RECORDKEEPING & RECORD RETENTION Andy Garboden, CPP Payroll Systems Manager for DaVita, Inc 25+ Years in Payroll Industry CPP since 1998 APA Committees: ACH Committee SPLTF Healthcare Subcommittee CAG Team Member
Questions we will answer today ~ What must we keep and why? How long do we need to keep records? Is there a required method of recordkeeping? How many different Acts are there I have to remember and follow? Do records need to be available for auditing purposes?
Fair Labor Standards Act ~
Fair Labor Standards Act ~
Fair Labor Standards Act ~
Internal Revenue Code ~
Internal Revenue Code ~
A Few of Acts to be aware of ~
State Unemployment Insurance Laws ~ State Unemployment Insurance Record Retention Requirements State Min Retention (in Years) State Min Retention (in Years) State Min Retention (in Years) Alabama 5 Louisiana 5 Ohio 5 Alaska 5 Maine 4 Oklahoma 4 Arizona 4 Maryland 5 Oregon 3 Arkansas 5 Massachusetts 4 Pennsylvania 4 California 4 Michigan 6 Puerto Rico 5 Colorado 5 Minnesota 8 Rhode Island 4 Connecticut 4 Mississippi 5 South Carolina 5 Delaware 4 Missouri 3 South Dakota 4 Dist of Columbia 5 Montana 5 Tennessee 7 Florida 5 Nebraska 4 Texas 4 Georgia 4 Nevada 4 Utah 3 Hawaii 5 New Hampshire 6 Vermont 6 Idaho 3 New Jersey 5 Virginia 4 Illinois 5 New Mexico 4 Washington 4 Indiana 5 New York 3 West Virginia 4 Iowa 5 North Carolina 6 Wisconsin 6 Kansas 5 North Dakota 5 Wyoming 4 Kentucky 6
State Wage & Hour Laws ~
State Income Tax Laws ~ State Income Tax (W-2) Record Retention Requirements Min Retention (in Years) State Min Retention (in Years) State Min Retention (in Years) State Alabama 5 Louisiana 3 Ohio 4 Alaska N/A Maine 4 Oklahoma 4 Arizona 4 Maryland 3 Oregon 5 Arkansas 6 Massachusetts 3 Pennsylvania 4 California 4 Michigan 6 Puerto Rico 5 Colorado 4 Minnesota 8 Rhode Island 4 Connecticut 4 Mississippi 3 South Carolina ** Delaware 4 Missouri 4 South Dakota N/A Dist of Columbia 5 Montana 5 Tennessee N/A Florida N/A Nebraska 3 Texas N/A Georgia 4 Nevada N/A Utah 3 Hawaii 3 New Hampshire N/A Vermont ** Idaho 3 New Jersey 5 Virginia 3 Illinois 4 New Mexico 4 Washington N/A Indiana 3 New York 4 West Virginia 5 Iowa 5 North Carolina 3 Wisconsin 4 Kansas 3 North Dakota 4 Wyoming N/A Kentucky 4 ** Indicates that the state has no records retention provision
Unclaimed Property ~
Employee Master File Data ~ Employee Master File Data Employment Data- Name (match w/ SSN card Address (w/ zip code & apt #) Sex Date of birth Work location Employment/Wage-Hour Data Hire date/time Termination date Payment date Exempt/non-exempt state (FLSA) Hourly rate of pay Additions to/deductions from pay Shift differential or bonus Social security number Company-assigned EE # Occupation/classification State were employee works Frequency of payment/pay period Hours worked per day Hours worked per week Workweek Straight time hours/pay Overtime hours/pay
Employee Master File Data ~ Employee Master File Data Tax and Payroll Data Allowances claimed (Fed/ST/Local) Additional withholding requested Filing status (including nonresident alien status) Exempt from withholding For Payroll Period and Calendar Year Total wages subject to federal/state/ local income taxes Total social security tax withheld Total Medicare tax withheld Total wages subject to Medicare tax Total compensation Total federal/state/local taxes withheld Total wages subject to social security tax Total state unemployment and/or disability taxes withheld Taxes paid by employer but not deducted from wages
Documentation for New Hires ~
Questions ~