Checklist for
Payroll File
Here is a payroll file checklist of things you might keep in each employee’s individual payroll record:
- Employee’s full name
- Social Security number
- Complete address
- Birth date, if younger than 19
- Gender
- Occupation
- Offer letter signed by you and the employee
- Time and day when the workweek begins
- Time clock and other time and attendancerecords
- Total hours worked each day
- Total hours worked each workweek
- Rate you pay the employee (e.g., Rs.10 per hour, Rs.500 per week)
- Regular pay rate
- Total daily or weekly straight-time earnings
- Total overtime earnings for the workweek
- Additions to the wages (e.g., bonus pay)
- Expense reimbursement forms and receipts
- Raise documentation
- Payroll advance agreements
- Payroll deductions(e.g., employee benefits) and associated paperwork
- Form W-4
- Income withholding orders
- Pay records such as total pre-tax and post-taxwages paid each pay period
- Date wages are paid and the pay period covered by the payment
- Time off history and remaining time off