CHAPTER 216RECORDS TO BE KEPT BY EMPLOYERS[Prior to 10/21/98, see 347—Ch 216]875216.1(91D) Form of records—scope of rules. 216.1(1) Form of records. No particular order or form of records is prescribed by the rules in this chapter. However, every employer subject to any provisions of Iowa Code chapter 91D is required to maintain records containing the information and data required by the specific rules of this chapter. The records may be maintained and preserved on microfilm or other basic source document of an automatic word or data processing memory provided that adequate projection or viewing equipment is available, that the reproductions are clear and identifiable by date or pay period, and that extensions or transcriptions of the information required by this chapter are made available upon request. 216.1(2) Scope of rules. a. Rules 875—216.2(91D) to 875—216.9(91D) contain the requirements generally applicable to all employers employing covered employees, including the requirements relating to the posting of notices, the preservation and location of records, and the record-keeping requirements for employers of covered employees. In addition, rule 875—216.3(91D) contains the requirements relating to executive, administrative, and professional employees (including academic administrative personnel or teachers in elementary or secondary schools), and outside sales employees. b. Rules 875—216.27(91D) to 875—216.33(91D) deal with the information and data which must be kept for employees (other than executive, administrative, etc., employees) who are subject to the exemptions provided. Additionally, this rule also specifies the records needed for deductions from and additions to wages for “board, lodging, or other facilities,” industrial homeworkers and employees whose tips are credited toward wages and requires the recording of more, fewer, or different items of information or data than required under the generally applicable record-keeping requirements of rule 875—216.2(91D). 216.1(3) Relationship to other record-keeping and reporting requirements. Nothing in this chapter shall excuse any party from complying with any record-keeping or reporting requirement imposed by any other federal, state or local law, ordinance, regulation or rule. 216.1(4) Initial employment wage rate—employer’s record. If the employer pays an initial employment wage rate as specified in Iowa Code section 91D.1(1)“d,” the employer’s records shall include an indication as to the starting and ending date the employee is paid the initial employment wage rate.Source: 29 CFR 516.1.Related ARC(s): 6986C875216.2(91D) Employees subject to minimum wage. 216.2(1) Items required. Every employer shall maintain and preserve payroll or other records containing the following information and data with respect to each employee to whom the Act applies: a. Name in full, as used for social security record-keeping purposes, and on the same record, the employee’s identifying symbol or number if such is used in place of name on any time, work, or payroll records; b. Home address, including ZIP code; c. Date of birth, if under 19; d. Reserved; e. Time of day and day of week on which the employee’s workweek begins. If the employee is part of a work force or employed in or by an establishment all of whose workers have a workweek beginning at the same time on the same day, a single notation of the time of the day and beginning day of the workweek for the whole work force or establishment will suffice; f. Basis of pay by indicating the monetary amount paid on a per hour, per day, per week, per piece, commission on sales, or other basis; g. Hours worked each workday and total hours worked each workweek (for purposes of this rule, a “workday” is any fixed period of 24 consecutive hours and a “workweek” is any fixed and regularly recurring period of seven consecutive workdays); h. Total daily or weekly straight-time earnings or wages due for hours worked during the workday or workweek, exclusive of premium overtime compensation; i. Reserved; j. Total additions to or deductions from wages paid each pay period including employee purchase orders or wage assignments. Also, in individual employee records, the dates, amounts, and nature of the items which make up the total additions and deductions; k. Total wages paid each pay period; and l. Date of payment and the pay period covered by payment. 216.2(2) Records of retroactive payment of wages. Every employer who makes retroactive payment of wages or compensation under the supervision of the labor commissioner, the administrator of the U.S. Department of Labor, Wage and Hour Division, or court order shall: a. Record and preserve, as an entry on the pay records, the amount of the payment to each employee, the period covered by such payment, and the date of payment; and b. Prepare a report of each payment on a receipt form provided by or authorized by the commissioner, and
- Preserve a copy as part of the records,
- Deliver a copy to the employee, and
- File the original, as evidence of payment by the employer and receipt by the employee, with the commissioner within ten days after payment is made.
- Preserve a copy as part of the employer’s records,
- Deliver a copy to the employee, and
- File the original, which shall evidence payment by the employer and receipt by the employee, with the commissioner within ten days after payment is made.