Federal Payroll Recordkeeping Requirements

Did you know employers are required to keep a history of all your payroll records? What about your past work schedules? The Fair Labor Standards Act (FLSA) has recordkeeping requirements and timelines that all employers must adhere to.

The FLSA states that all covered employers must keep accurate records, in no specific form, for all non-exempt employees. All payroll records, collective bargaining agreements, sales and purchase records must be kept on file for 3 years. Wage computation records, for example time cards, work schedules, etc, must be kept for 2 years. All records can be kept at the office location or in a central records office.

Below is a list of the basic records an employer must keep on file:

  • 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
  • Hours works each day
  • Total hours worked each workweek
  • Basis on which employee wages are paid
  • Regular hourly pay rate
  • Total daily or weekly straight-time earnings
  • Total overtime earning for the workweek
  • All additions to or deductions from the employee’s wages
  • Total wages paid each pay period
  • Date of payment and the pay period covered by the payment

Optimum Payroll Software offers tax processing and reporting features that make it easy to stay compliant. Watch a free demo or contact us today to learn how Optimum can save you time and money today.

For the further details on recordkeeping requirements set by the FLSA, visit the U.S. Department of Labor.

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