Recordkeeping Washington State Department of Labor & Industries

Transcription

1 Recordkeeping Washington State Department of Labor & Industries The Department of Labor & Industries (L&I) operates three major divisions, and each of these divisions has records that must be maintained. A description of these three divisions and their corresponding recordkeeping requirements is below. Fraud Prevention and Labor Standards (Wage and Hour Regulations): Employers are required to maintain a long list of basic employment records for this division and in every case the records must be maintained for three years. Records include employee s name, address, phone number, social security number, beginning and ending dates of employment, pay basis (hourly, salary, etc.), number of hours worked, gross and net pay, earnings deductions, all hours worked and total overtime earnings. Most of these records are also required by the industrial insurance division so that employers can prepare for an audit by either division by maintaining these records. See pages 1 and 2 of the following L&I chart for more details. Employers that hire teen workers must keep a copy of the parent and school authorization form and proof of age for each minor worker employed. Insurance Services (Workers Compensation): Although this division is the largest one and premiums from employers for industrial insurance generate most of the department s revenues, there are only two records that are exclusively required by this division. They are the list of industrial insurance risk classes for each employee and the record of hours worked by each worker in each different risk class. Both records must be maintained for three years. See page 2 of the following L&I chart for more details. DOSH (Department of Safety & Health): By far the greatest number of record retention requirements lies in the DOSH division. Here is a list of the general areas covered, with reference to the page number from the L&I chart for further information. Workplace Safety Accidents and Exposures: You must keep a record of work-related injuries (five years), a list of worker hearing loss records (two years) and a list of pesticide handling records if you use organophosphate or N-methyl-carbamate pesticides (seven years). See page 3 of the following L&I chart for more details. Workplace Safety Pesticides: You must keep a record of pesticide applications, a yearly inventory of stored pesticides, a record of pesticide purchases, the date when pesticide use ended and the name and medical records of any worker who has suffered an acute pesticide exposure. These records must be maintained for seven years. See page 4 of the following L&I chart for more details. If an emergency requires a worker to enter a field before the reentry interval is complete, you must keep detailed record of the employee, the date, time, and nature of the emergency, the location of the crop, the name and EPA registration number of the pesticide and an estimate of the economic loss if no entry had been allowed. These records must be Updated 3/11/ Carpenter Road NE, Suite 301 Washington Farm Bureau Lacey, WA (360)

2 maintained for seven years. See Workers Entering Restricted Pesticide Areas on page 5 of the following L&I chart. Workplace Safety Forklifts: You must keep current records of workers who have been trained to use forklifts, including the date of training and the name of the trainer. See page 5 of the following L&I chart for more details. Workplace Safety Safety Minutes: You must conduct safety training (greater than ten employees) and you must maintain a record of this training for one year. See page 6 of the following L&I chart for more details. Workplace Safety Confined Spaces: You must keep a current record of employees who are working in confined spaces such as silos, grain bins and trenches. You must have proof of confined space training. See page 6 of the following L&I chart for more details. Workplace Safety Respiratory Protection: You must keep a current copy of your respirator safety program, including the employee s names and a record of fit tests. See page 6 of the following L&I chart for more details. Updated 3/11/ Carpenter Road NE, Suite 301 Washington Farm Bureau Lacey, WA (360)

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