Requirements for Keeping Paycheck Records

What are paycheck records?

Paycheck records are the documents that show how you pay your employees and how you calculate those payments. They cover everything from hiring forms and W-4s to timecards, pay stubs, direct deposit authorizations and any paperwork tied to employee benefits.

In short, these records need to clearly show an employee’s pay rate, tax withholdings, benefit deductions and whether they’re classified as salaried or hourly employees. If it affects someone’s paycheck, there should be a record of it — and you’re required to keep it.

Why do employers have to keep payroll records?

Employers are required to keep payroll records for several important reasons, including the following:

• Regulatory compliance: Federal and state agencies set strict retention rules and can review a company’s payroll records at any time, often without advance notice.
• Audit and legal protection: Paycheck records create a documented trail that can protect your business during a tax audit, an employee complaint or a business lawsuit.
• Employee access rights: Workers in many states have the right to review their payroll records, which helps them verify accuracy and request corrections when something looks off.
• Accurate tax reporting: Reliable payroll documentation makes it possible to prepare quarterly tax filings, annual W-2s and 1099s, and other required forms correctly and on time.

Which payroll record items are employers required to keep?

Federal rules set the baseline for how long you’re required to hold onto different payroll documents, and the timelines vary depending on the type of record. Here’s a quick breakdown of the minimum federal retention periods:

These timelines represent the federal minimums, but they’re only part of the picture. Some agencies and states require businesses to keep certain records even longer, so it’s important to understand the additional rules that may apply to your organization.

From here, we’ll break down the other major recordkeeping requirements you need to know.

Fair Labor Standards Act (FLSA) records storage requirements

The FLSA has its own set of recordkeeping rules to show employers are following minimum wage, overtime, equal pay and child labor laws. These requirements apply to all nonexempt employees and anyone covered by federal minimum wage protections. You can keep these records electronically or on paper, as long as they’re complete and accessible.

Here’s what employers need to document:

• Personal employee information
• Regular and overtime pay rates
• Hours worked each day and each week
• Withholdings and deductions that affect gross and net pay
• Total wages paid every pay period

Most FLSA records must be kept for three years, although wage-calculation records only need two years of retention.

IRS payroll record storage requirements

The IRS requires employers to keep all employment tax records for four years after the date the tax becomes due or is paid, whichever comes later. These documents help verify accurate withholding, tax payments and credits, so maintaining complete files is essential, including updated W-4 forms for every employee.

Here’s what falls under IRS payroll record requirements:

• Employer identification number (EIN)
• Wages, annuity payments and pension payments (with amounts and dates)
• Reported employee tips and allocated tip amounts
• The fair market value of any in-kind wages paid
• Personal employee information, such as full name, address, Social Security number and occupation
• Employment start date (and end date, if applicable)
• Qualified sick leave and family leave wages paid under applicable federal acts
• Employee benefits and expense reimbursements
• Documentation for the employee retention credit
• Work opportunity tax credit records
• Employer and employee contributions to Social Security taxes
• Remote work stipends and reimbursements

Retirement plan record storage requirements

Companies that offer retirement benefits have stricter recordkeeping responsibilities than they might expect. Because these plans fall under ERISA rules — and because they can be audited by the Department of Labor at any time — employers are required to maintain retirement plan records indefinitely while the plan is active.

That means maintaining a complete history for every participant, not just their most recent paperwork, including the following:

• Account balances
• Contribution amounts and dates
• Earnings reports
• Loan records
• Compensation reports
• Participant statements, especially any that require a signature
• Form 5500 annual returns
• Summary plan descriptions

ERISA audits can go back many years, so having accurate, well-organized records is essential for staying compliant and resolving questions quickly.

Equal Employment Opportunity Commission (EEOC) and Age Discrimination in Employment Act (ADEA) record storage requirements

The EEOC requires employers to keep personal and employment records for one year. If an employee leaves the company, those records must be retained for one year after the termination date.

The ADEA has longer requirements. Employers must keep paycheck records for three years, and any documents related to benefit plans need to be stored while the plan is active and for at least one year after it ends.

Affordable Care Act (ACA) record storage requirements

Businesses classified as applicable large employers (ALEs) — those with 50 or more full-time equivalent employees — should keep ACA compliance records for at least six years to ensure records are available during the entire statute of limitations period. These documents show how you calculated employee hours, whether coverage was offered, and how you determined affordability for each worker. Keeping these records organized is essential for supporting your Forms 1094-C and 1095-C if questions ever arise.

Additional payroll records you should consider keeping

Beyond standard paycheck documentation, it’s a good idea to keep a few other records on file. These documents can help resolve employee questions, support audits and give you a more complete picture of each team member’s employment history.

You may also want to retain:

• Any forms that show employee-approved pay deductions, including benefits and retirement plan contributions
• An employee’s job application, resume or academic transcript
• State unemployment insurance reports and related documentation
• Workers’ compensation claims and any correspondence connected to the case

Keeping these records isn’t always required by federal law, but maintaining them can save you time and frustration if issues come up later.

How to manage and store payroll records

There are three primary ways to maintain paycheck records:

• Store the files yourself.
• Pay a company to store the files offsite.
• Invest in payroll software to preserve the files electronically.

1. Store your payroll records yourself.

While you can keep paper records in boxes or file folders, this approach comes with real limitations:

• It doesn’t scale well: As your team grows, the volume of records grows with it, and managing all that paper gets harder every year.
• Finding what you need takes time: Pulling a specific document during an audit or employee inquiry can quickly turn into an afternoon project.
• Paper is fragile: Physical files are vulnerable to water damage, theft, fire or simple misplacement if you don’t have strong backup systems in place.

2. Use offsite storage for payroll records.

Offsite storage can be a helpful option if you don’t have room to house boxes of old payroll files, and it often offers stronger physical security than keeping records onsite. However, it also comes with a few drawbacks businesses should be aware of:

• Limited accessibility: Pulling documents from an offsite facility can slow down time-sensitive requests from employees, auditors or legal counsel, especially if the provider requires notice for retrieval.
• Compliance concerns: Not all storage facilities are equipped to meet strict industry standards for safeguarding your business’s sensitive information. Depending on your business, you may need protections that align with HIPAA laws, SOC 2 or other regulatory frameworks.
• Ongoing costs: Monthly storage fees, retrieval charges and transportation expenses can stack up over the years you’re required to keep these records.

3. Use payroll software to keep paycheck records.

Modern payroll platforms take most of the work out of recordkeeping. They create and store the documents you’re required to keep, keep everything organized in one place and maintain the audit trails you need for payroll tax filings and compliance. Even better, you can pull up older records instantly instead of digging through boxes or waiting on an offsite facility to track something down.

Cloud-based payroll software also provides secure access through web portals or mobile apps, so you can pull records anytime you need them. Some of the best online payroll services  include:

• Gusto: Gusto handles payroll processing, tax compliance and benefits administration while storing detailed records for every run. Pay stubs, tax forms and other payroll files are automatically saved with bank-level encryption. Our Gusto review breaks down its recordkeeping tools and overall pricing.
• Paychex: Paychex offers enterprise-grade record management with automated retention policies that align with federal and state requirements. It includes dedicated compliance support and stores documents for the proper length of time. Our Paychex review covers its compliance features and integrations.
• QuickBooks Payroll: QuickBooks Payroll integrates payroll records with your accounting data, giving you a complete financial picture in one system. The platform automatically archives payroll runs, tax filings and year-end forms. Our QuickBooks Payroll review highlights its recordkeeping features and accounting benefits.