It’s a good idea to periodically revisit recordkeeping requirements under the Fair Labor Standards Act (FLSA). Every employer covered by the FLSA must keep certain payroll records for each covered, nonexempt worker for at least three years. It’s in an employers’ best interests to keep as much detailed information as possible to demonstrate compliance with the FLSA’s provisions regarding minimum wage, overtime, equal pay and child labor.
What kind of information do I need to collect and keep?
The following is a list of basic records that an employer must maintain:
- Employee’s full name and social security number
- Address, including zip code
- Birth date, if younger than 19
- Sex and occupation
Work Schedule & Base Pay
- Time and day of week when employee’s workweek begins. Hours worked each day and total hours worked each workweek
- Basis on which employee’s wages are paid
- Regular hourly pay rate
Payroll & Earnings
- Total daily or weekly straight-time earnings
- Total overtime earnings for the workweek
- All additions to or deductions from the employee’s wages
- Total wages paid each pay period
- Date of payment and the pay period covered by the payment
The FLSA is specific about the records that must be kept; please refer to the Department of Labor’s fact sheet for more detailed information. While there is no required form for the records, records must include accurate information about the employee, hours worked and wages earned. If the U.S. Department of Labor requests information, an employer must be able to provide it within 72 hours of the request.