State-by-state employee record retention guide covering payroll, unemployment insurance, workers’ compensation, child labor, discrimination, and access. Get clear timelines and required details for Alabama to Wyoming so employers meet audits, claims, and compliance duties.
By Brad Nakase, Attorney
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Have a quick question? We answered nearly 2000 FAQs.
Unemployment Insurance
Keep records for five years for every employee. Write down their name, Social Security number, and where they work. Note hire and rehire dates. Track each pay period, total wages, hours worked, benefits, and any time the employee is unemployed. These records make handling unemployment claims much easier.
Safety and Health / Workers’ Compensation
Keep a record of all injuries at work, including deaths, for twelve years. Report any injury to the Alabama Department of Labor within 15 days. If your business deals with hazardous waste, keep records of its generation, transport, treatment, storage, or disposal for three years.
Child Labor
For workers under 18, keep proof of age. Accepted documents/IDs include a date of birth certificate, driver’s license, or ID issued by the government. You must track daily hours, start and end times, and breaks. Also note hire date, school, and contact info. Keep these files for one year. Any workplace hiring minors must have a Child Labor Certificate for each location.
Wages, Hours, and Payroll
Keep employee records for three years. Note the worker’s name, address, job title, and wages. It needs to be done for each pay period, and daily & weekly hours worked. These documents or records will ensure that pay/wage is correct and the company is complying with labor rules and regulations.
Safety and Health / Workers’ Compensation
It is mandated to keep a record of all workplace injuries, illnesses, disabilities, or deaths. Report every incident to the Alaska Workers’ Compensation Board within 10 days of learning about it. Keep these files organized in case of inspections or claims.
Child Labor
For workers under 18, keep work permits (required for employees under 17) and proof of age. Track hours, start and end times, and breaks for all minors. Maintain these records for three years.
Discrimination
Keep records of employee race, age, and sex for two years. If under investigation for discrimination, hold records until the case is closed.
Employee Access
Current and former employees may look at or copy their records. Employers can charge a small fee for copying.
Wages, Hours, and Sick Time
Keep employee records for four years. Note full name, address, occupation, and date of birth if under 19. Record start of workweek, hourly rate, daily and weekly hours, total wages, overtime, additions or deductions, pay dates, and earned paid sick time balances. Track sick time taken, earned, and paid.
Unemployment Insurance
Maintain records for four years. Include pay stubs, canceled checks, payroll journals, tax reports, W-2s/W-3s, and other accounting documents. For each employee, note hire, rehire, and termination dates, Social Security number, total pay each period, bonuses, and work locations.
Safety & Health / Workers’ Compensation
It is mandated to keep records of deaths, injuries, illnesses, and exposure to harmful/toxic substances. You must report accidents to the Workers’ Compensation Board and insurance carrier within 10 days.
Child Labor
Track wages and hours for employees under 18.
Discrimination and Employee Access
Employers with 15+ employees must retain records related to employment discrimination. Employees may inspect exposure or drug test records.
Wages, Hours, and Payroll
Keep records for three years. You need to include every employee’s name, address, job, and daily and weekly hours. Pay rate and total pay per period must also be included. These records help make sure wages are accurate and follow state law.
Safety and Health / Workers’ Compensation
Keep a record of any workplace injury or death. Let the Arkansas Workers’ Compensation Commission know as soon as you find out—ideally within ten days. Organize the files so they are easy to find if someone needs them.
Child Labor
You need to keep name, address, date of birth, job, pay rate, and hours worked (For employees below the age of 18). Include employment certificates. Workers under 16 must have proper work certificates. Maintain these records for three years.
Discrimination
Keep records of pay, job titles, and work conditions for three years. An employee can raise a complaint or file a claim. You will have the records ready to show the details.
Wages, Hours, and Payroll
Keep employee records for three years. Include name, address, job, and age if under 18. Track daily hours, total pay, wages, job classification, and terms of employment. For workers paid by piece rate, note the units completed and piece rates. If you follow wage orders, also keep birth date for minors, Social Security number, time records, total wages for each pay period, total hours worked, and rate of pay.
Discrimination
Employers with five or more employees must keep all records related to hiring and employment for two years. This includes completed job applications, files of former employees, referral records, and documents for rejected applicants.
Notes
Additional rules may apply under federal law. Keep records organized so they are easy to access if the Labor Commissioner requests them. Contact the California Labor Commissioner’s Office for details or clarification.
Wages, Hours, and Payroll
Keep records for two years. You need to include each employee’s name, address, Social Security number, job, hire date, and age. Daily and weekly hours, pay rate, and total pay must also be included. Keep information on tips, deductions, and withholding. Family leave records should be kept for three years. Itemized pay statements, showing wages, deductions, and pay periods, must also be maintained for three years.
Unemployment Insurance
Hold records for five years. Track hire, rehire, and termination dates, pay periods, wages, hours worked, and reason for separation. Record the state of residence and where work is performed. Note lost time if the employee works less than full-time.
Workers’ Compensation
Record injuries that cause lost time. Report to the Colorado Division of Workers’ Compensation and the insurer within 10 days. Fatalities or incidents with multiple injuries must be reported immediately.
Child Labor
Keep age certificates for employees under 18 for the duration of employment.
Discrimination & Employee Access
Keep all records relevant to complaints until they are resolved. Employees may inspect their personnel files once a year, or once after leaving, and may be charged for copies.
Wages, Hours, and Payroll
Keep employee and contractor records for three years. Include name, address, job, and classification. Track pay rates, hours worked daily and weekly, total pay per period, and itemized deductions. For independent contractors, retain evidence of their classification and the written notice explaining it. Construction employers must provide this notice in English and Spanish, signed by both parties, with Department of Labor contact information.
Unemployment Insurance
Keep pay records for four years. Include employee name, Social Security number, gross and taxable wages, and any other payments such as bonuses, tips, or board and lodging.
Workers’ Compensation
Record all workplace injuries and fatalities. Report injuries to the Delaware Workers’ Compensation Commission within 10 days, or within 48 hours if hospitalization or death occurs. Keep hazardous material records for 30 years.
Child Labor
Maintain employment certificates for minors at all times. Make them accessible to the Department of Labor whenever requested.
Wages, Hours, and Payroll
Keep employee records for three years or as required by federal law—whichever is longer. Include name, address, Social Security number, occupation, and birth date for minors. Record pay rate, payment dates, daily and weekly hours, start and end times, mealtimes, and deductions. For nonexempt hourly employees, also track overtime and gross/net wages. Maintain signed copies of employee notices or electronic acknowledgment.
Employee Leave
Document Family and Medical Leave (DCFMLA) annually. Include total employees on leave, replacement costs, health insurance costs, leave length, reasons, employee salary, leave requests, supporting documents, and employer decisions.
Unemployment Insurance
Keep records for seven years. Include employee name, Social Security number, pay periods, wages (cash and non-cash), and employment dates.
Workers’ Compensation
Record deaths, injuries, illnesses, and exposure to hazardous agents. Report serious injuries promptly.
Child Labor
Track minors’ work and vacation permits, start and end times.
Discrimination
Keep records relevant to complaints until final resolution. Employees may access records of exposure to hazards.
Unemployment Insurance
Keep records for five years for each employee. Include name, Social Security number, payroll records, hours worked, wages paid, and dates. Note the place of employment by county, beginning and end dates of pay periods, hire and separation dates, rehire or return-to-work dates, and any special payments such as bonuses, gifts, or prizes with explanations.
Workers’ Compensation
Maintain records of all business and occupational licenses, articles of incorporation, trade or competency cards, and employment-related agreements. Keep copies of salary payments, W-2s, 1099s, contracts, tax filings, and reports. Also, record all injuries, noting whether they caused disability or death. Retain these records for the current year plus two preceding years, with injury records kept for 2.5 years.
Child Labor
For minors, retain proof of age, waiver authorizations, and any documents showing exemption from minor status. Keep these records for the entire period of the minor’s employment.
Payroll and Wage Records
In Georgia, employers need to keep basic payroll information for at least one year. This includes each worker’s name, address, job title, hours worked, and wages earned.
Unemployment Insurance Records
For unemployment purposes, records must be kept for four years. These should cover details like Social Security numbers, hire or rehire dates, hours worked, wages (cash and non-cash), reimbursements, and total quarterly pay. If an employee works in both covered and exempt jobs, the hours for each must also be recorded.
Workers’ Compensation Reporting
If an employee is injured, employers must file Form WC-1 as soon as they know. When an injury causes seven or more days off, it must be reported to the state within 21 days.
Child Labor Requirements
For workers under 18, employers need a work certificate filed with the Georgia Labor Commissioner within 30 days of issue. The certificate must stay on file for as long as the minor is employed.
Wages, Hours, and Payroll
Keep employee records for six years. Include name, address, Social Security number, birth date if under 19, occupation, pay rate, pay period, deductions and reasons, daily and weekly hours, straight-time and overtime wages, total wages for each pay period, gross and net wages, allowances counted toward minimum wage, and hire and termination dates.
Personnel records for hiring, promotions, demotions, layoffs, compensation, union membership, training, apprenticeship, and employment referrals must be retained for one year. Employers must also maintain their current and former addresses and the appropriate North American Industry Classification System (NAICS) code.
Workers’ Compensation / Safety & Health
You are mandated to report work-related injuries, illnesses, or deaths (the concerned department is the Hawaii Department of Labor & Industrial Relations). It is important to keep records of workplace safety/security and health activities.
Child Labor
Return the employment certificate for any minor to the Wage Standards Division upon termination and note the termination date on the certificate.
Discrimination
Retain all records related to complaints filed with administrative agencies or courts until the case concludes.
Employee Access
Employees may review records of exposure to hazardous substances after notification.
Payroll and Employment
Employers in Idaho must keep employee records for three years. Include the worker’s name, address, occupation, and date of birth if under 19. Note hours worked each day, total hours per week, wage rate, any overtime, and deductions. Also, keep a record of the total pay for each pay period. Files should be stored safely but accessible when needed for inspection.
Unemployment Insurance
You must ensure that records are kept for five years after the year the wages were given. Remember to include the employee’s name, Social Security number, work location, hire and rehire dates, date, and reason for leaving. Also include payments made, including any bonuses or reimbursements. This information is used for unemployment claims and state reporting.
Workers’ Compensation
Report injuries or illnesses requiring medical attention or missed work within ten days. Track all relevant details until recovery or closure.
Child Labor
Maintain age, name, address, and employment permits for minors aged 14–15.
Payroll and Wages
Employers in Illinois must keep payroll files for at least three years. Records should include each employee’s name, address, hours worked each day and week, rate of pay (with a copy of any written notice showing pay rate), gross wages, and deductions.
If a vacation is offered, employers must also keep track of how many days are earned, used, and paid each year. When wages are paid in cash, employees must sign receipts showing the date and amount received. These requirements apply to all employees, including those classified as exempt.
Workers’ Compensation and Safety
Employers must retain Material Safety Data Sheets and records of any employee exposure to toxic substances or harmful physical conditions for 10 years. All injuries or illnesses requiring more than first aid, as well as cases involving death, disability, or more than three lost workdays, must be reported to the Illinois Workers’ Compensation Commission.
Child Labor
Employers hiring minors under 16 must keep the following on file at the worksite:
Payroll and Wages
Employers in Indiana must keep basic employment records for each worker. These include the employee’s name, address, job title, hours worked daily and weekly, and wages earned in each pay period.
Workers’ Compensation and Safety
Employers are required to document any occupational disease or disability, including fatalities that occur in the workplace. A written report must be filed with the insurance carrier within 7 days if the condition results in death or more than one day of missed work.
Serious incidents must also be reported to IOSHA/OSHA. This includes hospitalizations (within 24 hours, except for observation or testing only), amputations, or the loss of an eye. In addition, employers must maintain records of employee exposure to hazardous materials or harmful physical agents.
Child Labor
Job permits for employees under 18 years of age must be kept on file for the entire period of employment.
Discrimination
Employers are required to maintain records showing the ages of their employees.
Employee Access
Workers have the right to review records that show their exposure to hazardous substances in the workplace.
Wages and Payroll
Unemployment Insurance
Workers’ Compensation / Safety
Child Labor
Discrimination
Employee Access
Wages and Payroll
Unemployment Insurance
Workers’ Compensation
Child Labor
Discrimination
Wages and Payroll
Employers need to hold on to payroll files for at least one year. These files should identify the worker (by name or ID), include their Social Security number, address, and job title, and note sex and date of birth for anyone under 18. Records should also state when the workweek starts. The number of hours worked each day & week, the employee’s regular rate of pay, straight-time & overtime earnings, any deductions/additions, the total wages for every pay period, and the date payment was made must be included.
Workers’ Compensation
You have to keep a record of any job-related injury that results in over one day of lost output/work. Within a week of learning about such an injury, the employer has to report it to the Department of Workers’ Claims. The report should include the employer’s business details, the employee’s personal and job information, the time and date of the incident, and a description of the injury.
Child Labor
For anyone under 18, employers must maintain separate files that show the worker’s name, age, and address, along with daily start and finish times and meal breaks. Valid work permits must also be kept on file.
Discrimination
Employers with eight or more workers must preserve records relevant to discrimination issues for one year, or longer if a case is open. Applications for apprenticeships, training programs, and requests for disability accommodations should be retained for two years.
Wages and Payroll (keep 1 year)
Workers’ Compensation
Report must list:
Child Labor
Discrimination
Wages and Payroll
Employers must keep payroll files for one year. Records should list employee name, address, job title, daily and weekly hours, and wages.
Unemployment Insurance
Unemployment records must be stored for five years. Files must show:
Workers’ Compensation and Safety
Work injuries that cause death or more than one week of lost time must be reported within 10 days. You have to include employer and worker details, wages, and the nature of the injury in the report. Employers with over 10 employees must also file reports on deaths, illnesses, or serious injuries within a span of 90 days. You also need to keep records of exposure to hazardous substances. Annual reports on workers’ compensation payments are due by April 30.
Child Labor and Discrimination
Work permits for minors under 18 must be kept. Records tied to discrimination complaints must be held until the case is resolved.
Wages and Payroll
Employers must keep records of hours and pay for three years. Nothing more is required under state law.
Unemployment Insurance
Files must be held for four years. Each record should list the worker’s name, Social Security number, dates of pay periods, days worked, daily hours, weekly wages, and any extra payments such as bonuses or gifts.
Workers’ Compensation
When an employee loses a workday or more from an injury, a report must go to the Workers’ Compensation Board within seven days. Employers also need to submit wage information within 30 days after learning of a claim.
Minors at Work
Keep daily schedules and hours for anyone under 18, except in farm or household jobs.
Other Records
Employers with at least fifteen employees have to keep proof of sexual-harassment training for 3 years. Discrimination and personnel records should be kept for at least one year. Workers may ask for a free copy of their file once a year.
Wages and Payroll
Employers must hold basic payroll files for three years. Records should list employee name, address, occupation, job class, rate of pay, hours worked each day and week, total pay per period, and any training wages.
Sick and Safe Leave
For at least three years, keep records showing the amount of leave earned and used. Smaller employers that only provide unpaid leave still need to track it.
Unemployment Insurance
Keep unemployment-related files for five years. These include Social Security numbers, wages per period, special payments, dates of hire or return, separation details, pay basis, wage calculations, time lost, and the dates of each pay period.
Workers’ Compensation
Fatal accidents or incidents that hospitalize three or more employees must be reported within eight hours. Other injuries causing over three days of lost work must be reported within ten days. Employers must also notify the Commission of occupational diseases and keep exposure records.
Child Labor & Discrimination
Work permits for minors must be kept for as long as the minor is employed. Employers should also retain wage and job-class information relevant to discrimination claims.
Employee Access
Workers have the right to see exposure records.
Wages and Payroll
Employers in Massachusetts are required to keep payroll records for at least three years. These records must show each employee’s identifying information, rate of pay, hours worked daily and weekly, wages paid in each pay period, deductions, vacation pay, and any fees charged to the employee. Records must also reflect the specific dates worked each week.
Unemployment Insurance
For unemployment purposes, employers must hold records for four years. These files should show weekly wages, hours worked, periods of unemployment, and any time lost due to unavailability or inability to work. Records should be detailed enough to demonstrate both employment and unemployment history.
Child Labor
When employing minors, businesses must keep work permits on file and maintain a list of the minor employees with their ages. These records must remain on file for the duration of the minor’s employment or until the employee turns eighteen.
Health Insurance
Companies with at least 6 workers are required to file a Health Insurance Responsibility Disclosure (HIRD) form every year. This form provides information about the health coverage options offered by the employer.
Payroll
Michigan employers must keep payroll records for at least three years. Records should include each employee’s name, address, occupation, date of birth, rate of pay, hours worked per pay period, total wages earned, and a breakdown of deductions and fringe benefits provided.
Paid Sick Leave
Employers are required to document hours worked and any sick leave used by employees. These records must also be retained for three years.
Unemployment Insurance
For unemployment purposes, employers must hold records for six years. Information should cover the employee’s name, Social Security number, workplace, dates of hire and separation, reasons for leaving, hours worked, wages earned each quarter, and any reimbursements or allowances for expenses. Both cash and non-cash remuneration must be reported.
Safety and Health
Employers must keep hazardous exposure records for at least thirty years and medical records for the length of employment plus thirty years.
Child Labor
For employees under eighteen, employers must record daily start and end times and total hours worked. These records must be kept for at least one year.
Payroll
Employers must keep basic payroll records for three years. These should show each employee’s name, address, occupation, rate of pay, daily and weekly hours, and wages earned.
Unemployment Insurance
Unemployment records must be stored for four years. Files should list the employee’s name, Social Security number, work location, pay rate, hours and days worked, and total pay. Payroll registers, earnings records, time cards, and federal forms (such as W-2, 941, 1099) must also be kept.
Safety and Health
Deaths or serious injuries have to be reported to the Department of Labor & Industry (within 48 hours) with a written report due in seven days. Injuries that disable a worker for over three days must be reported within 10 days. Exposure records must be kept for 30 years, and training records for five years.
Child Labor and Discrimination
Proof of age for minors must be kept while employed. Applicant and employee records must be held for one year, or until any discrimination charge is resolved.
Unemployment Insurance
Employers must keep detailed wage records for each worker. Files should include the employee’s name, Social Security number, work location, hours worked each pay period, and wages. Wages must be broken down into cash, non-cash, and special payments such as bonuses or prizes. Weekly hours and earnings also need to be recorded unless the worker is salaried.
Workers’ Compensation
All job-related injuries must be documented. Records must contain the employee’s name & address, date of accident, nature of injury, employer’s details, number of days lost, and cumulative medical expenses.
Child Labor
Special rules apply to workers under 16 in mills, factories, workshops, or canneries (other than fruit and vegetable). Employers must keep parental affidavits and maintain a register with this information. In addition, minors must provide a school certificate showing their date of birth, last attendance, grade, school name, and teacher’s name.
Wages, Hours, and Payroll
Employers have to keep basic payroll records for a minimum of three years. These include the employee’s name, address, occupation, rate of pay, hours worked daily & weekly, total wages paid each period, and any goods or services provided as part of the package/compensation.
Unemployment Insurance
Unemployment records must also be kept for three years. Files should contain the worker’s name, Social Security number, dates of hire and separation, place of work, payroll periods, weekly workdays, wages, gratuities, noncash compensation, and special payments.
Workers’ Compensation
Employers must report workplace injuries to their insurer within five days and to the Division of Workers’ Compensation within thirty days. Records must list the employee’s personal details, wages, accident time and cause, nature of injury, medical costs, and lost work time. Exposure to radioactive materials must be recorded and kept for five years.
Child Labor
For workers under sixteen, employers must keep permits and daily hour records for at least two years. Permits must also be posted and returned upon termination.
Discrimination
Employers with six or more workers must retain applications and personnel records for at least one year, or longer if a claim is pending.
Wages and Payroll
Employers have to keep basic pay and work records for a minimum of three years. These include name, address, date of birth, sex, and position/occupation. The hourly rate, period of pay, hours worked each day & week, straight-time and overtime pay, deductions/additions, and the total wages paid must also be included. Records like time cards, schedules, contracts, and pay agreements should also be kept.
Unemployment Insurance
For unemployment purposes, records must be held for five years. Employers need to track each worker’s name, Social Security number, wages, noncash pay, tips, bonuses, hire and termination dates, reason for separation, method of pay, and payroll period dates.
Workers’ Compensation and Safety
Payroll & employment records need to be open for inspection by the Department of Labor and Industry. Employers also must keep lists of hazardous substances/chemicals and any records of exposure.
Discrimination
Employers have to keep records on employee age, sex, and race for at least two years, or until any complaint is resolved.
Unemployment Insurance
Employers have to keep unemployment records for at least four years. These files/documents should include the employee’s name, Social Security number, residence, type of work, and where the work was done/performed. Dates of hire, rehire, termination, and the reason for separation must also be noted. Pay records must cover both cash and noncash remuneration, reimbursements, pay period dates, total wages, and quarterly amounts. Employers must also record the week with the highest number of workers and the total employed.
Safety and Workers’ Compensation
Employers need to keep records of health and safety inspections. Any accident that causes a death must be reported within 48 hours, and nonfatal injuries within two weeks.
Child Labor
For workers under 16, employers must keep two lists of names—one posted at the main entrance and one on file. Work permits must be returned to school officials when employment ends.
Discrimination
Employers with 15 or more staff must retain records on wages, wage rates, job classes, and other employment terms.
Wages/Payroll
Employers have to keep at least two years of records showing gross and net pay, deductions, hours worked each day and pay period, and dates of payment.
Unemployment Insurance
Four-year records must include hire and termination dates, pay periods, wages, pay rates, work state, Social Security numbers, and details of special payments like bonuses or lodging.
Safety & Workers’ Compensation
Fatal accidents or incidents hospitalizing three or more employees must be reported within 8 hours. Injury or death notices must be kept for three years. Employers must also file reports of industrial injuries and keep claim records.
Child Labor & Leave
Work permits for minors under 18 must be retained until the worker turns 18. Employers must also track domestic violence leave for two years, with confidential documentation.
Employee Access
Workers can review payroll and exposure records, but investigative files remain restricted.
Wages and Payroll
Employers must keep four years of records showing each employee’s name, address, job title, hours worked, wages, start and end times, and meal breaks. A signed pay notification must also be on file, confirming the worker’s pay rate, schedule, and payment method. Employers must provide written details of benefits such as vacation, sick leave, and bonuses, and update employees in writing before any changes take effect.
Unemployment Insurance
Six-year records are required, including hire and termination dates, Social Security numbers, weekly wages, hours worked, wage payments, and reasons for any lost time.
Safety and Workers’ Compensation
Exposure to hazardous substances must be documented and kept for 30 years. Injury reports must be filed within 5 days, with supplemental reports for longer disabilities, and stored for 5 years.
Child Labor
Work certificates, proof of age, and parental consent for certain minors must be retained.
Employee Access
Workers may inspect or copy personnel files, except during active investigations or security reviews.
Wages and Payroll
Employers must keep six years of payroll records showing each worker’s name, address, birth date (if under 18), hours worked, and wages paid. At hiring, employees must also receive a written notice summarizing their wage and hour rights.
Paid Sick Leave
Records of hours worked and earned sick leave used must be kept for five years.
Unemployment Insurance
For the current year plus four prior years, employers must maintain detailed wage and employment records. These include names, Social Security numbers, hire and separation dates, wages, and special payments such as bonuses or tips. Pay period dates and totals for both individual and combined payrolls must also be documented.
Safety & Workers’ Compensation
Employers have to track accidents, occupational diseases, and hazardous substances in the workplace.
Child Labor
Records for workers under 19—including age, hours, wages, and meal times—must be kept for one year. Employment certificates are required for minors under 18.
Employee Access
Public employees are entitled to review records of hazardous exposures and workplace environmental surveys.
Wages and Payroll
Employers have to keep wage and hour records for at least one year. Records for unclaimed wages, including name and last known address, must be kept for ten years after the report is filed.
Unemployment Insurance
For unemployment purposes, records have to be kept for four years. These include employee name, address, Social Security number, dates of employment, wages by pay period, start and end of pay periods, hours if less than full-time, and the reason for separation.
Safety and Workers’ Compensation
Employers have to record any injury that causes more than seven days of absence and report it to the Workers’ Compensation Administration within ten days. Records of exposure to toxic materials must be kept. Material Safety Data Sheets (MSDS) must be retained for thirty years.
Child Labor
Employers must keep work permits for minors and post a list of employed minors in a visible location.
Wages and Payroll
Employers in New York have to keep weekly payroll records for each worker. These must include name, address, Social Security number, hours worked daily and weekly, pay rates, deductions, and gross and net wages. Records must also note allowances used toward minimum wage, and for piece-rate employees, the number of pieces completed. For executive, administrative, or professional staff, the employer must record occupation, wages, and allowances. These records must be kept for six years.
Unemployment Insurance
Employers are required to keep employee wage and work records for three years. These include pay period dates, wages, non-cash remuneration, tips, and Social Security numbers.
Safety and Workers’ Compensation
Employers have to maintain organizational records, tax filings, employee agreements, and pay details for three years. Records of workplace injuries must be preserved for 18 years, and records of employee exposure to hazardous substances for 40 years.
Child Labor
Employment certificates for minors must be kept on file and returned when the minor leaves employment.
Wages and Payroll
North Carolina employers must keep payroll and wage records for three years. These records must include an employee’s name, address, phone number, job title, and—if under 20—the date of birth. Employers must also record the start of the workweek, hours worked each day and week, straight-time and overtime earnings, gross pay, deductions, and payment dates. If meals, lodging, or other facilities are counted as part of wages, those costs must be documented. Tip credits must also be shown.
Safety and Workers’ Compensation
Employers must keep records of all work-related injuries, including fatalities. Injuries causing more than one day of lost time must be reported to the North Carolina Industrial Commission within five days. Records of employee exposure to toxic substances, along with a list of hazardous materials and safety data sheets, must also be maintained.
Child Labor
Employers hiring workers below 18 must keep employment certificates. Records of wages, hours, and working conditions must also be maintained.
Unemployment Insurance
Employers have to keep unemployment insurance records for five years. These must include the employee’s name, Social Security number, state of employment, hire and separation dates with reasons, and full wage details. Wages must show both cash and non-cash remuneration, including bonuses, gifts, or gratuities. Employers must also record travel allowances, reimbursement amounts, weeks of less than full-time work, pay period dates, quarterly wages, days worked, and any time lost for reasons other than lack of work.
Safety and Health
Injury notices must be filed with the Workforce Safety and Insurance Organization within seven days of receiving notice from the employee.
Child Labor
Employers hiring minors under 16 must keep work certificates on file.
Discrimination
Records of wages, pay rates, job classifications, and employment conditions must be preserved during employment and for two years after. Reports must be made to the labor commissioner when required.
Wages and Payroll
Employers have to keep payroll records for three years, including each worker’s name, address, occupation, rate of pay, and daily or weekly hours.
Unemployment Insurance
For unemployment purposes, records must be retained for five years. These must show employee identification details, gross earnings, payment dates, services performed, hire and termination dates with reasons, time lost, and whether work was covered or excluded. Non-cash remuneration must also be documented.
Workers’ Compensation
Employers have to preserve payroll records for at least five years and record all injuries or occupational diseases causing seven or more lost workdays. A report must be filed with the Bureau of Workers’ Compensation within one week, listing employer details, job information, and the nature of the injury or disease.
Child Labor
Work permits are required for minors ages 14 to 17. Employers must keep a posted list of minors and retain detailed records of their hours, wages, and work conditions for two years.
Employee Access
Workers are entitled to access their payroll and medical records tied to employment or workplace injury.
Unemployment Insurance
Employers have to keep records for four years that document each worker’s name, Social Security number, dates of hire and separation, and reason for leaving. Payroll records, ledgers, check registers, contribution reports, and tax filings (business and personal) must also be retained. Records should show cash wages, value of noncash pay, tips, and special payments, along with pay period dates and states where work was performed.
Workers’ Compensation
A report of any job-related injury must be filed with the Workers’ Compensation Court and the employer’s insurance carrier within ten days after notice of the injury.
Child Labor
For employees below 16, companies must keep on file age and school certificates. Companies have to keep records showing names, ages, and hours of work. Times for meals, and daily start & stop times should also be included. These records need to be available for inspection to verify compliance with Oklahoma child labor laws.
Wages/Hours/Payroll
Employers have to keep payroll records for 2 years. Records need to show: employee’s name, address, date of birth (if under 19), occupation, pay rate, hours worked each day/week, overtime, total earnings, deductions, wages paid, and dates of payment. A written, itemized wage statement must be given each payday.
Unemployment Insurance
Employers must keep unemployment records for 3 years. These must include: employee’s name, Social Security number, total pay each period, value of noncash pay, hiring and termination dates, hours worked each quarter, and number of employees in each pay period.
Safety/Workers’ Compensation
Work-related deaths, serious injuries, and illnesses must be reported within 5 days. Safety committee minutes and exposure records to toxic substances must also be kept.
Child Labor
Records for employees under 18 must be kept for 2 years. Employers must also hold employment certificates for minors and keep a list of minors on file.
Employee Access
Employees have the right to see and copy their personnel and pay records within 45 days of a request.
Wages and Payroll
Employers must keep payroll records for 3 years. These must show each worker’s name, address, job, pay rate, start and end times, daily and weekly hours, overtime, deductions, allowances, wages paid, and pay period dates. Extra records are required for tipped employees, students, and learners.
Unemployment Insurance
For 4 years, employers must keep employee details, including Social Security numbers, wage rates, compensation, expenses, scheduled hours, attendance, reasons for separation, and supporting tax or contractor documents.
Safety and Workers’ Compensation
All employee injuries must be recorded and reported. Deaths must be reported within 48 hours, and other injuries within 7 days. Records on hazardous substances from the prior year must also be maintained.
Child Labor
Employers must keep permits, permission statements, schedules, and work hour records for minors.
Wages and Payroll
Employers in Rhode Island have to keep payroll records for 3 years. These include each worker’s name, address, job title, pay rate, total pay for each period, and daily/weekly hours worked.
Unemployment Insurance
Records have to be kept for 4 years. Employers need to document names, Social Security numbers, addresses, rates of pay, hours worked, wages (cash/non-cash), tips, bonuses, dismissal pay, reimbursements, and any time lost from work.
Safety & Workers’ Compensation
Employers have to file a First Report of Injury when an employee loses three or more days of work or requires medical care. All work-related deaths must be reported. Businesses using/storing hazardous chemicals must keep a chemical list for 30 years (available for inspection).
Child Labor
Employers have to keep work permits or certificates for minors, depending on age.
Discrimination
Workplaces with over fifty employees must maintain written sexual harassment procedures/policies.
Wages and Payroll
Employers with a minimum of five workers have to keep wage records for three years. These must show the employee’s name, address, pay, and any deductions.
Unemployment Insurance
Records must be kept for five years for each worker. Employers must note the employee’s name, Social Security number, weekly hours, wages (including cash, tips, and other payments), hire and separation dates, reasons for leaving, weeks of part-time work, and any time lost. Records must also show the beginning and end of each pay period and the largest number of workers employed in a week.
Safety and Workers’ Compensation
Employers must keep a record of all job-related injuries and deaths. Injuries requiring medical treatment must be reported within 10 days, with a follow-up report after 60 days. Exposure to hazardous substances or harmful agents must also be tracked, and employees must be told of any exposure.
Employee Access
Workers may review exposure records. They can also request workers’ compensation records, which must be provided within 14 days.
Wages, Hours, Payroll, and Unemployment
Employers must keep records for four years for each employee. This includes the employee’s name and Social Security number, work location, weekly hours and wages, hire and separation dates, reasons for leaving, time lost, and wages for exempt work. Quarterly wage totals must include cash wages, value of other remuneration (tips, gratuities), and deductions for employee expenses.
Safety and Workers’ Compensation
All work-related injuries must be recorded within seven working days. Injuries requiring medical treatment beyond minor first aid or causing seven or more days off must be reported to the insurer or state within seven days. Records must be kept for four years.
Child Labor
Employers have to maintain a list of workers under 16, employment certificates, and work permits.
Discrimination
Employers with more than 25 employees must track wage rates, job classifications, & other employment terms.
Unemployment Insurance
Employers have to keep unemployment-related records for seven years. These files should clearly identify the worker by name and Social Security number, list where they worked, and include hire and separation dates with reasons for leaving. Payroll details must show weekly hours, wages in cash and other forms, special payments, and scheduled hours.
Safety and Workers’ Compensation
When an employee is injured, the employer has one working day to report it on Form C-20 to the insurance carrier. Carriers or self-insured businesses then file the report with the state within 14 days. Safety records, including compliance notes and chemical inventories, must be maintained, and Material Safety Data Sheets are kept for 30 years.
Child Labor and Discrimination
Employers of minors must keep proof of age, applications, and time logs on-site. Companies with at least eight employees must also preserve records related to hiring, pay, promotions, and training for six months after termination.
Wage, Hour, and Payroll Records
Texas employers must keep records that show wages, compensation, and unemployment tax details. Along with payroll information, files should identify business ownership, headquarters, and mailing addresses, the location where records can be inspected, and contact details for owners or officers. These records are kept for four years.
Discrimination Records
Personnel records connected to discrimination claims must be preserved for one year after the employee’s last day of work.
Safety, Health, and Workers’ Compensation
Employers have detailed obligations under workplace safety laws. Injury records must be maintained for five years, and a wage statement must be filed if a worker qualifies for compensation or dies from a job-related injury. Hazard communication training records must also be kept for five years. Chemical lists, updated annually, are retained for 30 years, and current Safety Data Sheets for all hazardous materials must remain available. Self-insured employers must keep complete payroll and financial records for reporting to the state.
Payroll Records
Utah requires employers to keep payroll information for three years. These files should include an employee’s name, address, date of birth, hours worked, and wages earned.
Unemployment Insurance
Employers must also keep unemployment-related records for three years. The file should show the worker’s Social Security number, home address, work location, dates of hire and separation, reasons for leaving, pay periods, and total wages. Daily time cards or similar records kept in the normal course of business must also be saved.
Workplace Safety and Compensation
All workplace injuries and illnesses must be recorded. A First Report of Injury has to be filed within seven days. Serious cases or fatalities/accidents must be reported to the Division of Occupational Safety & Health within eight hours. Employers have to keep records of exposures to hazardous materials and preventive measures taken.
Discrimination Records
Companies with 15 or more workers must preserve personnel records on hiring, pay, promotions, training, and terminations for six months, or longer if a claim is pending.
Payroll Records
Vermont requires employers to keep basic payroll files for at least two years. These must show the hours an employee worked and the wages paid. If an employer is covered under the federal Fair Labor Standards Act, more detailed records must be kept for three years.
Unemployment Insurance
For unemployment purposes, records must be kept for four years. These include personal details such as the employee’s Social Security number and address, hire and separation dates, hours worked, wages, tips, non-cash pay such as lodging or meals, and any reimbursements. Employers must also track weekly employment levels and the largest number of workers in a pay period.
Workplace Safety and Compensation
Employers must record all workplace injuries and fatalities, and report any incident requiring medical care or a day of disability. Records of chemical use and exposure must also be maintained.
Child Labor
Employers must track minors’ hours, start and stop times, and meal breaks, and keep employment certificates for workers under 16.
Employee Rights
Employees are entitled to review their records of hazardous substance exposure.
Unemployment Insurance
Virginia requires employers to keep unemployment-related records for four years. These files need to have basic identifying details. Details of the employee worked, hire & separation dates, wages for every pay period, and whether any weeks were less than full-time. Any special payments, such as bonuses or severance, must be listed separately, along with reimbursements for business expenses.
Safety and Workers’ Compensation
All work injuries and illnesses must be documented. Employers have ten days to report incidents to the Workers’ Compensation Commission. Serious cases—such as fatalities, hospitalizations, amputations, or the loss of an eye—must also be reported to the Department of Labor and Industry within strict time limits. Records of chemical exposure and material safety data must be maintained as well.
Child Labor and Employee Access
Employers hiring workers under 16 must keep records of hours, meal breaks, and employment certificates. Employees have the right to review medical files and hazard exposure records, and may request copies of wage or employment documents within 30 days.
Payroll and Wages
Employers must hold on to payroll records for three years. These records show the employee’s name, address, job, rate of pay, hours worked each day and week, overtime, deductions, and total pay. Records of paid sick leave, including accrual and use, must also be kept.
Unemployment Insurance
For unemployment purposes, records must be saved for four years. They should include hire and separation dates, wages, pay basis, hours, and reason for leaving if known.
Safety and Workers’ Compensation
Employers need to record injuries and illnesses, other than minor first aid cases, and keep them for five years. Chemical lists, exposure records, and safety data sheets must be kept for 30 years.
Minors and Access
Work permits and school authorization forms for minors must be stored for three years. Employees and former employees can ask to see their payroll, personnel, and exposure records.
Wages and Payroll
Employers must hold on to payroll records for at least two years. These records include the employee’s name, address, and date of birth if under 18. It also includes job title, gender, hours worked each day/week, rates of pay, overtime, deductions, total wages, work schedules, and any relevant agreements.
Unemployment Insurance
For unemployment purposes, records must be retained for five years. This includes employee identification, hire and separation dates, wages paid, hours worked, reason for leaving, payroll periods, and place of work.
Safety & Workers’ Compensation
All workplace injuries have to be reported to the insurance carrier within five days. Records of employee exposure to hazardous chemicals must be maintained and made available upon request.
Child Labor and Work Authorization
Age and work certificates for minors must be kept on file. Employers must retain proof of legal work authorization for two years.
Discrimination
Employers with 12 or more employees must keep all records relevant to discrimination complaints until the case is resolved.
Wages and Payroll
Employers must retain payroll records for three years. Records include the employee’s name, address, birth date, hire and termination dates, daily start and end times, mealtimes, hours worked, pay rates, wages, and itemized deductions. Employees exempt from state overtime rules and not paid hourly do not require hourly records.
Unemployment Insurance
For unemployment purposes, records must be kept for six years. This includes employee identification, social security number, dates of service, weekly or quarterly wages, payment dates, and any salary reductions approved by the employee.
Safety and Workers’ Compensation
Employers with three or more employees must record all workplace accidents causing death or disability, including employee details, wages, injury description, and cause. Material Safety Data Sheets for hazardous substances must be kept for 30 years. Insurers or self-insured employers must track workers’ compensation payments.
Child Labor
Records for employees under 18 must be kept for three years. These include work hours, meal breaks, wages, deductions, and work permits.
Employee Access
Employees may inspect certain records twice per year, though medical information may be limited if disclosure could be harmful. Some records, like investigations or references, are exempt.
Wages and Payroll
Employers in Wyoming must keep records of each employee’s name, address, occupation, pay rate, pay amount for each period, and daily and weekly hours worked. These records must be maintained for two years.
Unemployment Insurance
For unemployment purposes, employers must retain records for four years. This includes employee identification, social security number, location details, and separation details. Payroll records have to mention money wages, non-cash payments, tips/bonuses, gifts, severance, retirement payments, and any business expense payments/reimbursements. Employers need to record pay periods, total wages, weekly employment, and applicable hourly, weekly, or monthly pay rates.
Safety and Workers’ Compensation
All workplace injuries have to be reported to the Wyoming Department of Workforce Services, Workers’ Compensation Division, within ten days of notice. Employees must receive a copy of the report.
Child Labor
Proof of age records for employees under 16, such as birth certificates or I-9 forms, must be maintained.
Employee Access
Employees must have access to the results of the pre-employment physicals and exams related to hazardous exposures.
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