• Birth date if younger than 19. • Sex and occupation.
• Time and day of week when the employee’s workweek begins. • Hours worked each day and total hours worked each workweek. • Basis of pay (e.g., hourly, salary, piece rate) and regular hourly rate. • Straight time earnings for each day or week. • Overtime earnings for the workweek. • All additions to and deductions from wages. • Total wages paid each pay period. • Date of payment and the pay period covered.
Different record details are required for exempt employees, for workers under special pay arrangements, and where lodging or other facilities are furnished as wages. Employers using industrial homeworkers must also maintain records on U.S. DOL forms. Separate federal laws (e.g., EEO, ADA, Title VII, ADEA) impose retention requirements for recruitment and selection records (postings, applications, resumes, interview notes, test results, candidate rankings). Retention periods range from 6 months to several years, depending on the statute. Employers should consult current EEOC and DOL guidance for specific retention timelines.
Minnesota recordkeeping and wage payment rules General recordkeeping (Minn. Stat. § 177.30; wage theft amendments)
Minnesota’s 2019 “wage theft” amendments strengthened recordkeeping requirements. Employers must keep required records for at least three years, at the place where employees work or in a location where records can be produced to the Minnesota Department of Labor and Industry (DLI) within 72 hours of a request. For each employee, Minnesota employers must retain: • Name, address, and occupation. • Rate(s) of pay and gross and net pay each pay period. • Hours worked each day and each workweek; for piece rate workers, pieces completed at each rate. • A list and brief description of personnel policies provided to the employee, with dates. • A copy of the written wage notice required at hire and any written changes, signed by the employee. • For employers subject to the Minnesota Prevailing Wage Act on state funded public works, certified payroll records filed every two weeks, showing detailed wage, hour, benefit, and classification information for each covered worker.
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