The core challenge
Unlike a business with fixed headcount, moving companies routinely add and remove crew members as bookings swing. That means payroll setup can't be a "set it once" task — it needs an easy process for onboarding and offboarding that doesn't create tax filing gaps.
What to have ready before your busy season
- A standard onboarding checklist (I-9, W-4, direct deposit info) that can be run in minutes per new hire, not days
- A clear plan for whether seasonal help is W-2 or genuinely eligible for 1099 status
- Workers' comp coverage that accounts for peak headcount, not just your baseline crew size
What to do when the season slows down
Properly offboarding seasonal employees — final paycheck timing, any accrued but unused benefits, unemployment insurance implications — varies by state, so it's worth confirming your state's specific rules on final pay timing before your slow season hits, rather than during it.
Ready to stop doing this by hand? See how Gusto handles it automatically for a moving crew.
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FAQ
Do I need to re-register seasonal employees every year?
Usually not, if they were properly onboarded as W-2 employees originally — but confirm any state-specific unemployment insurance filing requirements for seasonal hires.
How fast can I onboard a new crew member into payroll?
With most modern payroll software, onboarding paperwork and direct deposit setup can be completed same-day, which matters when you're scaling up quickly for peak season.
Are there rules about final paychecks for seasonal workers?
Yes, and they vary significantly by state — some require final pay immediately upon termination, others allow it on the next regular payday. Check your state's specific rule.