Vinyl, CD or Digital, how do you like your employer records?
Record Keeping For Employers
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!
