Employer Record Keeping Requirements
Fair Labor Standards Act (FLSA) requires covered employers to keep certain records for each non-exempt worker. The Act requires no particular form for the records, but does require that the records include certain identifying information about the employee and data about the hours worked and the wages earned. The law requires this information to be accurate. The following is a listing of the basic records that an employer must maintain:
|Employee's full name and social security number.|
|Address, including zip code.|
|Birth date, if younger than 19.|
|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.|
|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.|
Employers may use any timekeeping method they choose. For example, they may use a time clock, have a timekeeper keep track of employee's work hours, or tell their workers to write their own times on the records. Any timekeeping plan is acceptable as long as it is complete and accurate.
Payroll records, collective bargaining agreements, sales and purchase records should be retained for at least three years. 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 U.S. Dept. of Labor's Employment Standards Administration Wage and Hour 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.
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