Payroll Record Keeping: How to Thin Out File Cabinets and Quickly Respond to Information Requests
September 12, 2025
10:00 AM PDT | 01:00 PM EDT
75 Minutes
711251
Group Attendees: Any number of participants
Recorded Version: Unlimited viewing for 6 months ( Access information will be emailed 24 hours after the completion of live webinar)
The logistics of payroll record keeping can be daunting.
At least a dozen state and federal regulatory agencies require access to your records. All have different requirements as to content and storage requirements. Electronic records are ok in some cases, paper required in others. In some instances, you have to keep the records forever.Records come from various departments, offices, sources, etc. They vary as to content, form and source. How do you store them? How do you guarantee authenticity? How do you keep them confidential? How do you make sure they are available when you need them? Most importantly, what information should they contain?
This webinar will provide answers to the above questions and more
Why should you Attend:
- Records will not be kept for an adequate length of time or kept for an unnecessarily long period of time
- Payroll Records will not contain the information required by the myriads of government agencies that can request them
- Records will not satisfy the requirements of various regulations
- Records will be lost altogether, or misplaced, exposing the organization to penalties and other unnecessary risks
- Transferring from a paper-based record keeping system to an electronic one - what are the risks? What does an electronic DMS have to accomplish?
- What information needs to be recorded on various HR records according to HR attorneys?
- What information can and cannot be given to 3rd parties
Areas Covered in the Session: If all this makes you want to make a big bonfire, this webinar will help you sort out these questions and more. Among other things, you will learn:
- General Requirements - and overview of what the federal government requires on basic recordkeeping. Recommendations from the IRS made to small and large businesses alike
- Requirements that satisfy both IRS AND FLSA in payroll recordkeeping. Learn the details listed in the regulations and compare with your records. Learn the difference between primary and secondary records. Exempt and Tipped Employee rules
- Information Requirements and Retention for FLSA only
- Information Requirements and Retention for IRS only
- Other federal acts and their requirements - Learn record information details about the I9, Union Contracts, FMLA, ADEA, ERISA, Davis Bacon Act, OSHA and Lily Ledbetter acts
- State Requirements overview
- Summary of content by HR record type. Hiring Docs, Interviews, Background Checks, Medical Records, Personnel Files and more
- Information on electronic data storage and archiving. How the IRS and other agencies demand access to your electronic databases. The E-sign Act and 21 CFR Pt 11 regulations. Best Practices for data integrity, accessibility, security and backup
- How to respond to record request from employees, financial entities and more
Who Will Benefit:
- IT Professionals
- Payroll and HR Managers
- Data Mangers
- Recordkeepers
Mark Schwartz is an employment tax specialist and has over 15 years of employment tax experience as an independent consultant and as a payroll tax auditor with the State of California. He has managed an audit caseload of 20 ongoing audits, from small home-based businesses to large multi-national corporations. He is expert at defining regulatory and statutory requirements from local, State and Federal government agencies; and helping the average businessperson understand what that means to their business. He has processed weekly and bi-weekly payroll checks plus tax forms for businesses with hourly as well as exempt workers, multistate operations and a wide variety of benefits.
Mr.Schwartz provides consulting services encompassing payroll processing and payroll tax issues. These include payroll tax minimization, payroll tax compliance reviews, independent contractor studies, use of electronic transfers, deductions, benefits, etc. Mark has represented both clients and the State in front of the State Appeals Board. He understands the complexities of local wage laws, unemployment and disability claims, and other wage and benefit issues affecting your employees.
Mark prides himself on his outstanding customer service skills. He listens attentively to his clientele, helping them bridge the gap between the small business world and Government bureaucracy. He eagerly assists with clients needs and feels that educating clients toward faster, accurate and more complete payroll processes provide the most value.
Mark is a participating member of the American Payroll Association. He earned his BA and MBA in Finance at Santa Clara University. He has held Certified Internal Auditor and Certified Investment and Derivatives Auditor Credentials. Mark is currently pursuing a Certified Payroll Fundamentals Credential with the American Payroll Association.
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