Trusted Employer of Record Services for the Architecture Industry
In architecture, precision and timing are everything, and managing HR, payroll, and compliance shouldn’t distract you from your next big project. At HR Options, our specialized Employer of Record (EOR) services help you build and manage your architecture team without the administrative burden.
Whether you’re hiring architects, CAD technicians, project managers, or support staff, we’ve got you covered from day one. Our employer of record experts can handle employment contracts, onboarding, taxes, benefits, and labor law compliance so that you can focus on design, planning, and execution.
Our easy-to-use online platform keeps your firm informed with real-time updates and transparent reports. From design studios and urban planning teams to large-scale commercial firms, we help you scale your workforce smoothly and legally.
Let our experts handle the paperwork, so you can focus on shaping skylines and bringing ideas to life!
Simplify Your Architecture Workforce Management with Our Dedicated HR Solutions
Managing hiring, contracts, and compliance in the architecture world can be time-consuming, but HR Options makes it easy. Our EOR service providers support architecture firms, design studios, planning agencies, and construction consultants in building and managing their teams.
Whether you need freelance designers, contract drafters, project-based site coordinators, or full-time architects, we handle the entire employment process so you can focus on your projects, deadlines, and clients. Our full-service solutions include:
- Onboarding
- Offboarding
- Payroll processing
- Tax filings
- Timesheet tracking
- Handling healthcare-related forms
- Managing employee benefits
- Compliance with employment laws
Valuable Benefits for Architecture Professionals
At HR Options, we help firms offer benefit packages that align with the needs of today’s architects, designers, project managers, and technical staff. Our experts partner with architecture and design firms to create custom benefits that support work-life balance, enhance long-term retention, and show your team they’re truly appreciated. Depending on your firm’s goals, our employee benefits packages may include:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Long-Term Disability Insurance (LTD)
- Health Savings Accounts (HSA)
- Flexible Spending Accounts (FSA)
- Retirement Plans or Pension Options
Essential Employment Information for the Architecture Industry
Looking for reliable Employer of Record services for your architecture firm? Here’s some key employment information that architectural firms and design studios should consider when managing their workforce:
What is the Minimum Wage Rate in the Architecture Industry?
While architecture firms must follow federal and regional minimum wage laws, most roles in the industry require specialized education, technical expertise, and professional certifications. As of 2025, the U.S. federal minimum wage remains $7.25 per hour, while Canada’s federal minimum wage is $17.75 per hour.
What is Considered Full-Time Employment in the Architecture Industry?
Most architecture firms define full-time work as 35 to 40 hours per week. Some teams work standard business hours, while others extend their schedules to meet tight project deadlines or client presentations. Firms set their own expectations for full-time roles, often depending on the project stage, team size, and client needs. Architects, designers, and project managers might work extra hours during design development or construction documentation phases.
What is Considered Part-Time Employment in the Architecture Industry?
Architecture firms typically classify part-time positions as positions with fewer than 30 work hours per week. Each firm sets its own guidelines depending on project needs, deadlines, and budget. Some firms hire part-time architects, CAD technicians, or administrative staff to support projects during peak periods or specific phases like concept development or drafting. These roles offer flexibility for the employer and the employee, especially in freelance-heavy environments.
How Do Employees Get Paid for Overtime in the Architecture Industry?
Architecture firms must pay non-exempt employees 1.5 times their regular hourly rate for any hours worked beyond 40 a week. This rule applies to roles like junior designers, CAD technicians, and administrative staff who fall under non-exempt classifications.
If your job qualifies as exempt, based on your salary level and job responsibilities, your employer may not owe you overtime. However, many firms offer compensatory time off or performance bonuses during busy project phases. To avoid confusion, always review your firm’s overtime policies.
How Much Time Does Onboarding Take in the Architecture Industry?
Once your firm receives all necessary documents and credentials, you can typically complete onboarding within 2 to 5 business days. If the role requires additional steps like software access setup, NDA agreements, or project-specific clearances, expect the process to take up to 3 more days. At HR Options, we streamline onboarding to ensure you stay compliant and keep projects on schedule without unnecessary delays.
What is the Payroll Cycle in the Architecture Industry?
Most architecture firms run payroll bi-weekly or semi-monthly to ensure consistent and timely payments. Employers usually choose pay dates that align with billing cycles or project milestones, often mid-month and end-of-month. Firms include regular wages, approved overtime, bonuses, and reimbursable expenses in scheduled paychecks. Some firms also offer direct deposit to speed up payment.
Details of New Hire Paperwork
Requirements in the Architecture Industry
Hiring new employees in the architecture industry requires collecting specific documents to ensure compliance and a smooth onboarding process. In the United States, key paperwork includes:
Form W-4
Every new employee must complete and sign IRS Form W-4 so the firm can withhold the correct amount of federal income tax from their paycheck.
State Withholding Form
Firms also collect the appropriate state tax form to handle state payroll deductions based on the employee’s location.
Form I-9
Employers must verify identity and work eligibility using Form I-9. The employee must provide approved identification documents, and the firm keeps copies on file.
Workers’ Compensation Notice
Employers give new hires a written notice explaining their rights under workers’ compensation, including how to report workplace injuries and access benefits.
Healthcare Licenses and Certifications
Employees in licensed roles, such as registered architects or engineers, must submit valid licenses and credentials before starting.
Local Requirements
Follow additional paperwork requirements for new hires in Flagstaff.
Additional Recommended Documents
Employee Handbook
Firms provide a handbook that outlines company policies, code of conduct, design and collaboration expectations, dress code, and available benefits.
List of Contacts
Include a directory with names and contact information for direct supervisors, HR staff, team leads, and project managers.
Direct Deposit Authorization Form
This form collects banking information such as the employee’s bank name, account number, and routing number to streamline payroll through direct deposit.
Emergency Contact Form
Employers should request contact information for a family member or close contact in case of on-the-job emergencies involving the employee.
Confidentiality and IP Agreements
Employers include agreements to protect confidential design information and intellectual property developed during employment.
Job Offer Letter
This formal letter confirms the employee’s role, pay rate, working hours, start date, and benefit details. Both the employer and employee sign the letter to finalize the offer.
Employment Taxes in the Architecture Industry
Like other sectors, the architecture industry is subject to federal employment taxes that affect overall payroll structure. Here’s a simplified breakdown of typical employment tax responsibilities:
Employer Taxes
| Employment Tax | Tax Percentage |
|---|---|
| FICA (Medicare) | 1.45% |
| FICA (Social Security | 6.2% |
| State unemployment insurance tax (SUTA) | Varies by state |
| Federal unemployment insurance tax (FUTA) (charged on the first $7,000 earnings per year of an employee) | 6% |
Employee Taxes
| Tax Type | Tax Percentage |
|---|---|
| FICA (Medicare) | 1.45% |
| FICA (Social Security | 6.2% |
| State income tax | Varies by state |
| Federal income tax | 10% to 37% |
Important Leave Laws in the Architecture Industry
| Leaves Title | Law |
|---|---|
| Bereavement Leave | Architecture firms allow eligible employees to take time off to grieve the loss of an immediate family member, based on company policy or state law. |
| Paid Sick Leave | Firms offer paid sick leave so employees can recover from illness, care for sick family members, or manage personal health issues. |
| Blood/Organ/Bone Marrow Donation Leave | Some firms offer unpaid or paid leave for blood, bone marrow, or organ donation, although no federal law requires this. |
| Crime Victims' Leave | Depending on local laws, employers may approve time off for employees involved in legal proceedings as crime victims. |
| Court Attendance/Witness Leave | Firms allow employees to take leave when subpoenaed or requested to appear as witnesses in court. |
| Domestic/Sexual Violence Victims' Leave | Employees may take protected leave to seek medical attention, legal aid, or relocation due to domestic violence or assault. |
| Election Officials' Leave | Firms can approve time off for employees serving as election officials, though no law mandates it. |
| Family and Medical Leave | Eligible employees can take up to 12 weeks of unpaid leave for serious health conditions, caregiving needs, or bonding with a new child under FMLA. |
| Family Military Leave | Employers grant leave to employees who manage family matters related to a relative’s military deployment. |
| Jury Duty Leave | Employers must give architecture employees time off to serve on a jury without any penalties or loss of benefits. |
| Legislative/Political Leave | Some firms support unpaid leave for employees participating in civic duties, lobbying, or political campaigns. |
| Military Service/Veterans' Leave | Employers provide job-protected leave for military service and reinstate veterans returning from active duty, in compliance with USERRA. |
| Pregnancy Disability Leave | Firms with a qualifying workforce provide leave for employees facing pregnancy-related medical conditions or recovery. |
| Volunteer Emergency Responder Leave | Some firms may approve leave for employees who serve as volunteer firefighters, EMTs, or disaster relief responders. |
| Voting Leave | Employers give reasonable time off for employees to vote if their work schedule interferes with polling hours. |
Comprehensive Employment Termination Details
Probation Period
Architecture firms typically set a 3 to 6-month probation period for new hires. During this time, supervisors actively assess the employee’s design skills, technical knowledge, communication, and ability to meet project deadlines under pressure.
Termination Process
Firms follow structured protocols when terminating employment. Managers document performance concerns, deliver regular feedback, and follow all relevant labor laws to avoid wrongful termination claims. They handle terminations professionally to protect the firm and the employee’s dignity.
Notice Period
Most architects give at least two weeks’ notice before leaving their roles. This gives the firm time to reassign tasks, notify clients, and keep project timelines on track.
Severance and Final Pay
Firms issue final paychecks promptly, including any accrued vacation or paid time off. If the employment contract includes severance, they honor those terms. Architecture firms prioritize legal compliance and professional courtesy when ending employment relationships
New Hire Reporting
Employers must report all new hires and rehires to the New York Department of Taxation & Finance within 20 days of the employee's start date. This report should include the employee’s full legal name, date of birth, address, start date, and social security number.
Local Requirements
Follow additional paperwork requirements for new hires in Flagstaff.
Which Laws Apply to Your Architecture Firm?
In the United States, architecture firms must comply with employment laws to ensure legal adherence and avoid penalties. Below is a summary of key regulations that may apply to your firm:
| Law | Applies To | Description |
|---|---|---|
| Human Rights Act | Employers with 12+ employees | This act prevents firms from discriminating against applicants or employees based on race, religion, disability, gender, or other protected characteristics. |
| Equal Pay Act | All employers | Requires firms to pay men and women equally for performing similar work, with exceptions for seniority, merit, or performance. |
| Minimum Wage Law | All employers | Under this law, architecture firms pay employees at least the applicable federal, state, or local minimum wage. |
| Overtime Pay Law | All employers | Requires firms to pay non-exempt employees 1.5 times their hourly rate for work exceeding 40 hours per week; some states require daily overtime after 8 hours. |
| Wage Payment Law | All employers | Employers should issue accurate and timely wages, including for overtime and bonuses. |
| Final Paychecks | All employers | Requires firms to pay all final wages by the next scheduled payday after the employee’s termination. |
| Voting Leave Law | All employers | This law requires firms to allow reasonable time off for employees to vote when work schedules interfere with polling hours. |
| Workers' Compensation Law | Employers with 1+ employees | Requires employers to provide compensation and medical benefits for work-related injuries or illnesses. |
| Meal Breaks Law | Employers with non-exempt employees | Requires scheduled unpaid or paid meal breaks during extended shifts, depending on state laws. |
| Occupational Safety and Health Act (OSHA) | All employers | Requires firms to maintain a safe work environment, including office settings and job sites. |
| Clean Indoor Air Act | All employers | Prohibits smoking inside offices or client meeting areas to protect workplace health. |
| Paid Time Off (PTO) / Vacation Leave | Employers (by company policy) | Employers must follow fair, documented, and legal processes when ending employment relationships. |
| Termination Law | All employers | Employers must follow fair, documented, and legal processes when ending employment relationships. |
| Whistleblower Protection Law | All employers | It protects employees who report workplace safety violations, fraud, or unethical conduct from retaliation. |
| Background Check Law | Employers in regulated sectors | This law requires firms to follow proper legal procedures and obtain consent when conducting background checks. |
| Social Media Law | All employers | Prevents employers from requesting passwords or access to personal social media accounts of applicants or staff. |
Ready to Build a Dream Workforce for Your Architecture Firm?
Let our architecture EOR specialists help you onboard skilled professionals and keep your firm fully compliant with employment laws.