Current through Register Vol. 54, No. 38, September 21, 2024
(a) Every
employer shall keep a true, accurate and legible record for each employee. The
records shall be preserved for a period of 3 years from date of last entry and
shall contain the following information:
(1)
Name in full, and on the same record, the identifying symbol of the employee or
number, if such is used in place of name on time, work or payroll
records.
(2) Home address including
zip code.
(3) Regular hourly rate
of pay.
(4) Occupation.
(5) Time and day that the workweek begins. If
the employee is part of a work force 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 workweek for
all workers shall suffice.
(6) The
number of hours worked daily and weekly.
(7) Total daily or weekly straight time
wages, that is, the total wages due for hours worked during the workweek,
including all wages due during any overtime worked but exclusive of overtime
excess compensation.
(8) Total
overtime excess compensation for the workweek, 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.
(9) 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's accounts, a record of
the dates, amounts and nature of the items which make up the total additions
and deductions.
(10) Allowances, if
any, claimed as part of the minimum wage.
(11) Total wages paid each pay
period.
(12) Date of payment and
the pay period covered by payment.
(13) Special certificates for students and
learners as set forth in section 4(b) of the act (43 P. S. §
333.104(b)).
(b) Where microfilm or another method is used
for recordkeeping purposes, employers who use the microfilm or another method
shall make available to authorized representatives of the Department the
equipment which is necessary to facilitate review of the record.
(c) Where records are maintained at a central
recordkeeping office other than in the place of employment, the records shall
be made available for inspection at the place of employment within 7 calendar
days following verbal or written notice from the Secretary or the authorized
representative of the Secretary. The records shall be maintained for a period
of 3 years from date of last entry.
This section cited in 34 Pa. Code §
231.32 (relating to exception); 34
Pa. Code §231.95 (relating to employee
incentive account); and 34 Pa. Code §231.96 (relating to writing
required).
