Running a business today comes with plenty of challenges. You’re hiring, managing payroll, keeping up with labor laws, and doing your best to create a workplace people actually want to be a part of. That's when you start thinking about fringe benefits. What are they? Do you need them? Are they taxable? And how do they work?
If you’ve ever felt a little overwhelmed by the idea of adding benefits to your compensation package — you’re not alone. Small business owners all over the country are working every day to try and figure all of this out.
In this guide, we’ll break it down simply. You’ll learn:
Let’s get started and learn all about fringe benefits.
Fringe benefits are any kind of perk, benefit, or extra compensation you offer employees beyond their regular paycheck. Think of them as the "extras" that make your workplace more attractive — things like health insurance, retirement plans, paid vacation, or even a gym membership.
While the word "fringe" might make it sound like these benefits are rare or optional, the reality is that fringe benefits have become a normal part of compensation packages for most businesses. Today’s employees expect more than just wages. They want flexibility, support, and perks that help them balance work and life.
According to a Society of Human Resource Management (SHRM) report, over 60% of employees said the benefits they receive are vital to the overall satisfaction they feel at work. So knowing which benefits you can offer and how to comply with their specific regulations is key.
For small businesses, offering fringe benefits isn’t just about keeping up with competitors. It can play a major role in building the kind of business you want to run. Here’s why:
In today's tight labor market—especially here in Maine—these advantages can be the difference between growing your business or constantly struggling to fill open roles.
Fringe benefits come in all shapes and sizes. Some are required by law. Others are entirely optional. Many can be customized based on your budget, workforce, and goals.
Here’s a closer look at some common types of fringe benefits you might consider:
De minimis fringe benefits are small, low-value perks that aren’t taxed because they’re considered too minor to track. These may include:
These small touches can add up to a better employee experience without adding major costs to your business.
The list could go on. The key takeaway: fringe benefits cover far more than just health insurance and retirement. Even small businesses have plenty of creative options to build meaningful packages at a reasonable cost.
In many cases, fringe benefits are entirely optional. However, depending on your business size, location, and industry, some benefits are required by law. Maine businesses, in particular, have a few important laws to be aware of:
Beginning in 2025, Maine required nearly all businesses to participate in its new Paid Family and Medical Leave program. Employees, and some employers, contribute through payroll taxes to fund paid leave for qualified family, medical, or personal health reasons. Maine PFML will cover up to 12 weeks of paid leave annually for eligible employees.
Maine’s Earned Paid Leave law applies to businesses with more than 10 employees. This law allows employees to accrue up to 40 hours of paid leave annually, which they can use for any reason. Unlike traditional sick leave, EPL provides broader flexibility for employees to manage time off.
Maine recently passed a state-run retirement mandate for businesses with five or more employees that don’t offer their own retirement plan. Businesses must either enroll in Maine’s state-run IRA program or offer a qualified private retirement plan (like a 401k) to meet the mandate.
Under the federal Affordable Care Act (ACA), businesses with 50 or more full-time equivalent employees must provide health insurance that meets minimum value and affordability standards or face penalties.
Anything above and beyond these requirements is considered a fringe benefit — but offering voluntary benefits can still give you a huge advantage as a small business.
One of the biggest sources of confusion for employers is whether fringe benefits are taxable.
The IRS considers fringe benefits to be a form of pay, and in most cases, they are taxable unless specifically excluded by law. Taxable fringe benefits must be reported on your employees’ W-2 forms and are subject to withholding for certain payroll taxes.
Let’s break it down:
Certain fringe benefits are excluded from tax, either fully or partially. These include:
The IRS lays all of this out in detail in Publication 15-B, the Employer’s Tax Guide to Fringe Benefits.
When a fringe benefit is taxable, it’s generally subject to:
For example, if you give an employee a taxable bonus or allow personal use of a company vehicle, you’ll need to calculate the fair market value of that benefit, include it as taxable wages on their W-2, and withhold payroll taxes accordingly.
Failing to properly report taxable fringe benefits can create tax penalties for both you and your employees—so it’s important to get this right. Many payroll systems (including ours) have processes to help automate this, but you still need to know which benefits are taxable to begin with.
A fringe benefit rate represents the total cost of all fringe benefits you provide, expressed as a percentage of an employee's wages. For example, if you pay an employee $50,000 in salary and spend $10,000 on their benefits, your fringe benefit rate is 20%. This can help you calculate your true total compensation costs and set budgets.
Yes. Paid vacation is one of the most common fringe benefits. It's considered non-wage compensation provided in addition to an employee’s regular salary.
Any employer can offer fringe benefits. You don’t need to be a certain size to offer many of these perks. In fact, even very small businesses can use creative fringe benefits to compete for talent. Company size only matters when it comes to which benefits may be legally required, such as health insurance.
Benefits such as health insurance, HSA contributions, dependent care assistance, educational assistance, certain transportation benefits, and de minimis fringe benefits are typically exempt from income tax withholding, up to certain IRS limits.
In today’s competitive job market, fringe benefits can make or break your ability to attract and retain great employees. Strong benefit packages help you:
Simply put, offering fringe benefits is an investment in your business and your people.
Fringe benefits can feel complicated at first glance. There are tax rules to follow, laws to comply with, and costs to consider. But the payoff for your business can be huge.
At Paper Trails, we see firsthand how smart, well-designed fringe benefit packages help small businesses thrive. When you take care of your employees, they take care of your customers — and that helps your entire business grow.
If you’re feeling a little lost on where to start, just remember: you don’t have to figure it all out alone. Surround yourself with good information, the right advisors, and stay focused on what’s best for your business and your team.