Recorded Webinar

Payroll Record Retention

Duration: 60 minutes Speaker: Debbie Cash, CPP

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Payroll is one thing that all businesses have in common. Along with processing payroll comes many different payroll records required to process the payroll.  Each type of record has different requirements of how long you must retain those records. Payroll departments receive and submit hundreds of thousands of bits of data every year. Employee master file data such as name and social security number, employee forms such the Form W-4, report to the IRS such as Form 941, state unemployment insurance quarterly returns, termination dates for employees, and even child support withholding orders. A critical question that every payroll professional must ask and more importantly answer is “What am I required to keep, in what format, and for how long”?
This topic will give you guidance on how long each type of record must be retained according to IRS and State guidelines. The time over which payroll records must be retained will depend upon government requirements. The Internal Revenue Service typically states a required retention period in each document it issues dealing with payroll issues. In general, wage calculations should be retained for two years, while collective bargaining agreements should be retained for three years.
Learning objectives:
  • To discuss the types of payroll records that must be retained.
  • To analyze the requirements for each type of payroll record. 
  • To inspect how long payroll records must be kept.
  • To different State requirements for record retention.
  • To discuss information and guidelines by specific states with different requirements.
Areas Covered:
Avoid Liabilities-Payroll Record Retention
I. Types of Payroll Documents
  • 941 & 940 Tax Forms
  • W-2’s-Original and Undeliverable W-2’s
  • Timesheets and Piecework
  • Schedules
  • Records for Additions/Deductions from Wages
  • Wage Tables, Collective Bargaining Agreements
  • State Taxes
  • Local Taxes
II. Retention of Documents
  • All IRS Tax Returns and W-2’s
  • Time Records
  • Payroll records, Collective Bargaining Agreements, Sales/Purchasing Records
  • State and Local Tax Returns
III. Specific State Laws
  • New York
  • California
  • Illinois
  • Washington
Who Should Attend:
  • Payroll Supervisors and Personnel
  • Accounts Payable Supervisors and Personnel
  • Public Accountants
  • Internal Auditors
  • Tax Compliance Officers
  • Enrolled Agents
  • Officers and Managers with Tax Compliance Oversight
  • Company / Business Owners
  • Managers/ Supervisors
  • Public Agency Managers
  • Audit and Compliance Personnel / Risk Managers
Debbie Cash, CPP

Debbie Cash, CPP is a Manager of TLM Implementation at G&A Partners. G&A Partners is a Professional Employer Organization (PEO) that offers payroll, human resources, benefits management, risk management, and accounting services for businesses. G&A Partners acquired Employer Advantage LLC (PEO) in February 2022. Debbie began working for the organization in 2006 as a Payroll Tax Specialist and Time and Attendance Specialist. She was promoted to Time/Labor Manager in 2021.


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