How Long Do You Keep Staff Records?

How long do you need to keep staff records?

Employers have to keep time and wages records for 7 years.

Time and wages records have to be: readily accessible to a Fair Work Inspector (FWI).

How do you store employee records?

Employee files should be stored in a secure location and be kept strictly confidential. Access should be restricted to those with a legitimate need to know or as required by law. Several categories of records must be maintained according to specific requirements.

Where is employee information stored?

The employee personnel file is generally stored in a locked, fire-proof file cabinet in a locked location that is accessible to the Human Resources staff. The confidentiality of the employee information in the personnel file is of paramount importance.

How long should invoices from suppliers be kept?

6 yearsYou must keep records for 6 years from the end of the last company financial year they relate to, or longer if: they show a transaction that covers more than one of the company’s accounting periods. the company has bought something that it expects to last more than 6 years, like equipment or machinery.

How long should you keep employee records for GDPR?

six yearsAs a result, you should keep personal data, performance appraisals and employment contracts for six years after an employee leaves. Don’t forget, a former employee—or anyone you hold data on—might issue you with a Subject Access Request (SAR) to see what data you have on them.

How long do I need to keep employee records after termination?

The FLSA requires that employers maintain nonexempt records for three years from the employment termination date. The FLSA requirement is two years for records like collective bargaining agreements, performance appraisals and documents that may satisfy requirements to justify pay scales, wage rates and salary levels.

What are five things that must be documented in an employee’s payroll record?

Among other data, records must include:The employee’s full name and Social Security number.Total hours worked each week.The basis on which an employee’s wages are paid.The employee’s regular hourly pay rate.Total daily or weekly straight-time earnings.Total overtime earnings for the workweek.

What is included in payroll records?

Payroll records typically include information about the following items:Bereavement pay.Bonuses.Commissions.Deductions for pensions, benefits, charitable contributions, garnishments, stock purchase plans, and so forth.Direct deposit authorization forms.Gross wages.Hours worked.Manual check payments.More items…•

How long do you need to keep safety records?

Records including Safety Data Sheets must be kept for at least 5 years. Anyone who uses certain hazardous chemicals regularly may need to have health monitoring. This has a different requirement for record retention, in most states you need to keep this for at least 30 years.

When can personal data be stored for longer periods?

You can keep personal data for longer if you are only keeping it for public interest archiving, scientific or historical research, or statistical purposes.

What payroll records must be kept?

You must keep all payroll records for at least three years, according to the Fair Labor Standards Act (FLSA). And, you need to keep records that show how you determined wages for two years (e.g., time cards that comply with FLSA timekeeping requirements).

How long must training records be kept on file?

three yearsDocument retention: Employers must retain employee exposure records for the duration of employment plus 30 years. Training records must be retained for three years from the date on which the training occurred, although it is advisable to retain training records for the duration of employment.

Do I need to keep hard copies of employee records?

Is there a requirement to keep paper versions of employee records or can they be kept digitally? The Fair Work Act requires that an employer must make, and keep for 7 years, employee records as prescribed by the Fair Work Regulations.

Where should employee medical records go?

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) requires employers to protect employee medical records as confidential; medical records should be stored separately and apart from other business records. Never store employee medical records in the employee’s general personnel file.

How long does an employer have to keep w2 records?

four yearsThe IRS requires employers to keep returned undeliverable copies of W-2 forms sent to employees for four years unless electronic copies are available for review by the IRS.

How long does the IRS require you to keep payroll records?

four yearsMore In File Keep all records of employment taxes for at least four years after filing the 4th quarter for the year. These should be available for IRS review. Records should include: Your employer identification number.

How long must health and safety records be kept?

Five yearsFive years is a good rule thumb for most health and safety records. Risk assessment records should be kept as long as the particular process or activity, to which the assessments refer, is performed.

How long must OSHA 300 logs be kept?

five yearsEmployers must save the OSHA 300 Log, the Form 300-A (annual summary), privacy case lists, and the Form 301 Incident Report forms for five years. The stored OSHA 300 Logs must be updated by the employer to include any newly discovered recordable injuries or illnesses.

How long does an employer have to keep employee medical records?

30 yearsEmployee medical records. The medical record for each employee must be preserved and maintained for at least the duration of employment plus 30 years, unless a specific occupational safety and health standard provides a different period of time.