L&I Recordkeeping Requirements

L&I offers these guidelines to help you meet business recordkeeping requirements. This is not a comprehensive list of all records you must keep.

Standard Records To Keep

Company

Corporation

  • Articles of Incorporation
  • Bylaws
  • Contracts
  • Meeting minutes
  • Officers
  • Shareholder names and percent ownership

Limited liability company (LLC)

  • Certificate of Formation
  • Contracts
  • Managers
  • Member names and percent ownership
  • Operating agreement

Partnership

  • Contracts
  • Partner names and percent ownership
  • Partnership agreement

Employment

Employees have the right to examine original records kept by their employers. Keep a record of each employee's:

  • Address
  • Hire date
  • Job change dates
  • Job duties
  • Job title
  • Name
  • Non-cash compensation (vehicles, apartments)
  • Pay rate and basis (hourly, monthly, piece rate, commission, bonus)
  • Social Security number
  • Termination date
  • Worker's compensation risk class(es)

Financial

  • Bank statements
  • Cash disbursement journal
  • Check registers and canceled checks
  • Financial statements
  • Invoices
  • Purchase records:
    • Materials
    • Miscellaneous contract labor
    • Supplies

Payroll

Itemized employee pay records (pay stubs)

  • Commissions and bonuses
  • Deductions, including those authorized by the employee (medical insurance, gym memberships, or charity deductions)
  • Employer and employee paid taxes and workers' compensation contributions
  • Gross payroll
  • Net pay
  • Overtime hours and pay
  • Pay period dates
  • Rate of pay and basis of pay (hourly, salary, commission, piece rate, or combination)
  • Regular hours and pay

Timesheets

  • Applicable occupation and workers' compensation risk class (if your company reports workers in more than 1 risk class or by phase of construction)
  • Applicable scope of work (if a prevailing wage job)
  • Dates
  • Employee and supervisor signatures
  • Start and stop times
  • Total hours worked

Safety and health

Note: To learn how to identify and record information about workplace hazards, request consultation from an L&I Division of Occupational Safety & Health (DOSH) consultant.

Tax

  • Department of Revenue reports (state business and occupations taxes, sales and use taxes)
  • Employment Security quarterly reports (state unemployment taxes)
  • Internal Revenue Service forms:
    • 1099 (Miscellaneous Income)
    • 940 (federal unemployment tax return)
    • 941 (payroll tax return)
    • Income tax returns
    • W-2 (wage and tax statements)
  • L&I workers' compensation quarterly reports

Additional Records To Keep (If Applicable)

Your business uses independent contractors

Keep these records if you consider your independent contractors exempt from workers' compensation coverage:

  • Contractors' legal names
  • Proof of Department of Revenue account
  • Records as described in the Independent Contractor Guide (F101-063-000) to demonstrate the contractors' separateness from your business and their compliance with federal income tax requirements
  • UBI number or L&I workers' compensation account number

You're a construction contractor who hires subcontractors

Keep these records if you consider your subcontractors exempt from workers' compensation insurance coverage:

  • Contractor Registration Number and expiration date
  • Proof of Department of Revenue account
  • Records as described in the Independent Contractor Guide (F101-063-000) to demonstrate the subcontractors' separateness from your business and their compliance with federal income tax requirements for their business
  • Subcontractors' legal names
  • UBI number or L&I workers' compensation account number

Keep these records if you supply materials to a subcontractor:

  • Completion date of contractor work
  • Date materials were supplied
  • Project name or location
  • Type and amount of material supplied

Your company participates on public works projects (prevailing wage)

  • Certified payroll project records:
    • Affirmation page that accompanies certified payroll project records
    • Records to create a certified payroll project
  • Hourly value of usual benefits as defined in WAC 296-127-014
  • Intents and affidavits:
    • Affidavit of wages paid
    • Intent to pay prevailing wage
  • Prevailing wage rate for each worker and worker hour as determined by the nature of the work and the work location:
    • Scope of work (or labor classification)
    • Signed agreements by employees to work 10-hour days (if applicable)

Keep Records for 4 Years

Keep your records for the current year plus 3 prior calendar years. Other agencies, such as the IRS, may require you to hold records longer.

For questions about recordkeeping, contact L&I's Small Business Liaison Office.

 

Contact L&I's small business liaisons