31 IAC 5-7-9 - Record keeping

Current through March 30, 2022

Authority: IC 4-15-2.2-19

Affected: IC 4-15-2.2

Sec. 9.

The following are requirements for record keeping:

(1) Every appointing authority shall keep and preserve, for at least three (3) years, payroll or other records containing the following information and data with respect to each and every employee:
(A) Name in full and, on the same record, the employee's identifying symbol or number if such is used in place of name on any time, work, or payroll records. This shall be the same name as that used for Social Security record purposes.
(B) Home address, including zip code.
(C) Date of birth, if under nineteen (19) years of age.
(D) Sex and occupation in which employed (sex may be indicated by use of the prefixes, Mr., Mrs., Ms., or Miss).
(E) Time of day and day of week on which the employee's work period begins. If the employee is part of a work force or employed in or by an establishment all of whose workers have a work week beginning at the same time on the same day, a single notation of the time of the day and beginning day of the work week for the whole work force or establishment will suffice. If, however, any employee or group of employees has a work week beginning and ending at a different time, a separate notation shall then be kept for that employee or group of employees.
(F) Pay:
(i) regular hourly rate of pay for any week when overtime is worked and overtime excess compensation is due;
(ii) basis on which wages are paid; and
(iii) the amount and nature of each payment that is excluded from the regular rate (these records may be in the form of vouchers or other payment data).
(G) Hours worked each work day and total hours worked each work week. As used in this section, "work day" means any consecutive twenty-four (24) hours.
(H) Total daily or weekly straight-time earnings or wages, that is, the total earnings or wages due for hours worked during the work day or work week, including all earnings or wages due during any overtime worked, but exclusive of overtime excess compensation.
(I) Total overtime excess compensation for the work week, that is, the excess compensation for overtime worked which amount is over and above all straight-time earnings or wages also earned during overtime worked.
(J) Total additions to or deductions from wages paid each pay period. Every employer making additions to or deductions from wages shall also maintain, in individual employee accounts, a record of the dates, amounts, and nature of the items that make up the total additions and deductions.
(K) Total wages paid each pay period.
(L) Date of payment and the pay period covered by payment.
(2) With respect to employees working on fixed schedules, an employer may maintain records showing, instead of the hours worked each day and each week, the schedule of daily and weekly hours the employee normally works, and:
(A) in weeks in which an employee adheres to this schedule, indicates by check mark, statement, or other method that such hours were in fact actually worked by him or her; and
(B) in weeks in which more or less than the scheduled hours are worked, shows the exact number of hours worked each day and each week.
(3) With respect to persons employed in job categories or classifications other than those enumerated in section 3(1) of this rule and who did not work overtime that is compensable, as determined by this rule, records containing all the information and data required by subdivision (1) shall be maintained and preserved except data required by subdivision (1)(F) through (1)(J) and, in addition thereto, the basis on which wages are paid in sufficient detail to permit calculation for each pay period of the employee's total remuneration for employment, including fringe benefits.


31 IAC 5-7-9
State Personnel Department; 31 IAC 5-7-9; filed May 10, 2012, 2:32 p.m.: 20120606-IR-031110446FRA Readopted filed 6/1/2018, 9:50 a.m.: 20180627-IR-031180194RFA

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