What Records Are Required: Every covered employer must keep certain records for each non-exempt worker. The law requires this information to be accurate. The following is a listing of the basic records that an employer must maintain:
1. – Employee’s full name and social security number.
2. – Address, including zip code.
3. – Birth date, if younger than 19.
4. – Gender and occupation.
5. – Time and day of week when employee’s workweek begins.
6. – Hours worked each day.
7. – Total hours worked each workweek.
8. – Basis on which employee’s wages are paid (e.g., “$9 per hour”, “$440 a week”, “piecework”)
9. – Regular hourly pay rate.
10. – Total daily or weekly straight-time earnings.
11. – Total overtime earnings for the workweek.
12. – All additions to or deductions from the employee’s wages
13. – Total wages paid each pay period.
14. – Date of payment and the pay period covered by the payment.
How Long Records Should Be Retained:
Each employer shall preserve for at least three years payroll records and collective bargaining agreements. Records on which wage computations are based should be retained for two years, i.e., time cards and piece work tickets, wage rate tables, work and time schedules, and records of additions to or deductions from wages.
