Subcontractor vs Employee: Key Differences Explained

TL;DR

Misclassifying workers as employees or subcontractors can result in significant penalties, including back taxes and fines.
Employees work under employer control and are entitled to benefits like insurance, paid leave, and overtime.
Subcontractors set their own terms, use their own tools, and are paid via invoices, not payroll.
Legal and IRS standards, including the Economic Reality Test, IRS Common-Law Rules, and state ABC tests, help determine worker classification.
Incorrect classification can lead to back taxes, fines, labor law liabilities, and reputational damage.
Best practices for compliance include using written contracts, auditing relationships regularly, and documenting worker status clearly.

Ever paused over a contractor agreement and wondered if you're classifying it correctly? You’re not alone. Misclassifying even a single worker can trigger serious consequences. and penalties can include back taxes, fines, and legal fees that reach six figures. Hence, it's crucial to understand the differences between the two to avoid misclassification.

In this post, we’ll clearly distinguish between employees and subcontractors under IRS and legal standards. Gain practical insights into control, financial responsibility, and relationship factors.

What is an Employee?

An employee works directly under your control, where you decide what gets done, how it’s performed, when, and often where. Employees are part of your team structure, receive W‑2s, and benefit from protections like minimum wage, overtime, unemployment insurance, and workers’ compensation under the FLSA.

What is a Subcontractor (Independent Contractor)?

A subcontractor is an individual or business hired by a contractor to perform specific tasks as part of a larger project. Unlike employees, subcontractors set their own terms, provide their own tools, and manage multiple clients. Instead of working with timecards, they submit invoices for their work. Subcontractors are responsible for paying their own self-employment taxes and, if paid $600 or more annually, receive a 1099-NEC form from the business that hired them.

To apply the right rules, you must first determine if the worker is an employee or subcontractor. Let’s explore the legal and IRS standards for classification.

Legal and IRS Standards

Employers must rely on well-defined legal frameworks to accurately classify workers. Here are the most important standards that you need to consider:

Economic Reality Test (FLSA / DOL)

The Fair Labor Standards Act uses a “totality of the circumstances” approach, commonly known as the economic reality test, to determine worker status. As of March 2024, the Department of Labor (DOL) considers six factors equally important.

Opportunity for profit or loss
Investments made by both parties
Permanence of the working relationship
Degree of control by the employer
Integration of work into your business
Workers’ skills and initiative

No single factor is decisive; instead, your overall relationship must reflect a true business-to-business arrangement.

IRS Common-Law Rules

The IRS emphasizes control and financial independence. Key indicators of independent contractor status include:

Setting your own schedule and methods
Investing in your own tools or business essentials
Accepting responsibility for profit or loss
Carrying your own business insurance

If your organization dictates what, when, where, and how tasks are done, or integrates the worker deeply into your team, they’re likely an employee.

State “ABC” Tests (e.g., California AB 5)

Several states (including California, Massachusetts, and New Jersey) use a stricter ABC test, which presumes employee status unless all three conditions are met:

A) The worker is free from your control;
B) The work is outside your usual business.
C) The worker is independently established in the same trade

Failing any part means the worker is classified as an employee.

With these standards in mind, it becomes clearer how to distinguish between an employee and a subcontractor.

Key Differences: Employee vs. Subcontractor

Employee vs Subcontractor Comparison
Category	Employee	Subcontractor
Behavioral Control	Employer controls when, where, and how work is done	The worker decides how and when to complete tasks
Tools & Resources	Uses company-provided tools and systems	Uses own equipment and software
Financial Control	Paid a regular wage; the employer covers business expenses	Sets own rates; responsible for own expenses and may profit or lose
Work Scope	Performs tasks central to the company’s operations	Hired for specific, often specialized projects
Payment Method	Paid via payroll; receives W‑2	Invoices for services; receives 1099-NEC
Benefits	May receive benefits like insurance, paid leave, and retirement plans	No benefits provided by the hiring company
Permanence	Ongoing employment relationship	Temporary or project-based engagement

Tax and Payroll Implications

Tax Withholding and Employer Contributions
Classification	Tax Withholding	Employer Contributions	Forms & Filing
Employee (W‑2)	Employer must withhold federal/state income tax, Social Security, Medicare	Employer pays matching FICA and unemployment taxes (FUTA & SUTA)	File Form W‑2 + W‑3 by Jan 31; report payroll taxes via Forms 941, 940 quarterly/annually
Subcontractor (1099)	No tax withheld; contractor pays own self-employment tax (15.3% for Social Security + Medicare)	The employer does not pay FICA or unemployment taxes	Exchange Form W‑9 upfront and file 1099‑NEC by Jan 31; contractor files estimated taxes quarterly

Understanding the tax and payroll impact is essential, especially when misclassification can lead to serious financial and legal consequences.

Risks of Misclassification

Misclassifying subcontractors as employees, or vice versa, can carry hefty consequences for your organization. These may include:

Back taxes and penalties

If audited, you could owe the unpaid employee and employer payroll taxes, plus interest. The IRS may impose failure-to-pay penalties of up to 0.5% per month, capping at 25% of the total liability.

FICA and reporting fines

Expect penalties like 1.5% of the employee’s wages, plus 40% of unpaid FICA, and a $50 fine per unfiled W‑2. For intentional misclassification, fines may escalate to 20% of wages and 100% of FICA, with potential penalties including jail time of up to a year.

Labor law liabilities

Employers might be held accountable for unpaid minimum wage, overtime, and benefits under the FLSA. Awards can include unpaid wages, liquidated damages, and legal fees; recent cases have shown that state audits routinely uncover misclassification violations.

Reputational damage and litigation

Misclassification can result in lawsuits from employees, class-action settlements, and negative press, ultimately leading to higher HR costs and a tarnished employer brand.

Recent Regulatory Updates

The U.S. Department of Labor (DOL) guidance on independent contractor classification has undergone a shift. Understanding these changes is crucial for employers navigating FLSA compliance, particularly in terms of mitigating misclassification risk.

2024 DOL Final Rule (Economic Reality Test)

Effective March 11, 2024, the Department of Labor updated its FLSA classification guidelines, emphasizing a six-factor economic reality test: control, profit opportunity, permanence, work integration, initiative and skill, and investment. While it rescinded the previous 2021 rule, investigations still follow longstanding case-law guidance.

May 2025 Field Guidance

On May 1, 2025, the DOL issued a Field Assistance Bulletin directing investigators not to apply the 2024 rule in active enforcement. Instead, they’ll rely on earlier guidance (2008) and key 2019 opinion letters, although the 2024 rule remains valid for private lawsuits.

Best Practices for Compliance

Adopting a compliant classification approach protects your organization and ensures workforce stability. Key actions include:

Create a Classification Policy
Clearly document your criteria, processes, and review schedules to ensure transparency and consistency. This standardization supports consistency and audit readiness.
Use Written Contracts and W‑9s
Contracts for contractors should specify project scope, independence, payment terms, and duration. Require a completed W‑9 at onboarding to confirm tax status.
Audit Relationships Regularly
Conduct internal reviews, especially when roles evolve, contracts are renewed, or work is shifted, to identify reclassification needs.
Keep Clear Documentation
Track evidence of control, financial setup, worker initiative, and investment. Store signed contracts, timesheets, and status questionnaires.
Train Managers and HR Staff
Ensure everyone managing work relationships understands classification rules, risks, and operational impact.
Consider Expert Support or EOR Partnership
For cross-state or compliance-tricky situations, engage legal counsel, payroll advisors, or an Employer of Record (EOR). These partners offer audit-ready processes and protection.

By implementing clear policies and maintaining consistent documentation, you can significantly lower your risk and confidently leverage flexible workforce models as your business evolves.

Conclusion

Worker classification may seem like a back-office detail, but when it’s mishandled, it quickly becomes a front-line liability. The truth is that the lines between employees and subcontractors are no longer as clear as they once were. Regulations shift, roles evolve, and your risk grows with every gray area left unchecked.

But it doesn’t have to be this complicated. Imagine building your extended team on your terms, without worrying about IRS forms, labor audits, or legal guesswork. That clarity is essential.

Wisemonk helps you get there. With built-in compliance, structured onboarding, and full classification support, Wisemonk takes the weight of risk off your shoulders, so you can focus on building the team, not battling the rules.

If you’re hiring across contracts and time zones, let Wisemonk simplify the complex. Book a free consultation with us today.

Frequently Asked Questions

Q: What are the main consequences of misclassifying workers?
A: Misclassification can lead to back taxes, penalties, labor law liabilities, and reputational damage. This includes fines for failure to withhold taxes and potential lawsuits from misclassified workers.

Q: How can I determine if a worker is an employee or a subcontractor?
A: Workers are classified based on factors such as control, financial independence, and the nature of their work. Legal tests like the Economic Reality Test and IRS Common-Law Rules help clarify this distinction.

Q: What is the Economic Reality Test, and why does it matter?
A: The Economic Reality Test evaluates the overall relationship between the employer and worker using factors like control, profit opportunity, and integration of work. It’s crucial for determining whether a worker is an employee or subcontractor under the FLSA.

Q: Can subcontractors be entitled to employee benefits?
A: No, subcontractors do not receive benefits like insurance, paid leave, or retirement plans from the hiring business, unlike employees.

Q: How can I ensure compliance with worker classification laws?

A: Implement a classification policy, use written contracts, audit relationships regularly, and maintain clear documentation. Consulting with legal or payroll experts or using an Employer of Record (EOR) can also help ensure compliance.