Employee Information Employee Name ** Completed I-9 forms must be kept separately from Address other basic employee information. Social Security Number At least 3 years Date of **I9’s should be retained for at least 3 years from the date Job classification (exempt/non-exempt) of hire, or 1 year after termination; whichever is longer. Job title Completed I-9 Payroll Records* Daily work schedules Any documents related to Garnishment of Wages must be Employee pay rates separate from main employee file. Weekly compensation amounts; and if a federal At least 3 years contractor This includes retention of documents related to any Scheduled dates of payment documents that would be considered relevant to an Age Daily and weekly hours worked Discrimination Claim. Overtime hours worked Pay, annuity and pension payment amounts *Contractors should also retain any list of a predecessor Benefit information contractor’s employees has been furnished showing Deduction amounts Additional pay amounts employee’s length of service information. Tax Records Four (4) Includes personal income tax withholding ERISA Records Six (6) Years At least; from date of filing Employment Actions Hiring Promotions Transfers *One (1) year from date of action *Two (2) years for federal contractors Rehiring Performance evaluations Separation from employment Layoffs Exit interviews Health, Medical and Safety Data Varies (see below) Job related illnesses and injuries Five (5) years Keep separate from all employment related files and Requests for accommodation of disability One (1) year materials. Medical exams Thirty (30) Toxic substance exposure records Thirty (30) Blood-borne pathogen exposure records Thirty (30) years Employee Records & File Retention Guide State(s) – type of materials/records STATE RETENTION Comments REQUIREMENTS State Workers’ Compensation Insurance Insert State(s) # of years Employee Name Generally, the retention period begins at the end of Address the month following the quarter to which the record Social Security Number relates. Records must be open for inspection by state Dates of hire/separation/re-hire unemployment officials at any reasonable time. Payment dates for cash and noncash wages and hours worked # of years Insert State(s) State Income Tax Forms State Unemployment
Employee Information Employee Name Address Social Security Number Date of Job classification (exempt/non-exempt) Job title Completed I-9 At least 3 years ** Completed I-9 forms must be kept separately from other basic employee information. **I9’s should be retained for at least 3 years from the date of hire, or 1 year after termination; whichever is longer. Payroll Records* Daily work schedules Employee pay rates Weekly compensation amounts; and if a federal contractor Scheduled dates of payment Daily and weekly hours worked Overtime hours worked Pay, annuity and pension payment amounts Benefit information Deduction amounts Additional pay amounts At least 3 years Any documents related to Garnishment of Wages must be separate from main employee file. This includes retention of documents related to any documents that would be considered relevant to an Age Discrimination Claim. *Contractors should also retain any list of a predecessor contractor’s employees has been furnished showing employee’s length of service information. Tax Records Four (4) Includes personal income tax withholding ERISA Records Six (6) Years At least; from date of filing Employment Actions Hiring Promotions Transfers Rehiring Performance evaluations Separation from employment Layoffs Exit interviews *One (1) year from date of action *Two (2) years for federal contractors Health, Medical and Safety Data Job related illnesses and injuries Requests for accommodation of disability Medical exams Toxic substance exposure records Blood-borne pathogen exposure records Varies (see below) Five (5) years One (1) year Thirty (30) Thirty (30) Thirty (30) years Keep separate from all employment related files and materials. Employee Records & File Retention Guide – State(s) type of materials/records STATE RETENTION REQUIREMENTS Comments State Workers’ Compensation Insurance Employee Name Address Social Security Number Dates of hire/separation/re-hire Payment dates for cash and noncash wages and hours worked State Income Tax Forms State Unemployment Insert State(s) Insert State(s) # of years # of years Generally, the retention period begins at the end of the month following the quarter to which the record relates. Records must be open for inspection by state unemployment officials at any reasonable time.
New-Hire-Onboarding-Guide-GCO-Updated-Aug-2013.docx