Affected: IC 4-15-2.2
The following are requirements for record keeping:
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
(C) Date of birth, if under
nineteen (19) years of age.
and occupation in which employed (sex may be indicated by use of the prefixes,
Mr., Mrs., Ms., or Miss).
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
(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;
(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
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
(L) Date of payment and the
pay period covered by payment.
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;
(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