HIRING & PERSONNEL INFORMATION
| Type of Employee Record | Years to Keep Record |
|---|---|
| Job applications, resumes, other replies to advertisements | Typically, 1 year from the date of record. However, to include some exceptions, 2 years from last action recommended. |
| Records relating to refusal or failure to hire, including test papers, medical tests, and/or other screening tools | 2 years after last action. |
| Advertisements or notices to the public or employees about openings, promotions, and/or training opportunities | Typically, 1 year from the date of record. However, to include some exceptions, 2 years from last action recommended. |
| Records showing impact of employment actions of selections, promotions, demotions, layoffs and recalls, termination, transfers and opportunities for training or overtime work | 1 year from date of action |
| Dates hired, separated, rehired, resumed, reason for separation | 1 year from date of action |
| Aptitude, ability, medical or other tests used | 1 year from date of action |
| Polygraph test results and records, including reasons for administering | 3 years from date of action |
| Name, addresses, SSN, gender and date of birth | 4 years following last action |
| Occupation and job classification | 4 years following last action |
| I-9 | 1 year from termination, or 3 years; whichever is longer |
TAX RECORDS
| Type of Employee Record | Years to Keep Record |
|---|---|
| Amount of wages subjected to withholdings | 4 years |
| Agreements with employees to withhold additional taxes | 4 years |
| Actual taxes withheld and dates withheld | 4 years |
| Reasons for any differences between total tax payments and actual tax payments | 4 years |
| Withholdings form [W-4] | 4 years |
COMPENSATION PROGRAM INFORMATION
| Type of Employee Record | Years to Keep Record |
|---|---|
| Documents concerning merit or seniority systems | 2 years |
| Explanations of wage differences for employees of same and opposite sex | 2 years |
| Job evaluations and job descriptions | 2 years |
| Wage rate tables | 2 years |
| Bargaining agreements and individual contracts | 2 years |
COMPENSATION
| Type of Employee Record | Years to Keep Record |
|---|---|
| Daily work schedule | 3 years from last action |
| Pay rate | 3 years from last action |
| Weekly compensation | 3 years |
| Amounts and dates of actual payment; period of service covered | 4 years |
| Daily and weekly hours | 4 years |
| Straight time and overtime hours and pay | 4 years |
| Annuity and pension payments | 4 years |
| Accident and health plan payments | 4 years |
| Fringe benefits paid | 4 years |
| Tips | 4 years |
| Deductions and additions | 4 years |
BENEFITS PROGRAMS INFORMATION
| Type of Employee Record | Years to Keep Record |
|---|---|
| All records supporting disclosures required in reports to the Internal Revenue Service, Department of Labor and Pension Benefit Guaranty Corporation | 6 years from the date report filed |
| Plan description | 1 year from termination of plan |
HEALTH, MEDICAL AND SAFETY DATA
| Type of Employee Record | Years to Keep Record |
|---|---|
| Job related injuries and illnesses | 5 years after record is made |
| Requests for accommodation of disability | 1 year from last action |
Legal Disclaimer: This document is intended for informational purposes only, and does not constitute legal information or advice. This information is provided in consultation with federal and state statutes and does not encompass other regulations that may exist, such as local ordinances. If you are seeking legal advice, you are encouraged to consult an attorney.