Employers must keep payroll records for 3 years. Payroll records include the worker’s name, address, job/occupation, amount paid each pay period, and hours worked (each day and week).
Workers have the right to see their own payroll records at reasonable times and places.
Employers must give workers a statement with their pay that says:
- the name of the employer and worker
- the date of payment (month, day and year)
- the number of hours worked during the pay period
- the hourly rate
- all deductions and increases made during the pay period.
Employers may not charge workers for paystubs. Paystubs may be given out electronically as long as the employer provides a way for the worker to print out the information for free.
A personnel record is a record kept by an employer that may affect a worker's qualifications for employment, promotion, transfer, additional compensation, or disciplinary action. Employers who keep personnel records must allow workers to review their own personnel records or receive a copy of their personnel files within five business days of a written request.
Employers must also notify workers when adding information to the personnel record that could negatively affect an employee's employment. If a worker disagrees with information contained in the personnel file, the worker has the right to submit a written statement that would need to be included whenever the personnel record is given to another person.
Earned Sick Time Recordkeeping
The Earned Sick Time Law requires employers to track the accrual and use of earned sick time in most circumstances. For more information, visit our page on earned sick time.
Recordkeeping for Domestic Workers
The Domestic Workers Bill of Rights requires some additional recordkeeping, including timesheets and employment agreements. For more information, visit our page on domestic workers.