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Remote Work Taxes: What Workers Need to Know Before Filing

Apr 14th, 2023

Remote work is starting to become the future of work, and you may be slightly confused about how you pay remote work taxes if your employer is based in a different city, state, or country.

Remote work tax rules depend on a number of factors, especially employee classification (independent contractor vs. full-time employees). Employees normally receive a tax return, while contractors will end up owing money if they didn't make payments on their own ahead of tax day. 

Here is our simple guide on everything you need to know about remote work taxes, as well as what you should expect when you file to avoid any tax liabilities or fines. 

What remote work taxes are employers responsible for? 

In the US and other countries around the world, employers have certain tax responsibilities related to remote work. Here are some of the taxes that employers are normally responsible for:

  1. Payroll taxes: Employers are responsible for withholding and paying payroll taxes, including Social Security and Medicare taxes, federal, and state taxes from the wages of their employees.

  2. Unemployment taxes: Employers are required to pay unemployment taxes to the state in which their employees work. This applies regardless of whether the employee works in the employer's physical office or remotely.

  3. State income taxes: If the employer has employees working in a different state than where the employer is located, the employer may be responsible for withholding and paying state income taxes in those states. Different states have varying tax laws, but most of the time employers shouldn’t have to worry about double taxation. 

  4. Workers' compensation insurance: Employers are typically required to carry workers' compensation insurance to provide benefits to employees who are injured or become ill due to their work, even for remote workers. The requirements for workers' compensation insurance vary by state.

  5. Disability insurance: Some states require employers to provide disability insurance to employees, which provides income replacement for employees who are unable to work in case of a non-work-related injury or illness that may affect their everyday life.

  6. Nexus: Employers are typically only required to withhold and pay taxes in states where they have a physical presence or "nexus". If they have remote employees in other states outside of where their home office is located, they may need to register to do business in those states and withhold and pay taxes according to state and local laws.

How are employees taxed when working remotely? 

Remote work can have different implications for taxes, both for the employee and the employer. You should always ask your employer how they file taxes every year and what rules and regulations apply to you. You’ll want to know exactly what state you’re considered a tax resident in before you file your taxes each year. 

Here are some things to consider:

For employees:

  • State income tax: If you are working remotely from another state different from your employer's location, you may owe state income tax in both states. Some states have reciprocal agreements, which means you only owe income tax in your home state, but not all states have such agreements.

  • Local taxes: Depending on where you live and work, you may owe local taxes in addition to state and federal taxes.

  • Deductions: You may be able to deduct home office expenses if you are working from home, but there are specific rules and limitations for doing so.

Does working remotely make me self-employed? 

Working remotely does not automatically make you self-employed. Whether you are an employee or self-employed depends on the nature of your working relationship with your employer.

If you are working remotely for a company are paid a salary or an hourly wage, and the company has control over your work, sets your schedule, and provides you with the tools and resources needed to do your job, then you are likely an employee of the company. In the US, your employer will have you fill out a W-2 for tax purposes.

On the other hand, if you work remotely as a freelancer or independent contractor, you are paid on a project or contract basis, and you have control over your work, set your own schedule, and provide your own tools and resources, then you are self-employed. Contractors are able to claim a lot more tax credits when they file. The company that you freelance for should have you fill out a 1099-form if you're based in the US.

It's crucial to properly classify your employees. If any compliance issues arise with your independent contractors, you could face legal repercussions. 

Do independent contractors that work remotely have to pay taxes? 

Independent contractors who work remotely always have tax obligations related to their work.

 Here are some common taxes that independent contractors may be responsible for:

  1. Self-employment tax: Independent contractors are typically considered self-employed, which means they are responsible for paying self-employment taxes (Social Security and Medicare taxes) on their personal income.

  2. Federal income tax: Independent contractors are responsible for paying federal income taxes on their earnings. They may be required to make estimated tax payments throughout the year to avoid underpayment penalties.

  3. State income tax: Independent contractors may be required to pay state income taxes in the state in which they live and work.

  4. Local taxes: Some cities and counties may have local income taxes that independent contractors may be required to pay.

What is the home office deduction? 

In the United States, the home office deduction is a tax deduction available to individuals who use a portion of their home regularly and exclusively for business purposes. 

For example, this credit allows independent contractors to deduct a portion of the expenses associated with maintaining their home (such as mortgage interest, utilities, insurance, and repairs) as a business expense.

To qualify for the home office deduction, the portion of your home where you worked remotely  must be your principal place of business, or a place where you regularly meet with clients, customers, or patients in the normal course of your business. The space must be used exclusively for business purposes, meaning you cannot use the same space for personal activities, such as watching TV or sleeping.

There are two methods for calculating the home office deduction: the simplified method and the regular method. The simplified method allows you to deduct $5 per square foot of the home used for business, up to a maximum of 300 square feet. The regular method requires you to calculate the actual expenses associated with the home office, such as the percentage of your mortgage or rent, utilities, and repairs, based on the square footage of the home used for business.

Are there special deductions for remote workers? 

In the US, there are no special tax deductions exclusively for remote workers, but there are some tax deductions that may be available to remote workers depending if they work as a freelancer or are considered self-employed. 

 Here are some deductions that may be relevant to remote workers:

  1. Home office deduction: As mentioned earlier, remote workers who use a portion of their home regularly and exclusively for business purposes may be able to deduct a portion of the expenses associated with maintaining their home, such as mortgage interest, utilities, insurance, and repairs, as a business expense.

  2. Internet and phone expenses: Remote workers may be able to deduct a portion of their internet and phone expenses that are used for business purposes. However, the deduction is limited to the percentage of time the internet and phone are used for business purposes.

  3. Travel expenses: If remote workers travel for business purposes, such as attending a conference or meeting with clients, they may be able to deduct the expenses associated with that travel, such as airfare, lodging, and meals.

  4. Education expenses: If remote workers take courses or training related to their job, they may be able to deduct the costs of those courses as a business expense.

  5. Professional organization fees: Remote workers who belong to professional organizations related to their job may be able to deduct the membership fees as a business expense.

Make sure you always understand your taxes

Overall, it's important to note that all taxes will vary depending on the individual circumstances of the person filing. 

Deductions in particular are subject to certain limitations and restrictions, and the eligibility and calculation of each deduction depend on the specific circumstances of the individual taxpayer. If you're unsure about how to file your remote work taxes, you should consult with a tax professional. 

Why companies partner with Via 

Via makes hiring talent around the world and building your global team seamless. With our easy-to-use platform and payment tools, Via helps you manage local HR processes for direct employment such as work visas & permits, employee data privacy compliance, benefits, global payroll solutions, background checks, and other legal products. Our team of local labor lawyers and on-the-ground experts ensure that your company remains compliant while expanding abroad. As your employer-of-record/entity abroad, Via assumes responsibility for employment liability, so that you can focus on what matters: recruiting and managing your team. 

With Via’s transparent pricing, you can pay full-time employees or contractors across borders with no hidden set-up fees, no foreign exchange or transaction fees, and no minimums–start with 1 employee and scale up at your own pace. 

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Janelle Watson
Janelle Watson
My name is Janelle Watson and I'm a Colorado native. I have a BA in English from University of Colorado Colorado Springs and an MA in English from University of Colorado Denver. Before moving to blog and copywriting, I was an English teacher for 3 years at the University of Colorado in Denver. Prior to writing for Via, I wrote reviews and content for a local concert and promotion company in Denver.

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  • Can you write off the internet if you work remotely?

  • What happens if I work remotely in another state?