Recordkeeping Question

llafferty · April 2012

We received an IRS notice with regards to a specific employee, instructing us to modify his withholdings. It didn't elaborate or give reasons why but that's regardless. We just want to know if we can save this notice in his personnel folder or if we should create a separate folder (similar to how we do with medical information)? Any help or direction on this would be greatly appreciated.

ACU Frank · April 2012

It's directly related to his payroll calculations and nothing else, so I would be inclined to keep it in his regular folder. Do you separate garnishments, by any chance? If you do, then I could see this as being similar in nature.

llafferty · April 2012

Since I've been here and from what I can see, we've never had to do any type of garnishment so unfortunately I don't have that to compare to. The letter is specific to his tax withholdings and just states that we are to, as of 6/12, change his status to S0.

ACU Frank · April 2012

I would attach it to his W-4, in whatever folder you keep the W-4.

llafferty · April 2012

Ok, thanks for the feedback.

Still Need Coffee · April 2012

I agree with Frank. There's no reason to separate this out, just put it wherever you keep the W4s (for us, that's in the main employee file).

Recordkeeping Question

Comments