Best Practices for New York Employers

up close of paystub including deductions and taxes

Attention business owners and HR professionals, it’s Larry Kagan from Baron payroll.  I am here today with another hot topic for New York Employers.  New York State has some of the most rigorous timekeeping requirements in the country. 

Hopefully, you have never received a letter like this, but many New York employers have.  This is a letter from the New York State Department of Labor requesting time cards and payroll records for a terminated employee from five years ago.  The employer has less than 10 days from the date of the letter to reply to this request and if they don’t, the letter says, “we will accept any statements made by the worker as accurate and bill you for any additional wages and liquidated damages.”  Liquidated damages is code for twice the amount.  Oh, by the way, you’re personally liable for these moneys. 

So, let me show you how Baron Payroll quickly and easily helps our clients reply to a request like this.  This is a pay statement that our client receives for all their employees.  I masked out some of the confidential information on this one.  As you can see, printed right on the pay statement is the timesheet.  It shows the exact date they worked in the pay period, the time in, the time out, and the exact hours they worked each day.  These hours are the exact amount that they are paid.  As you can see this employee got 40 hours of regular, 5.06 of overtime, a grand total of 45.06. 

The hours paid tie-out directly to the time card.  Right to the 100th of an hour.  This is the best way for companies to document time cards and payroll all in one place and everything ties out perfectly.  I urge you to take a minute and look at your pay statement or your paycheck stub and make sure your timesheet is printing on the pay stub and if it’s not, call your payroll company immediately and request that they start printing the timesheet right on the pay stub.