Records required for exempt employees differ from those for nonexempt workers and special information is required on employees working under uncommon pay arrangements or to whom lodging or other facilities are furnished. Firms that employ industrial home workers must keep records in handbooks supplied by the U.S. Department of Labor. In addition to the recordkeeping requirements imposed for records relating to employee compensation, a number of federal statutes impose record retention requirements on documents associated with employee recruitment and selection. These records include job postings and advertisements, test papers, interview records, lists of applicants, applicant resumes, ranking and valuative criteria and other records. Requirements range from six months to five-year retention. Each year a comprehensive update of federal record retention requirements is published in the Federal Register. A business or government reference librarian can direct employers to the latest compilation. Minnesota Recordkeeping Requirements (Minn. Stat. § 177.30) . Employers must maintain records for three years. In 2019 Minnesota's record keeping requirements were amended (1Sp 2019 c7 art 3 s5), and the new law requires that the records be kept where the employees are working or in a place where records may be accessible and deliverable to the Minnesota Department of Labor and Industry within 72 hours of request. The following records must be kept by an employer for the three year period: - Each employee’s name, address and occupation; - Each employee’s rate of pay and the gross and net amount paid in each pay period; - Each employee’s hours worked each day and each workweek, including, for all employees paid at a piece rate, the number of pieces completed at each piece rate; - A list of personnel policies with brief descriptions of each policy that were provided to each employee, including the date the policies were given to the employee; - A copy of the notice to and signed by each employee and a copy of any written changes to the notice that were provided to each employee; - For each employer subject to the Minnesota Prevailing Wage Act, for public works projects funded in whole or in part with state funds, employers must furnish a certified payroll report every two week signed under oath by an owner or officer of the employer stating the wages and benefits paid each employee during the preceding weeks, and specifying for each employee: o Name o Identifying number o Prevailing wage master job classification o Hours worked each day o Rate of pay o Gross amount earned
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