State Start-Up Requirements

Yet another governmental level to deal with.

You can bet that the state where you're starting your business will have bureaucratic hoops for you to jump through. These may range from filing organizational papers and getting a license for your occupation to tax registration and environmental compliance.

Regulated Occupations and Products

You probably know that states give licenses to people practicing the traditional professions, such as lawyers, doctors, accountants, teachers, architects, and engineers. States also license people in a broad range of trades, from auto mechanics and barbers to real estate agents and tax preparers. Sometimes licenses are issued to the business, while other licenses are taken out by the individual. You can't guess which occupation needs a license, so you'll just have to ask. Your state website or trade association is a good place to start.

The licensing procedures will vary, but you'll probably have to show evidence of training in the field, and you may have to pass a written exam. Sometimes you have to practice your trade or profession under the supervision of a more experienced person for a while before you become fully licensed. Some licenses are good for a limited period before there is retesting. Others require proof of continuing education in the field.

The state may also want you to get a license if you make or sell certain products, such as liquor, food, lottery tickets, gasoline, or firearms.

Tax Registration

If you're engaging in retail sales, you probably need to register for or get a sales tax license or seller's permit. This lets you collect sales taxes from your customers, which you'll pay to the state. You need this permit even if you're also selling goods that are exempt from your state's sales tax. When the time comes, you'll owe tax only on the taxable sales. If your business both sells products and performs services, it will be important to keep your labor sales separate from sales of goods, since sales of services aren't usually taxed (only in some states).

You'll probably have to register with your state's treasury department or department of revenue, except in the few states that still assess no taxes on income. You may also have to register for other business taxes.

Business Entity Filings

If you've chosen to start out your business as a corporation , limited liability company (LLC), or limited partnership, you'll need to file organizational documents with your state's Secretary of State, Department of Corporations, or similar office. Most states have sample or form documents online.

If you're starting off with a partner (a partnership) or by yourself (a sole proprietorship), you may not have any state filing to do. An ordinary partnership is created automatically when you agree to go into business with someone, so you don't legally have to write anything down. However, a written partnership agreement is generally a good idea, as a record of the terms of your agreement.

Employer Responsibilities

If you have employees, you may have to register with your state department of labor or with the agencies that administer the laws on unemployment compensation and workers' compensation. In addition, if your state has a version of the federal Occupational Safety and Health Act (OSHA), your business may need to meet certain mandated health and safety requirements.

A business with employees or independent contractors has a number of tax requirements. To start with, you will need an employer ID from state (and federal) tax authorities. After you get started, you'll have to withhold income taxes and employment taxes (Social Security/Medicare or "FICA") from the paychecks of employees. You may also need to withhold other items, such as payments for disability insurance. You report these figures (to the employee, the state, and the IRS) and pay the withheld taxes to the tax authorities. If you hire independent contractors, you need to report contract payments annually on a Form 1099, which goes to the contractor and to the government.

Environmental Regulations

Many small businesses need to think about what they must do to avoid contaminating the environment. You may need a special permit (and do more record keeping) if any of the following apply to your business:

• Your equipment vents emissions into the air.
• You need to discharge or store waste water.
• Your business involves or produces hazardous wastes.

Environmental regulation isn't limited to manufacturers. Small businesses, such as stained glass makers, dry cleaners, and photo processors, need to know how to dispose of the dangerous metals or chemicals used in their work.

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