Definition: Given a passage and a query based on the passage, generate an unambiguous, concise and simple answer to the query from information in the passage. Note that the answer may not be present in exact form.
Input: Keeping the I-9s in a separate location will ensure that if you are selected for a Federal I-9 file review, government employees will not have access to any other records about the employee or her employment with your organization. June/July 2015. Employers should know how long to keep or destroy employee files and documents. Each state and federal agency has a different set of requirements, often covering the same documents so it's challenging for you to know what to keep and for how long. Federal vs. State. Federal guidelines may conflict with state retention guidelines. When you own and run a business with employees, you have to establish and maintain employee records and personnel files. Since employees may come and go, you may wonder how long you should hang on to the employee records. The Internal Revenue Service (IRS) weighs in on records pertaining to employee taxes, such as payroll, but the other records depend on what types of records you have for employees. Payroll The IRS recommends that you keep payroll records like tax withholding until you and the employee can no longer file amendments for that tax year. In the case of employment records, the IRS guidelines say to keep the records for a minimum of four years after you pay the tax or the tax is due, whichever of the two dates is later. Small business expert Rieva Lesonsky suggests you keep employment records for a minimum of two years and for up to seven years. She says that most states have a two-year statute of limitations on lawsuit filings by former employees, so you want to make sure you have documents at hand if this occurs. The ADEA requires the retention of the same records for one year for employers with twenty or more employees. Title VII and the ADA require that basic employee demographic data, pay rates, and weekly compensation records be retained for at least one year. Family and Medical Leave Act (FMLA): The right to inspect personnel files does not apply to an employee covered by a valid collective bargaining agreement if the agreement expressly provides for all of the following: (1) the wages, hours of work, and working conditions of employees, (2) a procedure for the inspection and copying of personnel records, (3) premium wage rates for all overtime hours worked, (4) a regular rate of pay of not less than 30 percent more than the state minimum wage rate. Maintain the employee I-9 Form, stored separately from your personnel records, for three years after you hire the employee and for one year following employment termination, whichever is later. Health/Pension Benefits Information: 6 Years Employer Requirements - Record Keeping. 1 Check stubs and canceled checks for all payments. 2 Cash receipts and disbursement records. 3 Payroll journal. 4 General journal and general ledger. 5 Copies of tax reports filed with all federal and state agencies. 6 Copies of W-2(s) and W-3(s). 7 Other accounting records as may be required. FMLA Records: 3 Years. When an employee requests FMLA, you need to keep that paper trail, even if you deny the leave. Make sure that you keep track of each employee's leave - when it began and how much time is used. If the employee has intermittent FMLA, make sure you track every leave and document the number of hours used. Though it is not required by law, the best practice for a company in New York is to retain its employees' personnel files for the length of the employee's employment plus five years. This is the case, among other reasons, because an individual may file a lawsuit under the New York City Human Rights Law, N.Y. City Admin. When any change in your business occurs, it is your responsibility to notify the department promptly. 1 A delay could result in additional costs to you later. Be sure to report changes such as: 2 Selling your business, 3 Discontinuing your business, 4 Acquiring another business, 5 Changing ownership of your business, Query: how long do i have to keep employee records
Output:
You have to keep employee records for four years.