Top-Level Employer of Record Services for the Education Industry
Managing educators, support staff, and administrators shouldn’t slow down your mission to deliver quality learning. At HR Options, our experts simplify hiring and workforce management for schools, colleges, universities, and online education providers through professional Employer of Record (EOR) services.
We handle everything: paperwork, onboarding, payroll processing, benefits administration, and labor law compliance. Whether you’re hiring teachers, academic advisors, support staff, or remote educators across multiple states, we help you meet all federal, state, and education-specific employment regulations.
Our intuitive platform gives you full control and real-time visibility over your workforce. You can manage contracts, streamline payroll, and support both on-site and virtual faculty without getting overwhelmed with HR tasks. Partner with us to build a reliable, compliant, and flexible team!
Comprehensive HR Support for Educational Institutes
You focus on delivering quality education; we’ll manage your educational teams. At HR Options, we help schools, colleges, universities, and online institutions streamline hiring, payroll, and compliance so your team works smoothly and stays fully supported. Whether you’re staffing a local school or managing faculty across multiple campuses, we provide scalable HR solutions that keep your staff compliant, productive, and engaged. Our end-to-end HR services include:
- Onboarding
- Offboarding
- Payroll processing
- Tax compliance
- Benefits administration
- Managing employee relations
- Labor law and OSHA compliance
- Timesheet and project-based tracking
- Scalable solutions for every phase
Build a Stronger Educational Team with the Right Benefits
Your faculty and staff shape minds and build futures. To retain high-performing educators, you need a benefits package that supports their well-being and long-term commitment. At HR Options, we help schools and academic institutions create customized benefits plans that meet compliance standards and reflect your organization’s values. Whether you’re hiring full-time teachers, part-time instructors, or administrative staff, we make sure your benefits work for everyone. Your package may include:
- Life Insurance
- Medical Insurance
- Vision Insurance
- Dental Insurance
- Long-Term Disability Insurance (LTD)
- Health Savings Accounts (HSA)
- Flexible Spending Accounts (FSA)
- Pension or Retirement Plans
Essential Employment Information for the Education Industry
Looking for reliable employer-of-record services for your educational institute? Here’s some essential employment information we think you should know:
What is the Minimum Wage Rate for Education Employees?
Minimum wage rates in the education sector depend on location, employment type, and the institution’s funding model. Entry-level roles follow federal, state, or provincial minimum wage laws. In contrast, certified teachers, faculty members, and specialists often earn higher wages based on qualifications, contracts, and union agreements.
For instance, the federal minimum wage remains $7.25 per hour in the United States, though many states and cities have established higher local rates. However, the federal minimum wage in Canada is currently $17.75 per hour, with specific rates varying by province.
What Is Considered Full-Time Employment in the Education Industry?
In the education industry, full-time employees usually work between 30 and 40 hours per week. The exact number can vary depending on the role, whether it’s teaching, administration, or support services. Some schools and universities follow union agreements or internal policies to set full-time status. Educational employees should review their institution’s guidelines to understand how full-time designation affects their schedule, benefits, and pay.
What Is Considered Full-Time Employment in the Education Industry?
Educational institutions typically classify part-time employees as those who work fewer than 30 hours per week. While no universal legal definition exists, schools, colleges, and universities set their own criteria based on staffing needs, budget, and role type.
Part-time roles usually receive limited or no benefits compared to full-time staff. However, many institutions offer flexible schedules, professional development opportunities, and pro-rated benefits to retain skilled educators and support staff.
What Are Overtime Pay Rules in the Education Industry?
The Fair Labor Standards Act (FLSA) outlines overtime pay requirements for eligible education employees. Schools and institutions must pay non-exempt staff 1.5 times their regular hourly rate for every hour worked beyond 40 hours in a standard workweek.
Administrators, support staff, custodians, and hourly classroom aides often qualify for overtime. However, exempt employees, such as licensed teachers, certain academic professionals, and administrators, typically do not qualify based on their job duties and salary level.
How Long Does Onboarding Take in the Education Industry?
Employee onboarding usually takes two to five business days after submitting all required information. This process may take three more days for non-citizens or employees needing work eligibility verification. Our education EOR experts focus on making onboarding fast and efficient so your team can start working without delay.
What is the Payroll Cycle in the Education Industry?
Most educational institutes pay employees semi-monthly or bi-weekly to keep things consistent and timely. Salaried staff are usually paid twice a month, while hourly or contract roles follow bi-weekly schedules. These pay cycles may also include bonuses or reimbursements. HR Options handles the details to help your team focus on performance and efficiency.
Details of New Hire Paperwork
in the Education Industry
Educational institutions must collect specific documents during onboarding to ensure compliance and a smooth start for new employees. Schools, colleges, and universities follow standard hiring protocols to meet both legal and institutional requirements. In the United States, key paperwork includes:
Form W-4
New employees complete IRS Form W-4 so the institution can withhold the correct amount of federal income tax from each paycheck.
State Withholding Form
Institutions collect the appropriate state tax form based on the employee’s work location to manage payroll deductions correctly. This form ensures accurate payroll deductions and compliance with local tax laws.
Form I-9
All new hires must complete Form I-9 to verify identity and employment eligibility. Employees provide approved identification, and HR staff maintain copies for compliance.
Workers’ Compensation Notice
Schools issue a written notice explaining employees' rights under workers’ compensation, including how to report injuries and file claims.
Required Licenses or Certifications
Teachers, counselors, and other certified staff must submit valid teaching licenses or professional credentials before beginning work.
Local Requirements
Follow additional paperwork requirements for new hires in Flagstaff.
Additional Recommended Documents
Employee Handbook
Institutions provide a handbook outlining academic policies, staff conduct expectations, dress codes, communication protocols, and available benefits.
List of Contacts
New hires receive a contact list with names, titles, and contact details for department heads, direct supervisors, HR representatives, and key campus personnel.
Direct Deposit Authorization Form
This form collects banking information (bank name, routing number, account number) to set up direct deposit for paychecks.
Emergency Contact Form
HR departments request emergency contact details to ensure staff safety in case of workplace incidents or medical emergencies.
Confidentiality and FERPA Agreements
New hires sign agreements to uphold student privacy rights and protect confidential institutional data under FERPA or similar laws.
Job Offer Letter
Schools issue a formal offer letter that confirms the employee’s title, pay rate, start date, working schedule, and benefits. Both parties sign to formalize the employment agreement.
Employment Taxes in the Education Industry
Employment taxes and statutory fees affect employees’ overall payroll. Here’s a clear breakdown of known taxes in the United States for the education industry:
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 Policies in the IT Industry
| Leaves Title | Law |
|---|---|
| Sick Leave | Educational institutions grant sick leave so teachers and staff can recover from illness and prevent classroom transmission. |
| Bereavement Leave | Schools allow staff to take time off to grieve and attend services after the loss of close family members. |
| Blood/Organ/Bone Marrow Donation Leave | Schools support new parents by offering maternity, paternity, or adoption leave, depending on the institution's policy or government law. |
| Court Attendance/Witness Leave | Employers allow staff to take leave for jury duty, court appearances, or serving as legal witnesses. |
| Domestic/Sexual Violence Victims' Leave | School districts give affected employees time to seek safety, counseling, or legal help without job penalties. |
| Election Officials' Leave | Institutes support civic duty by offering time off to employees serving as poll workers or election officials. |
| Family and Medical Leave | Under FMLA, eligible school employees take up to 12 weeks of unpaid, job-protected leave for serious health issues or family care needs. |
| Family Military Leave | Employers allow time off to help educators manage responsibilities during a family member’s military deployment. |
| Legislative/Political Leave | Some employers offer leave to educators involved in legislative activities or political duties. |
| Military Service/Veterans' Leave | Institutions honor military service by offering leave for training, deployment, and post-duty reintegration. |
| School Activities/Visitation Leave | Schools support staff who are parents by allowing time off to attend their child’s school events or handle school-related emergencies. |
| Volunteer Emergency Responder Leave | Many educational employers encourage civic engagement by granting leave for volunteer work, especially in education-focused programs. |
| Voting Leave | Schools ensure employees can vote by offering flexible hours or short leave during election days. |
| Personal Leave | Educational employers permit personal leave days for urgent, non-medical personal matters, often within a limited annual quota. |
| Professional Development Leave | Schools often encourage continued learning by granting leave to attend training, seminars, or academic programs. |
| Sabbatical Leave | Some institutions offer long-term faculty sabbaticals to promote research, writing, or rest after a certain tenure. |
Comprehensive Employment Termination Details
Probation Period
Educational institutions typically assign a probation period of 3 to 12 months for new teachers and staff. Administrators use this time to evaluate classroom management, lesson planning, student engagement, and alignment with institutional values and teaching standards.
Termination Process
School administrators follow a clear and fair termination process. They document performance concerns, issue written warnings, and offer improvement plans when necessary. HR teams and school boards ensure compliance with education labor policies and collective bargaining agreements.
Notice Period
Teachers and school staff usually provide a 30-day written notice before resigning. Schools include notice period requirements in employment contracts or handbooks to ensure lesson continuity and allow time to arrange suitable replacements.
Severance and Final Pay
Schools issue final paychecks within the legal timeframe and compensate for unused vacation or earned leave. Institutions only offer severance packages if outlined in contracts or local education board policies.
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 Educational Institutes?
In the United States, each state has its own laws governing the relationship between employers and employees. Educational institutions must comply with these regulations to ensure security and avoid penalties. At HR Options, our EOR experts help you navigate and adhere to state and federal employment laws that apply to your schools or colleges. Here are some of the key regulations that may affect your educational institutions:
| Law | Applies To | Description |
|---|---|---|
| Civil Rights Act | Schools with 15+ employees | Schools must prevent discrimination based on race, color, religion, sex, or national origin during hiring, promotions, and employment practices. |
| Equal Pay Act | All educational employers | All schools must provide equal pay to male and female employees who perform substantially similar work, with differences allowed only for merit, experience, or performance. |
| Minimum Wage Law | All educational employers | Employers must follow federal or state minimum wage laws depending on location and employee classification. |
| Overtime Pay Law | Public and private schools | Schools must pay eligible (non-exempt) staff 1.5 times their regular pay for hours worked beyond 40 in a workweek. |
| Wage Payment Law | All educational employers | Schools must pay employees accurately and on time according to state regulations and agreed pay schedules. |
| Final Paychecks | All educational employers | When employment ends, schools must provide final paychecks by the deadline required by state law. |
| Voting Leave Law | All educational employers | Academic institutions must offer reasonable time off for staff to vote when work hours conflict with polling times. |
| Workers' Compensation Law | Employers with 1+ employees | Institutions must cover work-related injuries or illnesses through workers' compensation benefits. |
| Meal Breaks Law | Employers with non-exempt employees | Schools must provide rest and meal breaks to eligible hourly employees, especially in support and maintenance roles. |
| Family Medical Leave Act (FMLA) | Schools with 50+ employees | Qualifying employees in education may take up to 12 weeks of unpaid, job-protected leave for medical or family-related reasons. |
| Occupational Safety and Health Act (OSHA) | All educational employers | Facilities must meet safety standards to protect staff and students from hazards in labs, workshops, and other high-risk areas. |
| Clean Indoor Air Act | All educational employers | Institutions must prohibit indoor smoking to support a healthy learning and working environment. |
| Paid Time Off (PTO) / Vacation Leave | Employers (by company policy) | Depending on school policy, staff may receive paid time off or vacation days under terms set by contracts or collective agreements. |
| Employment Termination Laws | All educational employers | Employers must follow proper procedures when ending employment to avoid wrongful termination or legal issues. |
| Whistleblower Protection Law | All educational employers | Faculty and staff who report misconduct, safety concerns, or legal violations must receive protection from retaliation. |
| Background Check Law | Public and private schools | Institutions must perform thorough background checks on prospective employees to ensure student safety and legal compliance. |
| Social Media Law | All educational employers | Employers in education must respect staff privacy by avoiding demands for access to personal social media accounts. |
| FERPA (Family Educational Rights and Privacy Act) | Schools receiving federal funds | Academic institutions must safeguard student records and give families control over access and disclosure. |
Ready to Hire Top Talent for Your Educational Institution?
Partner with our EOR experts to streamline hiring, meet compliance standards, and build a qualified team that supports academic excellence and institutional growth!