Free preview Employee Payroll Records Checklist
Free preview
Employee Payroll Records Checklist
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Whether you use paper, electronic files or both, consistency is the key to effective recordkeeping. For example, if your hiring records are sorted by employee name, organize payroll records the same way. Keep the same system across all types of records, and make sure your file folders have accurate, uniform names.
Employee's full name and social security number; Address, including zip code; Birth date, if younger than 19; Sex and occupation; Time and day of week when employee's workweek begins. Basis on which employee's wages are paid;
Employee's full name. Social Security number. Complete address. Birth date, if younger than 19. Sex. Occupation. Offer letter signed by you and the employee. Time and day when the workweek begins.
Employers should keep all job-related documentation such as hiring records, performance reviews, disciplinary actions and job descriptions in an employee's general personnel file. Consider whether the document would be relevant to a supervisor who may review this file when making employment decisions.
Storing payroll records You can store payroll records via paper or online files. Develop a recordkeeping system that works best for you. With paper-based recordkeeping, you can store files in locked cabinets. Be sure to label each of your folders so you can easily access your records.
Bereavement pay. Bonuses. Commissions. Deductions for pensions, benefits, charitable contributions, garnishments, stock purchase plans, and so forth. Direct deposit authorization forms. Gross wages. Hours worked. Manual check payments.
Job application, CV and cover letter. Education and past employment info. Role description. Job offer letter and employment contract. Emergency contact information. Training records. Payroll and benefits information (but not bank details) Performance appraisal forms.
Whether you use paper, electronic files or both, consistency is the key to effective recordkeeping. For example, if your hiring records are sorted by employee name, organize payroll records the same way. Keep the same system across all types of records, and make sure your file folders have accurate, uniform names.