Document Retention & Destruction Guidelines – HR Snapshot

Document Retention & Destruction Guidelines – HR Snapshot

Question:   How long should we keep employee timecards?  What about time records?

Answer:    Under the Fair Labor Standards Act, employers are required to keep such records and because “time records” can be interpreted differently, see the below chart and summary based on the Department of Labor-Wage and Hour Fact Sheet # 21: Recording Keeping Requirements under Fair Labor Standards Act.

Non-Exempt Employees

1. Full name and Social Security Number 2. Home address with zip code
3. Birthdate, if under 19 years of age 4. Sex 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 wages paid (per hour, per week, piecework, commissions, sales etc.)
9. Regular hourly pay rate 10. Total daily/weekly straight-time earnings
11. Total overtime earnings for workweek 12. All additions or deductions from employee’s wages
13. Total wages paid per pay period 14. Date of payment and pay period covered by payment

 

Exempt Employees

1. Full name and Social Security Number 2. Home address with zip code
3. Birthdate, if under 19 years of age 4. Sex and occupation
5. Time and day of week when employee’s workweek begins ** 6. Total wages paid per pay period
7. Date of payment and pay period covered by payment 8. Basis on which wages paid in sufficient detail to permit calculation for each pay period of employee’s total pay for period including fringe benefits and prerequisites (insurance payments, vacation accruals)

 

Each employer shall preserve for at least 3 years payroll records, collective bargaining agreements, sales and purchase records.  These are basically all materials listed above other than records on which wage computations are based (time cards, work and time schedules and records of additions to or deductions from wages) which must be kept for two (2) years.  All records must be made available to the U.S. Dept. of Labor’s Wage & Hour Division (DOL WHD) when provided with a request for review.



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