Navigating Remote Work Across State Borders: How PEOs Can Help

Navigating Remote Work Across State Borders: How PEOs Can Help

Remote Work across states

The COVID-19 pandemic dramatically transformed the way we work. With many companies turning to remote work as a solution, managing a team remotely has become a new norm, even as companies move toward bringing their teams back into the workplace. The transition has come with its own set of challenges, as managers must navigate the complexities of remote work to ensure team productivity and well-being. In this article, we will explore tips and best practices for managing a remote team, a hybrid work situation, and an in-person team. We will also provide insights into the future of remote work and remote job trends.

Remote Work Statistics Before and After COVID

Before the pandemic, remote work was still a relatively new concept, with only 4.7 million people working remotely in the US in 2019. However, the pandemic changed the remote work landscape dramatically. By April 2020, 88% of organizations worldwide made it mandatory or encouraged remote work for their employees. According to a survey by Owl Labs, 70% of full-time employees in the US are now working remotely during the pandemic, up from 17% before the pandemic. Furthermore, 61% of remote workers say they want to continue working remotely after the pandemic.

Remote work has become a common practice for many companies in recent years, and with it comes new challenges, especially when remote workers are located in different states. Hiring remote workers across state borders can lead to a complex web of employment laws and regulations that can be difficult to navigate. This is where a Professional Employer Organization (PEO) can offer valuable support.

Remote Work Across State Borders

Remote work across state borders is an option for many employees and employers. It offers greater flexibility for the employees and access to a wider talent pool for the employers. However, remote work across state borders comes with its own set of challenges, including legal considerations and tax implications. Let’s explore some best practices and legal considerations for remote work across state borders.

Ensure Legal Compliance 

Remote work across state borders requires compliance with various state and federal laws. Employers must ensure compliance with labor laws, tax laws, and worker’s compensation regulations. This means understanding the laws in each state where remote employees are located and following them accordingly.

  • State and Federal Labor Laws: Employers must comply with state and federal labor laws in the state where the remote employee is located. This includes minimum wage requirements, overtime pay, and meal and rest breaks.
  • Worker’s Compensation: Employers must ensure that remote employees are covered by worker’s compensation insurance. This can be a challenge when working across state borders, as worker’s compensation regulations vary by state.
  • Tax Implications: Employers must understand the tax implications of remote work across state borders. This includes income tax withholding, unemployment taxes, and sales and use taxes.
  • Employment Eligibility Verification: Employers must comply with the Form I-9 requirements for remote employees. This includes verifying the employee’s identity and work authorization documents.
  • Data Security: Employers must ensure that remote employees are adhering to the company’s data security policies. This includes protecting sensitive company information and using secure technology.

Establish Clear Communication Channels


Effective communication is a critical component of successful remote work, especially when working across state borders. Without regular and clear communication, remote workers may feel disconnected, isolated, and may struggle to remain productive. To ensure that remote workers are productive and engaged, it is important to establish clear communication channels. Here are some suggestions for establishing clear communication channels and ensuring that employees are aware of the expectations for communication, including response times and the use of technology.

  • Choose the Right Communication Tools: Choosing the right communication tools is crucial for establishing clear communication channels with remote workers. There are many communication tools available, including email, instant messaging, video conferencing, and project management software. It is important to choose the right tools that fit the needs of the team. For instance, if the team is working on a complex project, a project management tool that allows for real-time collaboration may be the best choice.
  • Establish Regular Check-ins: Regular check-ins are essential for keeping remote workers engaged and productive. Regular check-ins can be in the form of one-on-one meetings or team meetings. The frequency of check-ins will depend on the needs of the team and the project. Daily check-ins may be necessary for projects that require close collaboration, while weekly check-ins may be sufficient for less complex projects.
  • Set Clear Expectations: Clear communication starts with clear expectations. Remote workers need to know what is expected of them in terms of work quality, deadlines, and communication. It is important to set clear expectations at the beginning of the project and to reinforce them throughout the project. This will help remote workers to stay on task and to avoid misunderstandings.
  • Encourage Two-Way Communication: Two-way communication is critical for establishing clear communication channels with remote workers. Encouraging remote workers to ask questions, provide feedback, and share their ideas is essential for keeping them engaged and productive. Managers should create a culture that values two-way communication and should be responsive to the needs of their remote workers.
  • Provide Training and Support: Training and support are important for remote workers who are not familiar with the communication tools used by the team. Providing training and support can help remote workers to get up to speed quickly and to feel more comfortable with the tools. This can lead to more effective communication and better productivity.
  • Be Flexible: Remote workers may be working in different time zones or have different work schedules. Being flexible and accommodating can help to establish clear communication channels with remote workers. This may involve scheduling meetings at different times, allowing for flexible work hours, and providing opportunities for remote workers to communicate outside of regular work hours.

Set Clear Expectations

Setting clear expectations for remote employees is essential for effective communication and productivity. Without clear expectations, employees may be uncertain about what is expected of them, leading to confusion and potentially missed deadlines. To help remote employees succeed, it is important to establish clear expectations from the beginning. 

  • Clearly Define Job Responsibilities: Start by clearly defining the job responsibilities for remote employees. This includes outlining the specific tasks and projects they will be responsible for, as well as the expected outcomes and deadlines. Use job descriptions, project plans, and other documents to provide a clear picture of what is expected.
  • Communicate Performance Goals: Communicate clear performance goals that remote employees should strive to achieve. These goals should be specific, measurable, attainable, relevant, and time-bound (SMART). For example, you could set a goal for the number of projects completed per month or the percentage of customer satisfaction ratings received.
  • Use a Collaborative Task Management System: Use a task management system that enables remote employees to track their progress and communicate with team members. Task management systems such as Asana, Trello, or Basecamp allow for easy collaboration and help remote employees stay organized.
  • Set Clear Communication Expectations: Set clear expectations for communication, including response times, communication methods, and the use of technology. Establish the best time for regular check-ins, and ensure that remote employees are available during those times. Clearly communicate how communication should take place, whether it’s through email, phone, or instant messaging.
  • Document Expectations: Document expectations in writing and make them easily accessible to remote employees. This can be done through a company handbook, a project management tool, or other written materials. Having documented expectations can serve as a reference for remote employees and help ensure that everyone is on the same page.
  • Provide Feedback: Provide feedback on a regular basis to help remote employees improve their performance. This can be done through scheduled check-ins, performance reviews, or ongoing feedback. Feedback should be specific, actionable, and tied to the expectations that were set at the beginning.
  • Encourage Open Communication: Encourage open communication between remote employees and their managers. Remote employees should feel comfortable asking questions, seeking clarification, and sharing their ideas. Encourage open communication to create a positive work environment and foster collaboration.

Use Project Management Tools

Managing a remote team can be challenging, especially when it comes to keeping everyone organized and on task. One of the most effective solutions for this problem is the use of project management tools, such as Trello, Asana, and Basecamp. Project management tools canhelp to increase efficiency and productivity, reduce stress, and improve team morale. By using these tools, remote employees can stay organized, focused, and on task, while managers can stay on top of project progress and ensure that deadlines are met.

  • Keep Everyone on the Same Page: Project management tools allow remote team members to see the same information and work towards the same goals. This helps to ensure that everyone is working towards the same objectives and can collaborate effectively.
  • Assign Tasks and Deadlines: Project management tools allow managers to assign tasks to remote employees, set deadlines, and monitor progress. This ensures that everyone is aware of their responsibilities and has a clear understanding of what needs to be done and when.
  • Monitor Progress: Project management tools allow managers to monitor progress in real-time, making it easier to identify any issues and address them quickly. This can help to keep everyone on track and ensure that projects are completed on time.
  • Improve Communication: Project management tools include communication features that allow remote team members to stay in touch with each other. This can help to improve collaboration and prevent misunderstandings.
  • Centralize Information: Project management tools centralize all project-related information, making it easy for remote employees to access and stay up to date. This can help to reduce confusion and prevent miscommunication.

Establish Virtual Team Building

Working remotely can be challenging for employees who miss the face-to-face interaction that they typically have in a traditional office setting. Virtual team building activities are a great way to help remote employees feel connected to their team, build relationships, and promote a positive work culture. These activities can help remote employees feel connected, engaged, and appreciated, and build relationships that foster collaboration, innovation, and success. By investing in virtual team building activities, companies can promote a positive work culture and support the well-being and productivity of their remote workforce.

  • Virtual Coffee Breaks: Virtual coffee breaks are a great way for remote employees to connect on a personal level. Schedule a virtual coffee break where team members can chat about their interests, hobbies, and weekend plans.
  • Virtual Game Events: Virtual games are a fun way to bring remote employees together for a friendly competition and to build rapport with each other. Choose a game that can be played online such as trivia, Pictionary, or Bingo.
  • Virtual Happy Hours: Virtual happy hours are a great way to unwind after a long week and connect with team members. Schedule a virtual happy hour where team members can enjoy a drink and chat about their work or personal life.
  • Virtual Team Building Games: Virtual team building games are a fun way to build trust, communication, and collaboration among team members. Choose games that are interactive, engaging, and require teamwork, such as virtual escape rooms, scavenger hunts, or team building challenges.
  • Virtual Book Clubs: Virtual book clubs are a great way to foster professional development and intellectual growth among remote employees. Choose a book related to your industry or business, and schedule virtual meetings to discuss the book’s themes, ideas, and applications.
  • Virtual Wellness Programs: Virtual wellness programs are a great way to promote employee health and wellness while connecting remote employees. Schedule virtual yoga or fitness classes, mindfulness sessions, or nutrition seminars.
  • Virtual Volunteer Programs: Virtual volunteer programs are a great way to connect remote employees and give back to the community. Choose a virtual volunteer opportunity, such as a virtual food drive, online tutoring, or virtual mentoring, and encourage team members to participate.

Considerations for Using a PEO for Remote, Hybrid, and In-Person Workers

Because companies are increasingly relying on a mix of remote, hybrid, and in-person workers to achieve their business objectives, it can create challenges related to employment compliance, payroll management, benefits administration, and HR support. Professional Employer Organizations (PEOs) offer a comprehensive solution to these challenges, providing companies with a range of HR services that can support their remote, hybrid, and in-person workers.

Remote Workers

Remote workers can present unique challenges related to employment compliance, payroll management, and HR support. With PEO services, companies can rely on a partner to handle these tasks, ensuring that their remote workers are properly classified, paid accurately and on time, and receive the support they need to succeed. PEOs can also offer support with benefits administration, including access to a range of health insurance options, retirement plans, and other benefits that can help companies attract and retain top remote talent.

Hybrid Workers

Hybrid workers, who split their time between remote and in-person work, can present additional challenges for companies. PEOs can help manage the payroll and compliance needs of hybrid workers, ensuring that they are accurately classified and paid for the time they work both remotely and in-person. PEOs can also offer support with benefits administration, including flexible options that can accommodate the unique needs of hybrid workers.

In-Person Workers

In-person workers may have different HR needs than remote or hybrid workers, but they can still benefit from PEO services. PEOs can help companies manage payroll, benefits, and compliance for their in-person workers, ensuring that they are paid accurately and on time, and have access to a range of benefits that can help attract and retain top talent.

Benefits of Using a PEO for Remote, Hybrid, and In-Person Workers

There are several benefits to using a PEO for your remote, hybrid, and in-person workers. 

  • Compliance: PEOs can help ensure that your company is compliant with employment regulations at the federal, state, and local levels, reducing the risk of penalties and fines.
  • Cost Savings: By partnering with a PEO, companies can often reduce the cost of HR administration and benefits administration, allowing them to allocate more resources to other business functions.
  • HR Support: PEOs can offer HR support to remote, hybrid, and in-person workers, including onboarding, training, and ongoing support.
  • Access to Benefits: PEOs can offer access to a range of health insurance options, retirement plans, and other benefits that can help companies attract and retain top talent.

While there are many benefits to using a PEO for your remote, hybrid, and in-person workers, there are also some considerations to keep in mind.

  • Cost: While partnering with a PEO can be cost-effective, it’s important to consider the cost of the service and weigh it against the benefits it offers.
  • Company Culture: When partnering with a PEO, it’s important to ensure that the company culture is aligned with your own, and that the PEO is a good fit for your company.
  • Service Offerings: It’s important to consider the specific services offered by the PEO, and ensure that they meet the needs of your remote, hybrid, and in-person workers.

Remote work across state borders offers many benefits, but it also comes with its own set of challenges. Employers must ensure compliance with state and federal laws, establish clear communication channels, and set clear expectations for remote employees. Furthermore, employers must consider legal considerations such as worker’s compensation, tax implications, and data security. By following best practices and legal considerations, remote work across state borders can be successful for both employers and employees.

A PEO Can Offer Employment and Regulatory Compliance for Remote Workers Across Different States

Managing employees across multiple states can be a complex task, with different employment laws and regulations in each state. Failure to comply with these laws can result in legal issues and significant financial penalties. A PEO can help navigate compliance and risk for remote workers in multiple states. 

PEOs have expertise in compliance with employment laws, reducing the risk of legal issues for the company and increasing job security for employees. They can help companies understand the various employment laws and regulations in different states, making it easier to hire and manage remote workers.

  • Deeper knowledge of state regulations and employment laws in states across the country enables a PEO to provide guidance on compliance and helps avoid potential legal issues and risk of penalties for non-compliance.
  • Companies can ensure that their HR processes are in line with state regulations, and that they are meeting their obligations to their employees. This often includes state specific required training programs. 

State-specific required training programs refer to mandatory training or certification programs that employees must complete in order to work in a particular state. These programs are specific to each state and are required by law. They vary depending on the type of work being performed, the industry, and the state in which the employee is working.

Some common state-specific required training programs include:

  • Sexual harassment training: Many states require employers to provide sexual harassment training to employees. This training is designed to help employees understand what constitutes sexual harassment, and how to report and respond to incidents of harassment.
  • Health and safety training: Employees in certain industries, such as construction, manufacturing, and healthcare, are often required to complete health and safety training. This training covers topics such as hazard recognition, accident prevention, and emergency response.
  • Discrimination and diversity training: Some states require employers to provide discrimination and diversity training to employees. This training is designed to help employees understand the laws and regulations related to discrimination and harassment, and how to promote diversity and inclusion in the workplace.
  • Substance abuse training: Employees in certain industries, such as transportation, may be required to complete substance abuse training. This training covers topics such as the dangers of substance abuse, drug testing procedures, and the consequences of drug use in the workplace.
  • Environmental training: Employees in certain industries, such as manufacturing and waste management, may be required to complete environmental training. This training covers topics such as environmental regulations, waste management, and pollution prevention.

It is important for employers to be aware of state-specific required training programs, and to ensure that their employees complete these programs as required by law. A Professional Employer Organization (PEO) can help employers navigate these requirements, and provide support and expertise in compliance, HR, and benefits administration.


A PEO Can Provide Payroll and Tax Services for Remote Workers Across Different States

Managing payroll and tax services for remote workers across different states can be a complex and time-consuming process. It requires a thorough understanding of the various state and federal laws and regulations that govern payroll and taxes, as well as the ability to accurately track and report payroll information for each employee.

A PEO can help navigate payroll and tax services for employees in different states, making it easier to manage payroll, taxes, and benefits for a multi-state workforce. This can save companies time and resources, and ensure that all remote workers are paid accurately and on time.

Here are some of the challenges to managing payroll and tax services for remote workers across different states.

  • State tax laws: Each state has its own tax laws and regulations, which can make it difficult to keep track of the tax obligations for each employee. Employers must ensure that they are withholding the correct amount of taxes for each state, and that they are paying the correct state and federal taxes on behalf of their employees.
  • Compliance with labor laws: Employers must comply with a variety of labor laws, including minimum wage laws, overtime laws, and paid time off laws, in each state where they have employees. This can be challenging, as the laws and regulations vary from state to state.
  • Keeping track of payroll information: Employers must keep track of a variety of payroll information, including hours worked, pay rates, and deductions, for each remote worker. This information must be accurately tracked and reported in order to ensure that each employee is paid correctly and that the correct taxes are withheld and paid.
  • Filing taxes: Employers must file payroll and tax reports with the state and federal government on a regular basis. This can be a time-consuming process, especially when dealing with remote workers in multiple states.


To help manage these challenges, many employers choose to work with a Professional Employer Organization (PEO). A PEO can provide expert support in managing payroll and tax services for remote workers across different states. PEOs have the expertise and resources to ensure that payroll and taxes are handled accurately and efficiently, and that employers are in compliance with all relevant laws and regulations. In addition, PEOs can provide access to a wide range of benefits and HR services, which can help attract and retain top talent, even when employees are working remotely across multiple states.

A PEO Can Manage Employee Benefits for Remote Workers Across Different States

Managing employee benefits for remote workers across different states can be a complex and challenging task for employers. The different laws and regulations in each state can make it difficult to ensure that all employees are receiving the same benefits, and that the benefits are in compliance with all state laws.

PEOs offer a comprehensive benefits package, including health insurance, retirement plans, and paid time off, which can be attractive to employees. By providing these benefits, companies can show their commitment to the well-being of their employees, no matter where they are located.

Here are some of the challenges that employers face when offering benefits to remote workers across different states, and how a PEO can help.

  • Compliance with state laws: Each state has its own laws and regulations regarding employee benefits, and employers must ensure that they are in compliance with all state laws. A PEO can help employers navigate the complexities of state laws, and ensure that all benefits offered to remote workers are in compliance with state laws.
  • Benefits administration: Administering employee benefits can be time-consuming and complex. A PEO can help simplify the process by handling all aspects of benefits administration, including enrolling employees, processing claims, and managing benefit accounts.
  • Communication with remote employees: Communication with remote employees can be challenging, especially when it comes to benefits. A PEO can help ensure that all remote workers are informed about their benefits, and that they have access to the information and resources they need to make informed decisions about their benefits.
  • Cost-effective benefits: Offering benefits to remote workers across different states can be expensive, especially if each state has different requirements for benefits. A PEO can help employers find cost-effective benefits that meet the needs of their remote workers, and help reduce the overall cost of benefits.
  • Benefit consistency: Ensuring that all remote workers receive the same benefits can be difficult, especially when they are located in different states. A PEO can help ensure that all remote workers receive consistent benefits, regardless of their location.

By partnering with a PEO, employers can simplify the process of managing employee benefits for remote workers across different states. A PEO can provide expert support and guidance in navigating the complexities of state laws, benefits administration, and cost-effective benefits, and help ensure that all remote workers receive consistent, cost-effective benefits.

A PEO Can Help Build Company Culture That Includes Remote Workers Across Different States

Building a company culture that unifies both on-site and remote workers across different states can be a complex and challenging task for employers. The distance and different time zones can make it difficult to foster a sense of community and connection among employees.

Here are some of the strategies that employers can use to build a strong company culture with on-site and remote workers across different states. 

  • Regular virtual meetings: Regular virtual meetings can help bring remote workers together and foster a sense of community. Employers can schedule regular virtual meetings to discuss company updates, team goals, and other important topics.
  • Employee engagement initiatives: Employee engagement initiatives, such as team building activities, can help build a sense of unity among on-site and remote workers. These initiatives can be virtual or in-person, and they can help employees feel connected to the company and to their colleagues.
  • Clear and consistent communication: Clear and consistent communication is key to building a strong company culture. Employers should establish clear communication channels and ensure that all employees, both on-site and remote, are kept informed about company updates and important events.
  • Flexible work arrangements: Offering flexible work arrangements, such as remote work options and flexible schedules, can help create a positive and inclusive company culture. These arrangements can help employees feel valued and supported, and they can increase job satisfaction and motivation.
  • Employee recognition and rewards: Employee recognition and rewards programs can help foster a positive and motivated work environment. Employers can recognize and reward employees for their hard work, achievements, and contributions to the company.

By implementing these strategies, employers can build a strong and unified company culture with on-site and remote workers across different states. A positive and supportive company culture can help attract and retain top talent, increase employee satisfaction and motivation, and drive business success.

Final Thoughts on Managing a Mixed Workforce

The challenges that companies face when managing remote employees across different states can be eased by partnering with a Professional Employer Organization (PEO) like Human Capital Concepts. The benefits of using a PEO for remote workers, hybrid workers, and in-person workers is that a PEO can provide a range of HR services to help companies manage their remote workers, hybrid workers and in-person workers, including payroll administration, compliance, and benefits administration.

  • Set clear expectations
  • Provide regular communication
  • Create a virtual team-building culture. 

The importance of compliance and HR support, especially when managing workers across state borders, and the risks companies face if they fail to comply with state and federal regulations can be simplilfied by using a PEO like HCC. A PEO can help companies stay up-to-date with the latest HR trends and regulations, which is especially important in today’s rapidly changing remote work landscape.

When you are ready to streamline HR operations, reduce risk, and support a mixed workforce, contact Human Capital Concepts to help you simplify being an employer.