Employee records you need to keep

Employers: Learn what employee records you need to keep and for how long.

Required employee information

Keep the following information on file for each employee. This applies also to employees you don't need to report to us.

  • Name and Social Security number. Keep a copy of their Social Security card in the file.
  • Standard Occupational Classification code.
  • Dates of employment and daily record of hours worked.
  • Basis of pay (for example: hourly or monthly).
  • Location of work.
  • Gross pay and payroll deductions for each pay period.
  • Reason why the employee was fired or quit (if applicable).

How long to keep employee records

Keep these records for at least 4 years from the date you paid the employee wages.

Relevant laws and rules

Go to the Washington State Legislature's website to read: