Include in your posting:

• Schedule: Specific days/hours (e.g., "M-F, 8am-5pm")
• Children: Ages, any special needs
• Location: Neighborhood (not exact address)
• Pay range: Being transparent attracts better candidates
• Requirements: Driving, CPR, experience level
• Benefits: PTO, guaranteed hours, health stipend
• Start date: ASAP vs. specific date

Red flags in responses:

• Generic responses that don't mention your children
• Can't provide references
• Wants to be paid "off the books"
• Inconsistent work history

Structure your interview:

1. Tour (5 min): Show them the house, children's rooms
2. Discussion (30 min): Review experience, scenarios, your expectations
3. Child interaction (15-30 min): Watch how they engage with your children
4. Q&A (10 min): Let them ask questions about the role

Key questions to ask:

• "Tell me about a challenging situation with a child and how you handled it"
• "What does a typical day look like for you with children this age?"
• "How do you handle discipline?"
• "Why are you leaving your current position?"

Tip: Use the Interview Question Bank above for more scenario-based questions.

Essential questions for references:

• "Can you confirm their dates of employment?"
• "What were their main responsibilities?"
• "How did they handle challenging situations?"
• "Were they reliable and punctual?"
• "Why did they leave your family?"
• "Would you hire them again?" (The most important question)

Red flags:

• Reference doesn't remember them well
• Hesitation when answering
• Can only provide personal (non-employer) references
• Dates don't match what candidate provided

What documents are acceptable?

Your nanny needs documents from List A OR one from List B + one from List C:

• List A (proves both identity and work authorization): US Passport, Permanent Resident Card (Green Card), Employment Authorization Document
• List B (proves identity): Driver's license, State ID, School ID with photo
• List C (proves work authorization): Social Security card (unrestricted), Birth certificate

Common combination:

Driver's License (List B) + Social Security Card (List C) = Valid I-9

Important rules:

• Documents must be originals—no photocopies
• You must examine them in person
• Keep the I-9 for 3 years after hire OR 1 year after termination (whichever is later)
• Download Form I-9 from USCIS.gov

Good news: Federal income tax withholding is optional for household employers. You and your nanny can agree not to withhold, and they'll pay estimated taxes or at year-end.

However: Many nannies prefer withholding to avoid a large tax bill in April. If you agree to withhold:

• Have your nanny complete Form W-4
• Use IRS tax tables or your payroll service to calculate withholding
• Include the withheld amount on Schedule H

Tip: Even if you don't withhold federal income tax, you MUST withhold Social Security and Medicare (FICA) taxes if paying $2,700+ per year.

What you'll need:

• Your EIN (employer identification number)
• Your business name and address (your home address)
• Employee's name, address, Social Security number
• Employee's date of hire and date of birth

Where to report:

Search "[Your State] new hire reporting" to find your state's portal. Most states have free online submission—it takes about 5 minutes.

Deadline by state (examples):

• Most states: Within 20 days of hire
• California, Arizona, Colorado: Within 20 days
• Some states: Within 10 days (check yours)

Why this matters: New hire reporting helps enforce child support orders and reduces benefit fraud. It's part of your legal obligation as an employer.

Questions to ask your nanny:

• "How are you feeling about the role so far?"
• "Is the schedule working for you?"
• "Do you have everything you need to do your job well?"
• "Are there any concerns you'd like to discuss?"
• "How are things going with [each child's name]?"

Topics to cover:

• What's working well (be specific with praise)
• Any adjustments needed to routines or expectations
• Upcoming schedule changes or holidays
• If using trial period: discuss if continuing beyond trial

Tip: Take notes and follow up on action items. This shows you value the relationship.

Check these items:

• Gross pay: Hours × hourly rate (plus overtime if applicable)
• Social Security withholding: 6.2% of gross
• Medicare withholding: 1.45% of gross
• Federal income tax: If agreed to withhold (based on W-4)
• State income tax: If applicable
• Net pay: Gross minus all withholdings

Example paycheck (weekly, $25/hr, 40 hrs):

What you report:

• Total wages paid during the quarter
• Taxable wages (usually up to state's wage base)
• Tax due (wages × your SUTA rate)

Example (California, 3.4% rate, $7,000 wage base):

• Q1 wages paid: $12,000
• Taxable wages: $7,000 (reached wage base)
• Tax due: $7,000 × 3.4% = $238
• Remaining quarters: $0 (wage base reached)

Tip: Most SUTA tax is paid in Q1-Q2 because you hit the wage base early. Later quarters are often just reporting with $0 due.

You may need to pay quarterly estimated taxes if you expect to owe $1,000 or more in household employment taxes for the year.

Two options:

1. Pay quarterly estimates: Use Form 1040-ES to pay ¼ of your estimated annual tax each quarter
2. Increase your own withholding: If you're employed, increase your W-4 withholding to cover the extra taxes

Safe harbor: If you paid at least 100% of last year's total tax (or 110% if your income was over $150,000), you won't owe penalties even if you owe more this year.

What W-2 shows:

• Total wages paid during the year
• Federal income tax withheld (if any)
• Social Security wages and tax withheld
• Medicare wages and tax withheld
• State/local wages and taxes (if applicable)

Copies you need:

• Copy A: To Social Security Administration
• Copy B: To employee for their federal return
• Copy C: To employee for their records
• Copy 2: To employee for state/local return
• Copy D: For your records

How to file: Use IRS Form W-2 (free from IRS.gov) or your payroll service. File Copy A electronically at SSA.gov (free) or mail paper forms.

Discussion points:

• What went well this year?
• Areas for growth or change
• Schedule adjustments needed
• Compensation review (typical annual increase: 3-5%)
• Benefits changes
• Goals for the coming year

Tip: A cost-of-living raise shows you value your nanny. Even a 3% increase helps retain good caregivers and is often less expensive than finding and training a replacement.

Many states increase minimum wage annually (often January 1). Some cities have their own higher rates.

To stay compliant:

• Check your state's minimum wage each year
• Check your city/county if you live in a major metro area
• If minimum wage rises above your nanny's rate, you MUST increase their pay

Resources: The state you selected in the Contract tab shows current minimum wage. Also check the Department of Labor website for updates.