What’s in Your Employee’s HR File?
- essencestarrc
- Feb 2, 2022
- 2 min read
Did you know as an employer you are required to keep certain documents in your employee’s HR file? Yes. Every employer covered by the Fair Labor Standards Act (FLSA) must keep certain records on file for each covered, nonexempt worker.
Though there are no “specific” documents that must be filed (which must have changed in the recent years) the documentation maintained by the employer must include the following:
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 worked each day.
Total hours worked each workweek.
Basis on which employee's wages are paid (e.g., "$9 per hour", "$440 a week", "piecework")
Regular hourly pay rate.
Total daily or weekly straight-time earnings.
Total overtime earnings 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.
There are forms you can have your employee fill out that can encompass most of their identifying information such as the I-9 Employment Eligibility Verification form. This form has space for their name, and address. It also includes a space for their identifying documents such as a driver’s license or SS card. This one document can cover the first 3 bullet points. Creating a new hire worksheet/application can also answer most of the bullet points listed if designed properly.
How long must these documents be maintained?
According to the US Department of Labor, “Each employer shall preserve for at least three years payroll records, collective bargaining agreements, sales and purchase records. 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.
These records must be open for inspection by the Division's representatives, who may ask the employer to make extensions, computations, or transcriptions. The records may be kept at the place of employment or in a central records office” (US Department of Labor, dol.gov).
If you need assistance building or organizing your current HR filing system, Essence Clark Virtual Consulting has a strong HR background.
Visit www.essenceclark.com to review our services and book an appointment.
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