Payroll Record Keeping: Who Requires What, for How Long and in What Format

Why Should You Attend:

Employers are often confused concerning the legal requirements for recordkeeping, the retention of employee files and other employment-related records. Apart from federal recordkeeping requirements, individual states too have requirements that must be followed. Some requirements apply to most or all employers, while others apply primarily to government contractors and subcontractors. There are several other variables to these requirements as well.

This course will provide an overview of the practical, legal and security considerations for employers and human resource professionals in designing, maintaining and protecting personnel records systems, including the growing concerns of data breaches and identity theft.

Learning Objectives:

Key concepts in managing personnel records, including:

• The design of the personnel records management system
• Thorough list of what to include and what not to include in personnel files
• Reviews of computerized personnel systems as many employers are transitioning their personnel records management systems from paper-based records and files to electronic databases integrating HR automation and technology
• Discussion of relevant federal and state laws
• Issues to consider in safeguarding personnel files

Areas Covered in the Webinar:

• An initial assessment of a personnel records management system
• What to include in personnel files
• Documents used in recruiting, screening and hiring candidates
• Computerized personnel records systems
• Federal law requirements
• Disposal of personnel records
• Conducting personnel file audits

Who Will Benefit:

• Employers
• Human Resource and Talent Management Professionals
• Managers
• Supervisors
• Accountants
• CPAs
• CFOs
• Controllers
• Tax Managers
• Presidents
• Vice Presidents
• Payroll Professionals
• Bookkeepers

Instructor Profile:

Diana Chomichuk is a human resource strategist and president of HR Inc. With over 17 years of strategic human resources experience, Ms. Chomichuk is a leader, practitioner, expert, facilitator, professional speaker, coach, and author. She has led corporate human resources for an advanced manufacturing business, worked for corporate human resources in government service, developed the business of one of the 50 Best Employers in Canada, and served in various senior management roles. With a Bachelor of Commerce (Honors) degree, she is a designated CHRP (Certified Human Resource Professional) and holds certificates in: human resource management, volunteer management, adult education, change management, leadership, and organizational development. Ms. Chomichuk is a member of the board of directors for the Human Resource Management Association. She is also a designated CMC (Certified Management Consultant). She instructs students and professionals in human resource management at an international college. Ms. Chomichuk is HR Inc.’s lead facilitator for human resource management, performance skills management, and leadership training programs. She has delivered training to professionals, managers, and supervisors in various organizations. She has been invited to speak to various community and special interest groups such as universities, colleges, and professional associations. She has also lent her expertise on air through radio interviews centered on employee retention, skills shortages, and key talent recruitment issues. An active professional speaker, she has been invited as a guest speaker to present and facilitate on topics such as recruitment, rewards, retention, recognition, career management, wellness, work-life balance, and workplace generations. As a facilitator-trainer, Ms. Chomichuk is known to be a dynamic speaker.

Topic Background:

A number of federal laws and administrative regulations require employers to maintain and retain, for various periods of time, personnel records containing specific employee information, including the following:

• Federal tax and compensation records: Federal Insurance Contributions Act, Federal Unemployment Tax Act, federal income tax withholding, Equal Pay Act, Fair Labor Standards Act (FLSA), Lilly Ledbetter Fair Pay Act of 2009
• EEO laws and regulations: Title VII of the Civil Rights Act, the Americans with Disabilities Act, Age Discrimination in Employment Act, Uniform Guidelines on Employee Selection Procedures
• Employee benefits: Employee Retirement Income Security Act (ERISA), Family and Medical Leave Act (FMLA)
• Workplace health and safety: Occupational Safety and Health Act (OSH Act)
• Workplace testing: Employee Polygraph Protection Act

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