Payroll & Tax Records

Employee Record ERISA FLSA, EPA FMLA ADEA Title VII, ADA OSHA Tax Laws
Daily and Weekly
work hours
  3 years from last entry 3 years from last entry   1 year after record created   4 years after tax due or paid
Regular pay rate/
basis/
exclusions
  3 years from last entry 3 years from last entry 3 years from last entry     1 year after tax due or paid
Dates, amounts of total compensation
/wages paid per period
  3 years after payment 3 years after payment 3 years after payment 1 year after record created    
Straight-time, overtime earnings
per day/week
  3 years after payment 3 years after payment 3 years after payment 1 year after record created 4 years after tax due or paid
Deductions from/additions
to pay
  2 years after payment 3 years after payment   1 year after record created 4 years after tax due or paid
Tip reporting statements   3 years after payment 3 years after payment   1 year after record created
Pension, annuity payments While relevant 3 years after payment 3 years after payment   1 year after record created 4 years after tax due or paid
Accident/
health plan
payments
While relevant 3 years after payment 3 years after payment   1 year after record created
Fringe benefit payments While relevant 3 years after payment 3 years after payment   1 year after record created
Wage rate tables   2 years from last entry     1 year after record created
Work schedules, time cards, units produced   2 years from last entry 3 years from last entry   1 year after record created
Job descriptions   2 years after created     1 year after record created
Merit/seniority systems   2 years after created   1 year after system discontinued 1 year after record created
Individual contracts and collective bargaining agreements   3 years from last entry     1 year after record created
Withholding (w/h) agreements, & dates/amounts
of w/h for specific taxes
  3 years after created 3 years after created   1 year after created
Amount of pay subject to specific taxes           4 years after tax due or paid
Explanations of discrepancies between total pay and taxable pay           4 years after tax due or paid
Explanations of
pay differentials between sexes
for employees performing
same jobs
  2 years after created      
Data used to calculate
experience ratings
for FUTA and amounts paid
to state unemployment
funds
          4 years after tax due or paid
Tax returns, schedules, statements
and forms
          4 years after tax due or paid

 

ERISA: Employee Retirement Income Security Act
FLSA: EPA Fair Labor Standards Act, Equal Pay Act
FMLA: Family & Medical Leave Act
ADEA: Age Discrimination in Employment Act
IRCA: Immigration Reform & Control Act
Title IIV, ADA: Civil Rights Act, Americans with Disabilities Act
OSHA: Occupational Safety & Health Act