audits

Maintaining accurate payroll records is essential for more than just compliance with labor and tax regulations. Good records provide a clear picture of earnings and deductions, strengthen budget planning and build trust with employees. They serve as evidence in the event of an audit, help identify irregularities before they become problems, and reduce the risk of costly fines. Just as important, payroll records support employees when they need proof of income — whether for renting an apartment or applying for a loan. They also provide employees with proof of employment.

What to keep and why

Payroll records cover a wide range of information: hiring documents, wages, pay periods, payroll taxes, wage rates, benefits and deductions. Under the Fair Labor Standards Act, employers must maintain accurate records in either paper or electronic format.

Smaller companies often wonder which records should be retained. At a minimum, keep the following:

• Employee information: Name, Social Security number, address, birthdate (if under 19), sex and occupation.
• Pay period data: Definition of the workweek, each employee’s schedule, hours worked each day, basis of pay, hourly rate, total straight-time and overtime earnings, deductions and total wages.
• Tax records: Employment tax details, Forms W-2 and W-4, and payroll tax withholding.
• Wage garnishments: Court-ordered withholdings for debts.

The FLSA requires employers to retain payroll records for three years and supporting documents such as timecards, wage rate tables and schedules for two years. Separately, the Family and Medical Leave Act requires employers to retain all FMLA-related records for three years.

However, some states have rules that go further. For example, New York requires six years of payroll records and detailed payday wage statements. The IRS also sets its own requirements, calling for at least four years of payroll tax records for audits and return filings.

Additional federal laws impose more requirements. The FMLA mandates recordkeeping for job-protected leave, while the Employee Retirement Income Security Act requires employers to keep retirement plan records for at least six years. If an employee is terminated involuntarily, the Equal Employment Opportunity Commission mandates that personal and employment history records be retained for one year.

How to stay compliant

The Department of Labor’s Wage and Hour Division enforces payroll record rules, and records must be available for inspection. Many employers use payroll software that automatically standardizes payroll records, ensuring compliance and providing legal access and advice. These electronic records facilitate readiness for e-discovery — the legal process of collecting and producing records in response to audits, investigations or lawsuits. If paper records are used, ensure safe storage in a fireproof lockbox.

Regularly reviewing and updating payroll records not only ensures compliance with federal, state and local laws but also helps track labor costs, strengthens financial reporting and prepares you for records requests. In other words, compliance protects your business, your employees and your bottom line.

©YC Partners 2026