Payroll Summary Royalty Reports Adjustments Journal 2. Financial Records Set up folders for: Current Year Invoices (All checks will be filed numerically by check number. Look up payments by vendor or account. Then use check number to find documentation if needed.) Tax Materials a. Federal Tax State Tax Federal Unemployment Tax State Unemployment Tax Other State Taxes (if applicable) Local Tax (if applicable) Other Taxes Bank Statements and Reconciliations Profit & Loss Statements (P&Ls) 3. Personnel: One folder for each employee containing: Application for Employment Interview Notes Signed Receipts for Company Property Written Requests for Payroll Withholding Employer Copy of Employment Agreement/and Addendum Documentation of Commendations/Discipline Training History DMV Report (file with background checks) Record of Safety/OSHA Training Bonding Application I-9 Forms are needed for each employee and must be filed in a separate folder from other personnel forms. Application Kits Master and copies of applications, job descriptions, etc. Employee Kits Master and copies of the forms listed above 4. Maintenance Files Reference Information Background Information W-4(and state W-4 if applicable) Medical Questionnaires (filed separately) Release for Background Check Background Check Reports (filed separately)
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