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The Pennsylvania Code website reflects the Pennsylvania Code changes effective through 53 Pa.B. 7346 (November 25, 2023).

34 Pa. Code § 231.31. Contents of record.


§ 231.31. Contents of record.

 (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.

Cross References

   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).

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