A particularly tedious aspect of being an employer is collecting & maintaining a document trail of employment forms each with their own expiration date. The most time consuming part is usually the task of locating specific forms quickly. Employ-Ease can solve that.
Here’s a quick guide of some things you need to keep record of:
Personnel – (Keep for one year after end of employ)
Applications
Tax withholding (W-4, IT-2104)
Immigration (Form I-9 must be kept separately from other employee documents and for minimum 3 years)
Performance reports, policy violation warnings, pro/demotions, transfers, lay-offs, terminations
Sexual Harassment Prevention training
Background checks, drug tests, employment history
Payroll – (Maintain three years after end of employ)
Employee name, address, SS#, gross wages, deductions, net pay
Pay Rates, changes, additional pay (commission, bonus)
Compensation by pay cycle (hourly, shift, salary, OT, commission)
Allowances as part of wages (tips, meals, lodging)
Written acknowledgement of pay basis (Form 195)
Benefit
Options & Eligibility
Summary Plan Descriptions (SPD) for medical insurances
Notice of NY Secure Choice Savings Plan availability for retirement
Enroll or decline forms
OSHA exposure, material safety data sheets, medical records
Employ-Ease utilizes DocuWare software to retain & retrieve all our client’s required documentation indefinitely – another way we make it Easy to Employ!
