table of contents Why Worry? Chapter 1: Pay Statements Chapter 2: Pay Frequency Chapter 3:
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1 WAGE a n d HOUR LAW A p a y r o l l p r o f e s s i o n a l ' s g u i d e t o p a y f r e q u e n c y a n d p a y s t a t e m e n t r e g u l a t i o n s.
2 table of contents Introduction: Why Worry? Chapter 1: Pay Statements Chapter 2: Pay Frequency Chapter 3: Stop the Worrying! This guide is provided as is without warranty of any kind. It is not intended to provide legal or regulatory advice. Ascentis has taken reasonable steps to ensure that this information is accurate and timely. Please consult with an employment law or tax attorney with questions that pertain to your unique business environment and industry.
3 INTRODUCTION: WHY WORRY? W a g e a n d h o u r l a w s u i t s a r e t h e f a s t e s t g r o w i n g a r e a o f e m p l o y m e n t l a w l i t i g a t i o n. T h e t o t a l c o s t o f t h e t o p 1 0 w a g e a n d h o u r s e t t l e m e n t s h i t $ m i l l i o n i n , a 5 0 p e r c e n t i n c r e a s e o v e r $ m i l l i o n i n
4 DID YOU KNOW? Statistics maintained on the U.S. courts' records system show that lawsuits filed in federal courts alleging violations of the FLSA (Fair Labor Standards Act) have increased by more than 300% since 2000.
5 INTRODUCTION: WHY WORRY? E m p l o y e r s m u s t b e e v e r d i l i g e n t o f w a g e a n d h o u r r e g u l a t i o n s a n d c o m p l i a n c e, o r f a c e l a w s u i t s a n d e v e n f e d e r a l a u d i t s a n d f i n e s. I n t h i s g u i d e y o u l l l e a r n a b o u t t h e t w o m o s t c o m m o n a r e a s o f e r r o r f o r p a y r o l l p r o f e s s i o n a l s w i t h r e s p e c t t o w a g e a n d h o u r c o m p l i a n c e, i n c l u d i n g s t a t e b y s t a t e r e q u i r e m e n t s.
6 DID YOU KNOW? The Department of Labor's Wage and Hour Division has recovered more than 1.2 BILLION DOLLARS in back wages since 2012
7 PAY STATEMENTS Despite popular belief that the FLSA does NOT require an employer to provide employees statements (pay stubs), but it is regulated by and required by many states. This is regulated at the state level. Statements can be as little as listing the deductions or as large as breaking down the whole check required in California, for example.
8 PAY STATEMENTS Seven states (DE, HI, IA, ME, MN, NC, OK, and OR) have legislation permitting electronic pay statements, and in CA, NM, NY and VT the employee must agree to it before you can make statements electronic. The following pages offer deeper state-by-state guidelines on pay statement regulations.
9 Pay Statement Regulations by State A L A B A M A S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b A L A S K A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d A R I Z O N A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d A R K A N S A S S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b C A L I F O R N I A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d C O L O R A D O E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d d e d u c t i o n s m o n t h l y a t a m i n i m u m o r e a c h p a y d a y C O N N E C T I C U T S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b D E L A W A R E E m p l o y e r w i t h t h r e e o r m o r e m u s t p r o v i d e e m p l o y e e s c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d F L O R I D A S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b u n l e s s e m p l o y e e i s a d a y l a b o r e m p l o y e e G E O R G I A S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b H A W A I I E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d
10 Pay Statement Regulations by State I D A H O E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d I L L I N O I S E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d I N D I A N A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d I O W A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d K A N S A S E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d K E N T U C K Y E m p l o y e r w i t h 1 0 o r m o r e e m p l o y e e s m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d L O U I S I A N A S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b M A I N E S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b M A R Y L A N D E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d M A S S A C H U S E T T S E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d
11 Pay Statement Regulations by State M I C H I G A N E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d M I N N E S O T A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d. I f i n e l e c t r o n i c f o r m a t t h e E m p l o y e r m u s t p r o v i d e a c c e s s d u r i n g r e g u l a r w o r k i n g h o u r s t o a c o m p u t e r. I f e m p l o y e e s u b m i t s w r i t t e n r e q u e s t f o r p a p e r s t a t e m e n t E m p l o y e r m u s t c o m p l y M I S S I S S I P P I S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b M I S S O U R I E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d d e d u c t i o n s a t l e a s t o n c e a m o n t h M O N T A N A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d N E B R A S K A S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b N E V A D A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d N E W H A M P S H I R E E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d d e d u c t i o n s a t l e a s t o n c e a m o n t h N E W J E R S E Y S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b
12 Pay Statement Regulations by State N E W M E X I C O E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d N E W Y O R K E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d N O R T H C A R O L I N A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d N O R T H D A K O T A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d O H I O S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b O K L A H O M A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d O R E G O N E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d P E N N S Y L V A N I A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d R H O D E I S L A N D E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d
13 Pay Statement Regulations by State S O U T H C A R O L I N A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d S O U T H D A K O T A S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b T E N N E S S E E S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b T E X A S E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d U T A H E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d V E R M O N T S t a t e d o e s n o t h a v e l a w ( s ) r e g a r d i n g p a y s t u b V I R G I N I A E m p l o y e r m u s t p r o v i d e p a y s t u b u p o n e m p l o y e e r e q u e s t W A S H I N G T O N E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d W E S T V I R G I N I A E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d W I S C O N S I N E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d W Y O M I N G E m p l o y e r m u s t p r o v i d e c o m p l e t e s t a t e m e n t o f e a r n i n g s a n d
14 STATEMENTS: OPT IN O r g a n i z a t i o n s t h a t o f f e r a p a p e r l e s s p a y o p t i o n t o e m p l o y e e s m u s t a l s o g i v e e m p l o y e e s t h e o p t i o n t o o p t - o u t a n d i n s t e a d r e c e i v e t h e i r s t a t e s s p e c i f i c m e t h o d o f d e l i v e r y ( i. e. p a y s t u b, e t c ). S t a t e s t h a t c u r r e n t l y r e q u i r e t h i s a r e : D E, M N, A N D O R.
15 STATEMENTS: OPT IN A t t h i s t i m e H a w a i i i s t h e o n l y s t a t e t h a t r e q u i r e s e a c h e m p l o y e e ' s c o n s e n t p r i o r t o a n o r g a n i z a t i o n i n t r o d u c i n g a p a p e r l e s s p a y s y s t e m. E m p l o y e r s i n H a w a i i m u s t p r o v i d e a p r i n t e d p a y s t a t e m e n t u n t i l a n e m p l o y e e o p t s - i n t o a n e l e c t r o n i c m e t h o d o f d e l i v e r y.
16 PAY FREQUENCY D e s p i t e a p o p u l a r m y t h, t h e n u m b e r o f p a y p e r i o d s a n o r g a n i z a t i o n u s e s i s n o t r e g u l a t e d b y t h e I R S. I t i s, h o w e v e r, d e t e r m i n e d b y e a c h i n d i v i d u a l s t a t e s l e g i s l a t i o n o n w a g e a n d h o u r l a w. S o m e s t a t e s i m p o s e m i n i m u m p a y m e n t f r e q u e n c i e s. T y p i c a l l y t h o s e m i n i m u m s a r e s e m i - m o n t h l y, b u t s o m e s t a t e s a r e m o r e s p e c i f i c t h a n o t h e r s.
17 PAY FREQUENCY I n t h e t a b l e s o n t h e f o l l o w i n g p a g e s y o u w i l l f i n d e a c h s t a t e s s p e c i f i c p a y f r e q u e n c y r e q u i r e m e n t s.
18 Pay Frequency Requirements by State
19 Pay Frequency Requirements by State
20 Pay Frequency Requirements by State
21 Pay Frequency Requirements by State
22 Pay Frequency Requirements by State
23 Pay Frequency Requirements by State
24 Pay Frequency Requirements by State
25 Pay Frequency Requirements by State
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