Licenses for Staffing Agencies: Everything You Need to Know

August 10, 2023
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The global labor market is facing a paradoxical situation: there are millions of job openings, but a shortage of workers. The pandemic has fundamentally altered the industries and locations where would-be employees want to work, as well as the risks and policies that affect their decisions. As a result, many employers are struggling to find qualified candidates for their vacancies, and are turning to the services of professional employment and staffing agencies.

If you are thinking of starting a staffing agency, now might be a good time to seize the opportunity and help businesses find the right talent. However, before you can launch your staffing business, you need to meet some legal requirements, such as obtaining the necessary licenses and permits. In this article, we will explain everything you need to know about the licenses for staffing agencies.

Let’s dive into it!

What Is Required to Start a Staffing Agency?

Starting a staffing agency can be a rewarding and profitable venture, but it also involves some challenges and responsibilities. To operate your staffing business legally, you need to comply with various federal, state, and local regulations that govern the employment and staffing industry. Some of the basic requirements that you need to fulfill are:

  • Obtain an Employer Identification Number (EIN) from the IRS: This is a unique number that identifies your business for tax purposes. You can apply for an EIN online for free on the IRS website.
  • Choose a business entity structure for your staffing agency: This determines how your business is owned, operated, taxed, and liable. There are different types of business structures, such as sole proprietorship, partnership, limited liability company (LLC), and corporation. Each one has its own advantages and disadvantages, so you should consult with a legal or tax professional to decide which one suits your needs best.
  • Register your business name with your state and local authorities: This ensures that your business name is unique and not already in use by another entity. You may also need to obtain a trademark or service mark for your business name if you want to protect it from being used by others without your permission.
  • Open a business bank account for your staffing agency: This helps you separate your personal and business finances and makes it easier to manage your cash flow, payroll, taxes, and expenses. You will need your EIN and your business registration documents to open a business bank account.
  • Obtain the necessary licenses and permits for your staffing agency: This is where things get more complicated, as different states have different requirements for licensing and regulating employment and staffing services. We will discuss this in more detail in the next section.

In addition to all the points mentioned above, you to juggle the responsibilities of managing your clients and candidates as well as their data. For smaller agencies, this can become an overwhelming burden.This is where you will need an all-in-one package such as Manatal's ATS and CRM. It gives you the best of both worlds on a single platform with complete flexibility. Manage your clients, share candidates, invite guest users and more without having to spend time managing users, roles and data manually.

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Do You Need a License to Start a Staffing Agency in the USA?

In the USA, the requirements for licensing and regulating employment and staffing services vary by state. Some states require all types of employment and staffing agencies to obtain a license before they can operate legally in their jurisdiction. Other states only require certain types of employment and staffing agencies to be licensed, such as those that place temporary workers or those that charge fees from applicants or employers. Some states do not require any license at all for employment and staffing agencies.

To find out what the specific requirements are for your state, you should check with your local licensing authority or the Department of Labor.

Generally speaking, to obtain an employment and staffing services license in any state that requires one, you will need to submit an application form, pay a fee, and provide supporting documentation.

The application form may ask for information such as:

  • Your business name, address, contact information, EIN, and entity type.
  • The name and qualifications of the manager or owner of your staffing agency.
  • The type of services that your staffing agency provides.
  • The names and addresses of your clients and employees.
  • The terms and conditions of your contracts with your clients and employees.
  • The fees that you charge or pay for your services.
  • The policies and procedures that you follow for screening, hiring, training, supervising, paying, terminating, and resolving disputes with your employees.
  • The insurance coverage that you have for your staffing agency.

The supporting documentation may include:

  • A copy of your business registration documents.
  • A copy of your EIN confirmation letter.
  • A copy of your business plan or financial statements.
  • A copy of your contracts with your clients and employees.
  • A copy of your insurance policies or certificates.
  • A surety bond or trust fund in the name of your staffing agency.
  • A background check or fingerprint clearance for the manager or owner of your staffing agency.
  • A certificate of completion of an examination or training program for the manager or owner of your staffing agency.

The exact requirements may vary depending on the state and the type of license that you are applying for. You should always check with your local licensing authority for the most updated and accurate information.

Do You Need a License to Start a Staffing Agency by Business Type?

Apart from the state-level requirements, you may also need to consider the type of business that you are running when it comes to licensing and regulating your staffing agency. There are different types of employment and staffing services, such as:

  • Employment agencies: These are businesses that seek to place individuals in long-term positions in return for a fee from the applicant or from the prospective employer. Employment agencies do not hire employees themselves or pay the people they place.
  • Staffing agencies: This refers to businesses that mainly place temporary employees. Staffing agencies hire their employees, and they, not the client company, are the employer of record.
  • Professional employer organizations (PEOs): These are businesses that offer full-service human resource outsourcing known as co-employment. In this arrangement, the PEO performs various employee administration tasks, such as payroll and benefits administration, on behalf of a business.

Depending on the type of business that you are running, you may need to obtain different types of licenses or permits. For example, some states require employment agencies to obtain an employment agency license, while staffing agencies and PEOs may need to obtain a staffing agency license or a PEO registration. Some states may also require different types of bonds or insurance coverage for different types of employment and staffing services.

To determine what type of license or permit you need for your business type, you should check the definitions and regulations of each type of employment and staffing service in your state.

Do You Need a License to Start a Staffing Agency from Anywhere in the World?

If you are planning to start a staffing agency from anywhere in the world, you may wonder what kind of license you need to operate legally. The answer depends on where your clients and employees are located, and what type of services you provide.

Generally speaking, if you are providing employment and staffing services to clients or employees in a state that requires a license for such services, you will need to obtain a license from that state, regardless of whether or not you have a physical office within state borders. This is because most states have laws that regulate the employment and staffing industry within their jurisdiction, and they apply to any business that operates or solicits business in their state.

However, if you are providing employment and staffing services to clients or employees outside of the USA, you may not need a license from any state in the USA, but you may need to comply with the laws and regulations of the country where your clients or employees are located. For instance, if you are providing employment and staffing services to clients or employees in Canada, you may need to obtain a license from the province where your clients or employees are located.

The situation is the same if you are providing employment and staffing services to clients or employees in the Philippines, you may need to obtain a license from the Philippine Overseas Employment Administration.

So, before you start your staffing agency from anywhere in the world, you should research the laws and regulations of the countries where your clients and employees are located, and obtain the necessary licenses or permits accordingly.

Conclusion

Starting a staffing agency can be a lucrative and fulfilling business opportunity, especially in times of labor market shortages. However, before you can launch your staffing business, you need to meet some legal requirements, such as obtaining the necessary licenses and permits.

The requirements for licensing and regulating employment and staffing services vary by state and by business type. Therefore, you should always check with your local licensing authority or Department of Labor for the specific requirements that apply to your situation. You should also consult with a legal or tax professional to help you choose the best business entity structure for your staffing agency.

If you are planning to start a staffing agency from anywhere in the world, you should also research the laws and regulations of the countries where your clients and employees are located, and obtain the necessary licenses or permits accordingly.

By following these steps, you can ensure that your staffing agency operates legally and ethically, and that you avoid any potential fines or penalties. You can also focus on providing quality services to your clients and employees, and growing your staffing business successfully.

Citations:

1. https://www2.deloitte.com/us/en/insights/economy/global-labor-shortage.html

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Talent Resources & Development Director - Charoen Pokphand Group
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Director - MRINetwork, Executive Search Firm
I've been using Manatal for the past couple of months and the platform is excellent, user-friendly and it has helped me a lot in my recruitment process, operation and database management. I'm very happy with their great support. Whenever I ask something they come back to me within minutes.
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Senior Talent Acquisition - Manpower Group
Manpower has been using Manatal and we couldn't be happier as a team with the services this platform has provided. The application is extremely user-friendly and very well equipped with all the useful functions one would require for successful recruitment. The support team is also excellent with very fast response time.
Kevin Martin
Human Resources Manager - Oakwood
Manatal is a sophisticated, easy-to-use, mobile-friendly, and cloud-based applicant tracking system that helps companies achieve digitalization and seamless integration to LinkedIn and other job boards. The team at Manatal is very supportive, helpful, prompt in their replies and we were pleased to see that the support they offer exceeded our expectations.
Maxime Ferreira
International Director - JB Hired
Manatal has been at the core of our agency's expansion. Using it has greatly improved and simplified our recruitment processes. Incredibly easy and intuitive to use, customizable to a tee, and offers top-tier live support. Our recruiters love it. A must-have for all recruitment agencies. Definitely recommend!
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HR Manager, Talent Sourcing & Acquisition - Suntory PepsiCo Beverage
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