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Minnesota Employer Recordkeeping Requirements Taking Effect July 1

This year, the Minnesota Legislature passed a bill, subjecting Minnesota employers to new notice and recordkeeping requirements. Starting July 1, 2019, employers will now be required to provide a written "wage notice" to employees at the start of employment.

This wage notice must include the following information:

  • The rate or rates of pay and basis thereof, including whether the employee is paid by the hour, shift, day, week, salary, piece, commission or other method, and the specific application of any additional rates;
  • Allowances, if any, claimed pursuant to permitted meals and lodging;
  • Paid vacation, sick time, or other paid time-off accruals and terms of use;
  • The employee's employment status and whether the employee is exempt from minimum wage, overtime, and other provisions of wage and hour laws, and on what basis;
  • A list of deductions that may be made from the employee's pay;
  • The number of days in the pay period, the regularly scheduled pay day and the pay day on which the employee will receive the first payment of wages earned;
  • The legal name of the employer and the operating name of the employer if different from the legal name;
  • The physical address of the employer's main office or principal place of business and a mailing address if different; and
  • The telephone number of the employer.

The notice must be in English (unless the employee requests the notice in another language), signed by the employee, and retained by the employer. If there are any changes to the information in the notice, employers must provide employees notice of the changes before the changes take effect.

In addition to keeping copies of the wage notice, employers must also keep a record of "a list of the personnel policies provided to the employee," including (1) the date the policies were given to the employee and (2) a brief description of the policies.

Also, Minnesota employers are already required to provide employees with earning statements each pay periods. The new law, however, adds to the information that employers must include. The new required information includes the basis of pay (whether hourly, salary, piece rate, commission, etc.), any allowances for meals or lodging, and the address and telephone number of the employer.

With the effective date for these requirements fast approaching, it is important for all Minnesota employers to review, understand, and make any appropriate changes to comply with the new law.

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