Survey
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
Download California PAL Record Retention Guidelines
Transcript
RECORD RETENTION GUIDELINES Accounting Records (FLSA, CAL Unemployment Ins. Code) Auditor’s Report & Annual Financial Statement.. Bank Statements & Deposit Slips……………………….. Cancelled Checks……………………………………………….. California Income Tax records……………………………. Cash Disbursement, receipts Journal…………………. Child labor certificates & notices Deeds, Mortgages, bills of sale………………………….. Donation Records……………………………………………… Electronic Payment records………………………………. Employee Expenses Reports……………………………… ERISA Benefits…………………………………………………… FICA Contribution Records………………………………… Fixed Asset Records (invoices, depreciation schedules General Ledger………………………………………………….. I-9……………………………………………………………………… Payroll Records (Individual wage records, hrs worked weekly overtime earnings, daily & wkly wages, wages paid each pay period, regular hourly rate, deductions from or additions to wages W-4………………………………………………………………….. Permanently 7 years 7 years Permanently Permanently 3 years Permanently 10 years 7 years 7 years 6 years after filing 6 years after the date the tax is due or paid, whichever is later Permanently Permanently 3 years Permanently 4 years Employee Wage Records (FSLA, Cal. Labor Code) Time Card………………………………………………………… Wage rate calculation tables…………………………… Shift Schedules……………………………………………….. Individual employee’s hours and days…………….. Records explaining wage differentials between sexes 3 years 3 years 3 years 3 years 3 years Employee Personnel Records Employee Personnel File…………………………………. Employment Application………………………………… 5 years after termination 3 years Family & Medical Leaves Basic payroll data……………………………………………. 3 years Dates for FMLA leave……………………………………… Employee Notices…………………………………………… Employee requests for FMLA leave………………… Hours for FMLA……………………………………………… Notices given to employees regarding FMLA…. Qualified benefit plans…………………………………… 3 years 3 years 3 years 3 years 3 years 3 years Federal Income Tax Records All income tax records………………………………….. Permanently Insurance Records Accident reports & settled claims………………… Fire Inspection & Safety Reports………………… Insurance Policies………………………………………. 6 years after settlement 7 years 7 years after expiration Legal Documents Articles of Incorporation and bylaws…………. Amendments to above……………………………. Buy-Sell Agreements…………………………………. Legal Correspondence………………………………. Minutes…………………………………………………….. Partnerships……………………………………………... Stock Certificates & ledgers…………………….... Contracts & leases………………………………....... Employment Agreements…………………………. Permanently Permanently Permanently Permanently Permanently Permanently Permanently 7 years after expiration 7 years Occupational Safety & Health Records (CCR Title 8) OSHA 300…………………………………………………. Hazardous conditions exposures……………… Medical test…………………………………………….. 5 years after year reported 5 years 5 years Personnel Records (Title VII, ADEA, FEHA, ADA) Affirmative Action Programs…………………... Employment applications……………………….. Employee Benefits Data…………………………. Health Records………………………………………. I-9 Form…………………………………………………. Performance evaluations………………………. Personnel file……………………………………….. Job Injuries causing loss of work………….. Workers’ Compensation Benefits (CA Labor Code) DWC From 1………………………………………… Form 5020/OSHA 101………………………….. DWC Form 500…………………………………….. Letter of denial to employee……………….. 5 years 2 years 6 years, but not less than 1 year following a plan termination 5 years 3 years 5 years 5 years 5 years 5 years from date of injury or last date for benefit payment, whichever is later. Same as above Same as above Same as above Medical reports on claim……………………… Orders & awards of WC Appeals Board.. WC benefit payment record………………… Estimate of future liability…………………… All notices sent to employee………………. Same as above Same as above Same as above Same as above Same as above
