregon Business Identification Number (BIN)

Before issuing any Oregon paychecks, an employer is required to register for payroll withholding with the
Oregon Department of Revenue to receive a Business Identification Number (BIN) - you can even apply online.

Payroll Taxes

You must file Oregon combined payroll taxes by the due date for as long as you maintain an account (have an active BIN) as an employer with the Oregon Department of Revenue, Employment Department, or Department of Consumer and Business Services, even if you had no payroll for the reporting period. Payroll reports must be filed if you had payroll, even though there may not have been any tax withheld.

For comprehensive instructions updated each year, download Oregon's Payroll Tax Report.

Unemployment Insurance Tax

Employers with employees who live or work in Oregon must: 1. Withhold tax from employee wages at the time the wages are paid. 2. Make payments using the same due dates for federal withholding tax and FICA tax deposits. 3. File combined tax returns in addition to making the required payments.

The Oregon Department of Revenue is responsible for administering the state’s withholding tax program. If you wish to contact them directly with questions call 503-945-8091 or you may email


Workers' Compensation Insurance

All employers doing business in Oregon, with very few exceptions, are subject to the Oregon Workers’
Compensation Law. Employers must obtain workers’ compensation insurance before they hire employees. When proof of coverage has been filed, the Workers’ Compensation Division mails the employer a Notice of Compliance certificate. The employer must post this notice where employees will see it.

In Oregon the most common way to get workers’ compensation insurance coverage is either through an insurance company or through a professional employer organization, like Cardinal Services.

We would love to help you out - or refer you to a company to get your own coverage quotes, give us a call at 541.888.9799.

Employee Retirement Savings Plan

Oregon requires you to have a retirement plan. 

Our Multi-Employer Plan is successful due to ensuring access to top-tiered performing funds at an attractive price point while maintaining the highest level of support. We would love an opportunity to show you how Cardinal’s Multi-Employer 401(k) plan, can help your business.  Get the retirement plan that fits your business the best!

Oregon employers are required to offer OregonSaves or certify exempt if they have another qualified plan.

Ready for help with your
Business Adventure?

Oregon’s Employment Services Experts Since 1984

From hiring and staffing to payroll and workers’ comp, our experienced team is ready with solutions tailored to your needs — letting you focus on your business, not paperwork.

When you partner with Cardinal Services, it allows you, the employer, to focus on your day-to-day work while we handle your company's back-end office administration.  As the business owner, you control the employee’s daily duties and core job functions while Cardinal Services handles personnel-related functions, giving you the extra edge, you need to succeed.