How to Hire Employees in Arizona: The Complete First-Hire Sequence

The first time I walked a founder through an Arizona hire, we got to the third item on the list before he stopped me. He had already run payroll for two weeks. He had never heard of E-Verify. In most states that is an awkward conversation about a federal program he could still opt into. In Arizona it is a licensing problem, because Arizona is one of the very few states that requires every single employer to use it.

That is the pattern with Arizona. The individual rules are not complicated. The problem is that several of them are unusual enough that a founder who has hired in another state assumes they do not apply. Coverage that is optional elsewhere is compulsory here. A verification step that is voluntary in most of the country is mandatory here. A minimum wage that sits still for a decade in other states moves every January here.

So this guide runs in the order the work actually happens, from the federal Employer Identification Number (EIN) you need before anything else through the ninety-day mark where onboarding hands off to ordinary management. I built FirstHR because this sequence is a scheduling problem more than a legal one, and the businesses that get burned are almost never the ones that did not know the rule. They are the ones who knew it and ran out of days.

Arizona Hiring at a Glance: Every Deadline in One Place

Here is the whole sequence with its deadlines before we walk through it. Three of these items are unusual enough that employers moving in from other states routinely miss them: mandatory E-Verify, compulsory workers compensation from the first employee, and the written notices owed to each employee, not just to the wall.

The timeline below uses short agency names: ADOR is the Arizona Department of Revenue, DES is the Arizona Department of Economic Security, and ICA is the Industrial Commission of Arizona.

Read the timeline as two clocks running at once. One clock is federal and starts on the first day of work for pay. The other is Arizona-specific and mostly starts earlier, before the employee ever walks in. The rest of this guide takes each step in order, with the statute and the agency behind it.

Step 1: Get Your Federal Employer Identification Number

Before anything else you need a federal Employer Identification Number, and you need it before the Arizona registration because the state application asks for it. Apply online at IRS.gov. The IRS says the free online application takes minutes, has to be finished in one session, and issues the number immediately once it is approved.

If you formed an LLC or corporation and already obtained an EIN, that number carries forward and you do not need a new one. If you have been operating as a sole proprietor using your Social Security number, you need an EIN now. You cannot report payroll taxes on a personal Social Security number once you have employees.

One thing to check while you are in the IRS system: your legal business name and address have to match what you are about to put on the Arizona application. A mismatch between the federal and state records can stall a state registration, and a stalled registration is what turns a two-day setup into a two-week one.

Step 2: Register with the State Using the Joint Tax Application

Arizona uses one application for two agencies. The Arizona Joint Tax Application, Form JT-1, is filed through AZTaxes.gov and registers you for employer withholding with the Arizona Department of Revenue while starting your unemployment insurance registration with the Arizona Department of Economic Security. ADOR forwards the application to DES, which then determines whether you are a liable employer and issues your unemployment insurance account number.

The application is called joint because both agencies use it, and it also covers transaction privilege tax and use tax where needed. Once ADOR registers you, your Arizona withholding ID is simply your federal EIN. The unemployment insurance account number arrives later, by mail, with the DES liability determination, so file well ahead of a fixed first payroll.

When You Become a Liable Employer for Unemployment Insurance

Under A.R.S. section 23-613, DES treats you as a liable employer once you pay $1,500 or more in total wages during a calendar quarter, or once you employ at least one worker for some part of a day in each of twenty different weeks in a calendar year.

Almost every business that hires a first employee crosses one of those two lines within its first year, so the practical answer is to register when you hire rather than waiting to trip a threshold.

New employers are assigned a state unemployment tax rate of 2.0 percent for a minimum of two calendar years, after which the rate is experience-rated based on the reserve ratio in your account.

The Arizona taxable wage base is the first $8,000 of wages paid to each employee in a calendar year, raised from $7,000 effective January 1, 2023.

What You Will Be Filing Once the Account Exists

Registration is not the end of the state relationship. It is the start of a filing calendar. On the withholding side, A.R.S. section 43-401 sets your deposit frequency based on the average of your previous four quarters of Arizona withholding. Small employers deposit annually or quarterly; once the four-quarter average passes $1,500, deposits follow the same schedule as your federal deposits.

On the unemployment side, DES expects a quarterly tax and wage report listing every employee and their gross wages for the quarter, whether or not any tax is due.

The withholding and unemployment accounts run on their own calendars and both charge for lateness, so the first thing I do after a registration clears is put four quarterly dates on the calendar for the next twelve months rather than waiting for a notice to remind me.

Step 3: Complete Form I-9 and Run the E-Verify Case

Every US employer completes Form I-9 for every hire, and every Arizona employer additionally runs an E-Verify case. The second half of that sentence is the single most important thing on this page, because the state mandate has no size exemption, no industry exemption, and no grace period for new businesses.

The I-9 Timeline

Section 1 is completed by the employee on or before the first day of work for pay. The employee provides name, address, and date of birth, and attests to citizenship or work authorization status. Section 2 is completed by you, the employer, by the end of the third business day after the start date.

For Section 2, the default is examining original documents that establish identity and work authorization in the physical presence of the employee, then recording what you saw. Because every Arizona employer is already an E-Verify participant, you may also qualify for the DHS alternative procedure that permits remote examination over live video, provided you retain copies of the documents.

You cannot tell the employee which documents to present. The employee chooses from the acceptable documents list, and steering that choice is itself a violation. Current federal penalties for substantive I-9 violations run from $288 to $2,861 per form under the inflation-adjusted schedule that took effect January 2, 2025, and each form is assessed separately.

The Arizona E-Verify Mandate

The Legal Arizona Workers Act, codified at A.R.S. section 23-214, requires every Arizona employer to verify the work authorization of each new hire through the federal E-Verify program and to keep the record for the duration of employment or at least three years, whichever is longer. Enrollment is free and happens on the E-Verify site.

Two program rules trip people up. First, you cannot run E-Verify on applicants: the case is created after the offer is accepted and the I-9 is complete, within three business days of the first day of work for pay. Second, you cannot use E-Verify selectively. Running it on some hires and not others is a discrimination exposure on top of the state violation.

How Long to Keep the Paperwork

Retain each I-9 for three years from the date of hire or one year after the date of termination, whichever is later. Store I-9s in a folder separate from the personnel file. If an inspector asks for your I-9s, you want to hand over a binder of I-9s and nothing else.

See who is on track and who is stuck

Active Onboardings lists every new hire in progress. Late items are marked, so you see them without messaging anyone.

Start free trialSee how onboarding works

Active OnboardingsTrack and manage employee onboarding progress#EmployeeStageProgressStatus1Angela MartinSenior AccountantStagePre-boardingProgress1/9 tasksStatusOn Track2Darryl PhilbinWarehouse ForemanStageFirst DayProgress4/10 tasksStatusOverdue3Ryan HowardSales AssociateStageFirst WeekProgress7/11 tasksStatusOn Track4Kelly KapoorCustomer Service RepresentativeStageFirst MonthProgress10/12 tasksStatusOn Track

Step 4: Collect Form W-4 and Arizona Form A-4

Arizona hires complete two withholding forms, not one. The federal Form W-4 sets federal income tax withholding. Arizona Form A-4 sets the state withholding percentage, and it works differently from most state forms: instead of allowances or a computed rate, the employee elects a flat percentage of gross taxable wages from a fixed list that runs from 0.5 percent up to 3.5 percent.

If the employee never files an A-4, you do not get to skip state withholding. The Department of Revenue requires you to withhold at the 2.0 percent default rate until the employee submits an election. That default sits below the 2.5 percent flat tax rate, which means a higher earner who ignores the form is quietly under-withheld all year and finds out in April.

Set the pay calendar at the same time. A.R.S. section 23-351 requires at least two fixed paydays each month, spaced no more than sixteen days apart. Monthly payroll is only permitted in a narrow case: an out-of-state employer with centralized payroll paying professional, administrative, executive, supervisory, or outside sales staff.

Step 5: Bind Workers Compensation Before the First Hour Is Worked

Arizona requires workers compensation coverage from your first employee, full-time or part-time, and there is no elective opt-out for private employers. This is the step that catches employers arriving from Texas, where private employers may generally choose not to carry coverage at all. In Arizona, declining is not on the menu.

Coverage has to be in force before the employee starts work, not before the first payroll. Get a certificate of insurance with an effective date on or before the start date, and make sure the classification code matches what the person will actually do rather than what the job title implies. A misclassified code is how a small premium turns into a denied claim.

Who Falls Outside the Requirement

Sole proprietors, working partners, and LLC members who own half or more of the company are not counted as employees for coverage on themselves, though they may elect it through the carrier. A working LLC member who owns less than half is an employee and has to be covered.

Genuine independent contractors, casual workers whose work is not in the usual course of the business, and domestic workers employed only in a private home also fall outside. Everyone else you hire is inside.

Give the employee the carrier name and claim reporting instructions on Day 1, and post the workers compensation notice where employees can see it. An employee who does not know how to report an injury reports it late, and late reports are the ones that turn into disputes.

Two premium mechanics are worth understanding before you shop. Premium is a function of payroll by classification code, so the same $60,000 of wages costs very different amounts depending on whether the person is coded as clerical or as field work.

The second mechanic is the audit. At the end of the policy period it trues up your estimate against actual payroll, which means an under-reported estimate does not save money. It only defers the bill.

Contractors complicate this. If you engage someone as a contractor and an auditor decides they were functioning as your employee, their pay lands in your audited payroll and you owe premium on it retroactively, on top of whatever the tax authorities want. That is the strongest practical reason to settle classification before the engagement rather than after.

Step 6: File the New Hire Report Within Twenty Days

A.R.S. section 23-722.01 requires you to report every hire, rehire, or return to work to the Arizona New Hire Reporting Center within twenty days after that event. The report feeds the state directory of new hires, which is matched against the child support case registry.

Note the trigger: the clock runs from the hire itself, not from the first day the employee performs services for pay. The statute treats that date as a data element on the report rather than as the deadline.

The statute names exactly what goes in the report: the employee name, address, and Social Security number; the employer name, address, and federal tax identification number; and the date the employee first performed services for pay. Arizona lets you satisfy the requirement by submitting a copy of the W-4 or an equivalent form, which is why the reporting step slots naturally right behind Step 4.

Employers who report magnetically or electronically submit in two monthly transmissions no more than sixteen days apart. Multi-state employers who transmit electronically may designate a single state for all reports, provided they notify the US Secretary of Health and Human Services of that choice.

Step 7: Post the Required Notices and Hand Over the Written Ones

Arizona splits its notice obligations into two categories, and the second one is where employers slip. Some notices are posted on a wall. Others are written notices owed to each employee, such as the earned paid sick time notice due at hire. A poster can satisfy some of them, but only a copy handed to the employee proves it reached that person.

The constructive discharge notice deserves a moment. Under A.R.S. section 23-1502, an employee generally has to give the employer fifteen days written notice of intolerable conditions before resigning and claiming constructive discharge.

The fifteen-day notice requirement protects you, but the statute says the employer waives it unless it has given employees written notice of the section: by posting it, by including substantially similar language in the employee handbook, or by delivering it in a written communication.

In other words, a one-paragraph notice in your handbook preserves a statutory defense, and its absence quietly removes one. This is the cheapest compliance item on the entire list and the one most often missing.

Because three of these notices do their job only when they reach the person rather than the wall, a signed receipt recording which method you used for each is the only evidence you will have later.

If part of your team never sets foot in the office, the posted set has to reach them too. For the federal notices enforced by the Wage and Hour Division, the Department of Labor accepts an always-available electronic location that every employee can reach without asking permission, such as a notices page in your HR system, combined with a message at hire telling people where it lives.

A folder that only the founder can open does not count as posted.

Earned Paid Sick Time Starts With Employee One

Arizona earned paid sick time has no employer-size floor. Every employee accrues at least one hour for every thirty hours worked from the start of employment. Under A.R.S. section 23-372, employers with fewer than fifteen employees may cap accrual and use at twenty-four hours per year; employers with fifteen or more may cap them at forty.

Beyond the written notice at hire, your pay stub has to show the balance available, the amount used year to date, and the amount paid as sick time during the period, and you keep those records for four years.

Step 8: Onboard from Day One Through Day Ninety

Compliance gets someone legally onto the payroll. Onboarding is what makes the hire worth what you paid for it. According to Gallup (2018), only twelve percent of employees strongly agree that their organization does a great job onboarding new employees, and that gap is where a small team loses the productivity it was buying.

Finish as much of Steps 1 through 7 as you can before Day 1, so that the first day is about the work and the team rather than a stack of forms. The offer packet is the natural place to collect I-9 Section 1, the W-4, the A-4, direct deposit details, and the handbook acknowledgment.

The check-ins matter more than the plan. A thirty-day conversation that reviews written goals gives you a chance to correct a mismatch while it is still cheap to correct, and it gives the new hire permission to say that something is not working. Left to drift, the same mismatch surfaces at Day 120 as a resignation you did not see coming.

Keep the ninety-day review honest about what it is. Arizona is an at-will state and nothing about a ninety-day mark creates a probationary status or a change in rights, so calling it a probationary period only invites the argument that employment became something other than at-will afterward. Call it a review, document what was assessed, and move the person into your ordinary performance cycle.

I built the AI onboarding wizard in FirstHR for exactly this stretch. The offer goes out with built-in e-signature. Form I-9, the W-4, and the A-4 go on the new hire's first-day task list; the forms themselves are completed outside the platform, and the completed copies are kept in the employee file.

The wizard drafts a 30-60-90 day plan from the job description so the manager starts from a draft instead of a blank page.

Active Onboardings

Ryan HowardFirst WeekOn Track

Darryl PhilbinFirst DayOverdue

Kelly KapoorFirst MonthOn Track

Onboarding Wizard

1 · EmployeeRyan Howard

2 · TemplateSales Associate

3 · Review & Launch11 items

Onboarding Templates

Sales Associate11 steps

Warehouse Foreman10 steps

Customer Service12 steps

Onboarding

Each new hire, set up in one go

Put tasks, documents to sign and courses into one plan, then send all of it with one launch.

Start free trial

Arizona Rules That Change How You Write Your Policies

Several Arizona rules do not show up as a form to file but as language in your handbook and lines in your pay calendar. These are the ones that most often need editing when a policy set written for another state is dropped into Arizona.

Two of these deserve expansion. Arizona at-will employment is not merely a common law default: A.R.S. section 23-1501 declares the employment relationship severable at the pleasure of either party unless both sides signed a written contract to the contrary, and it limits termination claims to a defined list of circumstances.

A handbook that reads like a promise of continued employment can undercut the at-will rule, which is why the at-will disclaimer language matters more here than in states where the doctrine is judge-made.

The minimum wage moves annually. The Industrial Commission of Arizona calculates the increase each fall from the August-over-August change in the Consumer Price Index and publishes the new figure before it takes effect January 1. The rate is $15.65 per hour effective January 1, 2027, up from $15.15 per hour in 2026. If your offer letters quote a rate rather than a range, someone has to re-check them every December.

Hours rules cut the other way, toward fewer obligations. Arizona has no state overtime statute, so the federal standard under the Fair Labor Standards Act (FLSA) governs on its own: time and a half after forty hours in a workweek, with no daily threshold of the kind Colorado and California impose.

Arizona also imposes no meal or rest break mandate for adult employees, and state law preempts local ordinances that try to create one. If you offer breaks, you are offering them as policy, and the federal rules on paying short breaks still apply.

That combination is why the hours and break sections of a policy set imported from a coastal state usually need trimming rather than expanding. The daily overtime language, the meal period waiver forms, and the premium pay provisions are all describing obligations Arizona does not impose, and leaving them in a handbook turns them into promises you now have to keep.

What worked for me

The rule that bit me was the final paycheck deadline. A.R.S. section 23-353 gives you seven working days or the end of the next regular pay period after a discharge, whichever is sooner. I read that as seven days and relaxed. It was actually the pay period that was sooner, and we were two days late. Arizona attaches treble damages to unpaid wages under A.R.S. section 23-355, so a small final check became an expensive conversation. Now the termination checklist calculates both dates and takes the earlier one automatically.

Nick Anisimov, FirstHR founder

Two more items belong in your handbook rather than your payroll system. Arizona is a right-to-work state under its constitution, so union membership or dues cannot be a condition of employment.

The second item comes from the Arizona Civil Rights Act, which generally defines a covered employer as one with fifteen or more employees, except for sexual harassment claims, where the definition drops to one or more employees. Harassment policy therefore belongs in the handbook from the first hire in Arizona, even when the rest of the anti-discrimination framework is not yet triggered.

City Requirements: Flagstaff, Tucson, and Everywhere Else

Two Arizona cities, Flagstaff and Tucson, set their own minimum wages, and both index them annually. State law lets a city go above the state rate but never below it. Everywhere else in the state, the Industrial Commission rate governs. Which city applies depends on where the hours are physically worked, not where your office is registered.

The mobile-worker case is the one that produces back wage claims. A technician based in Phoenix who spends two days a week on jobs inside Tucson is earning Tucson hours for those days. Decide how you will track location before you hire someone whose work moves, not after the first complaint.

Flagstaff deserves separate attention if you run a restaurant, a hotel, or anything else that has historically leaned on tips. The city eliminated the tip credit entirely effective January 1, 2026, so every employee inside Flagstaff earns the full local minimum in cash regardless of what they make in tips.

A tipped pay model built around the statewide $3.00 credit does not transfer to Flagstaff, and the gap between the Flagstaff rate and the statewide tipped cash minimum is wide enough to reshape a schedule.

On ban-the-box, the Arizona policy adopted at the state level in 2017 reaches public-sector hiring, and the local policies above reach city government hiring rather than private employers. Private employers may ask about criminal history at any stage. Federal background check rules still apply in full, and most employers find that deferring the question until after a conditional offer produces a cleaner process anyway.

Employee or Independent Contractor: The Arizona Version

Misclassifying an employee as a contractor is expensive in every state, and Arizona adds a specific wrinkle: because workers compensation is compulsory from the first employee, a contractor who is later reclassified was an uninsured employee the whole time. That converts a tax problem into a coverage problem.

Arizona offers a specific statutory tool. A.R.S. section 23-1601 authorizes a Declaration of Independent Business Status, signed and dated by the contractor, in which the contractor acknowledges operating an independent business and confirms at least six criteria from a statutory list. A properly executed declaration creates a rebuttable presumption of an independent contractor relationship, provided the employing unit then acts in a manner substantially consistent with it.

Read the second half of that sentence twice. The declaration is not a waiver, and the statute is explicit that failing to sign one creates no presumption in the other direction. A signed form paired with employee-style control over hours, methods, and tools will not survive an audit.

The practical rule I use: if you would be uncomfortable with the person deciding when and how the work gets done, they are an employee. Read our guide to hiring contractors before you commit either way, and when the answer is genuinely unclear, classify as W-2.

Five Mistakes That Cost Arizona Employers the Most

These are the errors I see most often, and nearly every one is a timing failure rather than a knowledge failure. The employer knew the rule. The deadline simply got there first.

Notice the shape of the list. Four of the five are deadlines that fall before the start date or in the first days of work, and the fifth is a rate that changes on a date nobody has on their calendar. That is the argument for treating a first hire as a scheduled workflow with owners and due dates rather than a checklist someone works through when there is time.

What worked for me

The habit that fixed this for me was moving the whole sequence in front of the start date. Offer accepted triggers three parallel tasks: bind coverage, enroll or confirm E-Verify, and send the form packet. None of them depend on the employee being physically present. By the time Day 1 arrives, the only open item is I-9 Section 2, which needs someone to look at documents.

Nick Anisimov, FirstHR founder

Set up your next new hire in FirstHR

4.7 on G2

Start free trial

Offer LetterSigned

Welcome courseCompleted

Frequently Asked Questions