The Essential Guide to Family & Medical Leave

chapter 12 | record keeping requirements | 283
Individual Employee Records
If your company has employees who are eligible for FMLA leave, you also
need to keep records relating to those employees. These records include:
• basic payroll and identifying data for each employee, including:
n name and address
n occupation
n rate of pay and terms of compensation
n daily and weekly hours worked per pay period
n additions to or deductions from wages
n total compensation paid
• charts showing the dates FMLA leave is taken by each eligible employee
(for example, from time records or requests for leave)
• charts of FMLA leave time available to each employee
• preliminary FMLA designations issued to each employee when seeking
leave
• final FMLA designations issued to each employee when seeking leave
• for FMLA leave of less than a full day, records of the hours of leave taken
• copies of notices of FMLA leave given by each employee, if in writing
• copies of all general and individualized notices given by your company to
each employee taking FMLA leave
• records confirming a family relationship, for employees who take leave
for parenting or caring for a family member
• records of premium payments of employee benefits
• subsequent notices issued to each employee who requests FMLA leave six
months after a first FMLA leave
• subsequent notices issued to any employee on leave informing the
employee of a change in FMLA information
• status reports received from employees on leave
• records of any dispute between an eligible employee and your company
regarding designation of leave as FMLA leave, including: