Section 31 IAC 5-7-9 - Record keepingAuthority: IC 4-15-2.2-19
Affected: IC 4-15-2.2
Sec. 9.
The following are requirements for record keeping:
(1) The state shall keep and preserve, for at least three (3) years, payroll or other records containing the following information and data for each employee:(A) Name in full and, on the same record, the employee's identifying symbol or number, if used in place of the employee's name, on any time, work, or payroll records. This must be the same name used for Social Security record purposes.(B) Home address, including zip code.(C) Date of birth, if less than nineteen (19) years of age.(D) Sex and occupation in which employed.(E) Time of day and day of the week the employee's work period begins. If the employee is part of a workforce or employed in or by an establishment where all 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 may be used for the whole workforce or establishment. If, however, an employee or a group of employees has a work week beginning and ending at a different time, a separate notation is kept for that employee or group of employees.(F) For wages, the: (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) amount and nature of each payment 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, which are the total earnings or wages due for hours worked during the work day or work week, including earnings or wages due during any overtime worked, but excluding overtime excess compensation.(I) Total overtime excess compensation for the work week. The excess compensation for overtime worked is the amount over the straight-time earnings or wages also earned during overtime worked.(J) Total additions to or deductions from wages paid each pay period. An 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) Payment date and the pay period covered by the payment.(2) For employees working on fixed schedules, the state may maintain records showing, instead of the hours worked each day and week, the schedule of daily and weekly hours the employee normally works, and:(A) in weeks when an employee adheres to this schedule, indicates by check mark, statement, or other method that the hours were actually worked by the employee; and(B) in weeks when more or less than the scheduled hours are worked, shows the exact number of hours worked each day and each week.(3) For persons employed in job categories or classifications other than those enumerated in section 3(1) of this rule and who did not work compensable overtime, as determined by this rule, records containing 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, the basis on which wages are paid in enough detail to permit calculation for each pay period of the employee's total remuneration for employment, including fringe benefits.State Personnel Department; 31 IAC 5-7-9; filed May 10, 2012, 2:32 p.m.: 20120606-IR-031110446FRAReadopted filed 6/1/2018, 9:50 a.m.: 20180627-IR-031180194RFAFiled 8/19/2024, 5:25 p.m.: 20240918-IR-031240179FRA