Federal Record Keeping Requirements Table

1
Occupational
Safety &
Health Act

15
Title VII
and
ADA

20
Age
Discrimination
in Employment
Act

50
Family &
Medical
Leave
Act

Basic Employee Data

·          Name, address, SSN, gender, DOB

1

3

3

·          Occupation, job classification

1

3

3

·          Work Authorization

o         I-9 for all

Compensation Records

·          Daily work schedules

3

·          Pay rate

1

3

3

·          Weekly compensation

1

3

3

·          Amounts and dates of actual payment,
service period covered

3

o         Daily and weekly hours

3

o         Straight time and overtime hours and pay

o         Annuity and pension payments

o         Accident and health plan payments

o         Fringe benefits paid

o         Tips

o         Deductions and additions

o         Premium payments of benefits
for employees on FMLA leave

3

Tax Records

·          Amounts of wages subject to withholding

·          Agreements with employees to
withhold additional taxes

·          Actual taxes withheld and dates withheld

·          Reasons for any difference between total tax
payments and actual tax payments

·          Withholding forms (W-4, W-4E, etc.)

Employment Actions

·          Date hired, separated, rehired, or returned;
reason for separation

1

1

·          Promotions, demotions, recalls, layoffs,
transfers, training opportunities

1

1

·          Aptitude/ability/medical/other tests
used in employment actions

1

1

·          Polygraph test results and records
including reasons for administering

1

1

·          Dates and records regarding FMLA
leave

3

Health and Medical Data

·          Job-related injuries and illnesses

o         OSHA Form 200 log with dates and summaries

5

o         OSHA Form 101 with additional info

5*

·          Request for accommodation of disability

1

1

·          Medical exams used for employment

30

1

1

·          Toxic substance exposure records

30

·          Blood borne pathogen exposure records

30