Frequently Asked Questions

  Notable Nannies, along with the help of outside reputable resources, has elaborated this FAQs section for Nannies and Families to have a better understanding of the ins and outs of the Nanny world. We hope that you find this list of questions and answers useful and informative. If there is a question you may have that has not been answered here, we encourage you to CONTACT US

Why should you use a placement agency?

  • Qualified candidates vetted by experienced industry professionals

  • Security knowing that candidates have undergone thorough background and reference checks

  • Saves time and avoids the hassle of doing it alone

  • Retention – data shows your nanny will stay with you longer

  • Ongoing support and assistance creating tailored agreements.

  • Candidates:

  • Professional families, avoiding potential scammers or families that take advantage of their caretakers.

  • Usually, higher pay and benefit packages.

  • It saves time and energy.

  • Honest feedback and guidance by experienced professionals.

  • Access to openings that are not publicly available.

  • In a survey of household employers conducted by GTM Payroll Services, it was clear that hiring a nanny through an agency rather than using an online job site saved time, boosted retention, and reduced the hassles of bringing on board multiple nannies over a short period of time.

    According to the survey, 64% of those that hired through an agency said the hassle-free process and time savings was a top reason they decided to work with placement professionals. Agencies also aim to put forth the best matches for their clients as 87% of families said security and the screening of candidates was a top reason for going with an agency.

    The supposed benefit of using an online job site is a wider selection of candidates. However, 65% of respondents who used an online job site said the “number of responses from unqualified candidates” was one of the biggest drawbacks of going online to find a nanny. Sifting through applicants that do not match a family’s criteria can add time and frustration to the hiring process.

    A family that goes through an agency rather than an online job site when hiring a nanny will get a higher quality nanny, one they will keep for longer, and they will spend less time finding the right match. For example, the survey found that 30% of families that hired through an agency had their current nanny for more than 3 years, while only 18% of those that hired through a website had their nanny for the same length of time. Also, 67% of agency-using families had one nanny in the past 5 years, where 51% of website-using families had just one nanny in that time frame. Finally, 61% of families that used an agency spent less than 20 hours on the hiring process, while only 33% of those who used a website spent less than 20 hours on the process.

    And that is why we are here!!! Let NNA spend the time finding you career minded, reliable, trustworthy candidates to interview. Be confident in knowing we do the complete screening process including screening interviews, background, and reference checks. We will also be there for advice and support during the entire employment of your nanny.
    Is the nanny the agency’s employee or the families?
    While this may differ with some agencies, a nanny is always the employee of the family when placed through Notable Nannies Agency.
    How would taxes work with having a household employee?
    To make things easier and faster for both the family and the candidate. We recommend that families hire a payroll and tax company such as GTM, Homework Solutions, or one through their own research. For a set annual fee companies like these mentioned here can relieve families of the responsibility and give peace of mind in it being done right.

    Although, if the family wanted to do it on their own:

    Employers are required to withhold social security and Medicare taxes if paying a nanny at least $2,100 during a calendar year. The taxes required to be withheld are the 6.2% social security tax and the 1.45% Medicare tax. Additionally, the employer must also pay a matching 7.65% portion of social security and Medicare taxes on the nanny’s compensation when it is time to pay the Nanny Taxes. Employers are only required to withhold Federal and State income taxes if the nanny makes that request.

    Withholdings should begin with the first paycheck. If expecting to exceed the $2,100 limit, employers should begin withholdings from the outset to avoid the need to catch-up on withholdings from a later check. If an employer initially makes withholdings and does not reach the $2,100 limit, the employer can always repay the nanny the taxes withheld from earlier checks.

    the employer will need to issue the nanny a W-2 by January 31st of the following year. Employers should ask each nanny to fill out a W-4 form right away. This provides the employer with all the information necessary in the event there is a need to issue the nanny a W-2. An employer needs to complete Schedule H when filing their individual income tax return for the year. Schedule H is used to calculate taxes due on the nanny’s withholding and the equal employer’s share of social security and Medicare taxes due. If an employer paid a nanny at least $1,000 in any calendar quarter, the employer may also owe a small amount for Federal unemployment taxes.

    The employer may need to consider the need to make estimated tax payments. The Federal nanny taxes due are paid with the employer’s individual income tax return. However, there is a need to consider the additional Nanny Taxes due when questioning if estimated tax payments are required. Some taxpayers find it easier to remit the Nanny Taxes as quarterly estimated tax payments. Any state tax withheld would be remitted to the state separately. This is typically separate from state income tax returns, and rules can vary from state to state.

    Good record-keeping is important. Records should be maintained for at least 4 years from the due date of the employer’s individual tax return, as protection in the event of a future audit. Records should include: Form W-4 completed by the nanny, dates of employment, dates and amounts of wages paid and taxes withheld, and proof of any tax payments made related to the nanny’s employment.

    Nanny Taxes and Payroll - International Nanny Association
    How long does it typically take to hire a nanny?
    On average, a placement will take 2 to 3 weeks to be completed. However, we have placed nannies within 3 days, and this could depend on a lot of things such as:

  • If your need is immediate.

  • What town or city you live in.

  • Whether it will be a part time or full-time placement.

  • What schedule the family is offering.

  • What rates and benefits the family offers.

  • Number of children to care for and their ages.

  • How is the nanny paid?
    Most nannies would already have their rates set up or thought out. While also negotiable, these will be on an hourly basis. For example, if you need a nanny Monday through Friday 9 to 5 and the nanny charges $20 hourly then you will be paying $800 GROSS weekly and 41.600K annually
    What is the difference between a Nanny, Babysitter, Au Pair, Household Manager?
    A Nanny is typically hired on a long-term basis whether this it is on a part time or full-time schedule. Nannies help families raise and educate the children and are seen as an extension of the family. Most responsibilities and tasks of a nanny are those related only to the children.

    A Babysitter typically works on call or on a set weekly basis for only a few hours per day. A sitter is not put on the family’s payroll and are typically paid by the hour when employed.

    An Au Pair is a young adult, typically aged 18 to 25, who travels to a foreign country for a defined period to live with a host family. The Au pair supports the host family with childcare and light housework while learning the language and culture of the host country. Au pairs typically sign contracts of 1 year and can renew for a second year. Au pairs are provided with room and board, and a stipend of about $200 weekly. In some cases, Au Pairs are also provided with a vehicle and a cell phone for personal use. NNA does not currently place Au pairs.

    A Household Manager essentially keeps things running smoothly in the employer's home. Common house manager duties include grocery shopping, laundry, running errands, making appointments, coordinating travel, handling household billing, maintaining cars, buying gifts on their employers' behalf, etc. A household manager could be combined with nanny duties and this is usually employed when the family has older children and wants to provide their employee with full time hours.
    Should the family do a nanny trial?
    Trials can give the family a better idea on how the nanny might blend into their home life, how they interact with the children, and the way their skills complement with the family's needs. Trials can be anywhere from 3 hours to a full day of work and go on for 2 to 3 days if necessary. Trials should always be paid at the agreed hourly rate.
    What benefits are typically given to the household employee?
  • Guaranteed pay and overtime.

  • Sick/personal/inclement weather days.

  • Paid time off.

  • Paid holidays.

  • Health insurance reimbursement.

  • Cell phone reimbursement.

  • Mileage reimbursement.

  • CPR certification reimbursement.

  • Should the nanny and family sign an agreement?
    A nanny contract or work agreement is not legally required under Federal law, but you SHOULD take the time to write one up anyway. It is a best practice that protects the family and provides a point of reference to both parties when there are questions or misunderstandings.

    If you are hesitant in introducing a formal document into the working relationship, we can assure you taking the time to draft and sign a nanny contract can protect both your family and your nanny. Notable Nannies Agency can help with this.
    What is a good example of the nanny’s typical responsibilities?
  • Provide loving care to the children including feeding, bathing, dressing, brushing teeth, general cleanliness, and other tasks related to the health, safety, education, and supervision of the children.

  • Provide presence and attention consistent with the child-rearing preferences of Family, no yelling or hitting, no television while child is in room.

  • Prepare meals for the children during scheduled hours as instructed by Family.

  • Participate in and supervise age-appropriate activities with the child including walks, play dates, songs and dance, sports, playground outings, reading, art.

  • Research and plan additional activities that have substantial child development, social relationship skills, and educational value.

  • Discuss activities with the Family beforehand and ensure both parties agree on types of activities, safety measures and educational value.

  • Facilitate connections with Family as much as possible including transporting child to Family workplace when Family schedule allows, arranging video conferencing during the day, etc.

  • While on outings to activities, playgrounds or family errands, no phone usage, texting, or other distracting activities while driving shall be performed.

  • Keep the children’s bedrooms and play areas clean and organized, including vacuuming, laundering, cleaning, and disinfecting toys as needed, etc.

  • Wash, dry, fold and put away children laundry. Clean and put away shoes and other accessories.

  • Clean up all relevant areas and supplies used by Nanny and children such as kitchen, living room, playroom, etc.

  • Keep a daily Nanny Journal or baby log with a narrative of the child’s meals, naptime, medication, activities, and educational progress.

  • Be accessible by mobile phone at all times and promptly reply to any communication by Family. Ensure mobile phone is fully charged and available to send and receive phone calls and always text messages.

  • Maintain current Infant SIDS and Child CPR and First Aid certification.

  • Administer medicine to the child only as directed by Family.
  • What accommodations should a live-in nanny be provided with?
    Live-in nannies are provided with room and board (rent and food) and no utilities should be charge to the nanny. A live-in nanny requires their own bedroom and bathroom. Live-in nannies should have a set schedule! It is important for nannies to have time to recharge their own batteries, so they can be the most helpful to your family. The live-in nanny must be completely free during their off time, so they can take care of themselves and do whatever they would like. If there is anything that would prevent the nanny from doing that, those hours turn into working (often overtime) hours.
    Is it required to insure the nanny?
    Families are not required to provide health insurance for their nanny. Although, many families contribute funds to their nanny's plan in line with what most businesses and employers do.