Payroll Record Retention Requirements and How to Become More Electronic

Overview:

As technology continues to reshape the workplace, payroll departments are under pressure to evolve quickly. Employees increasingly expect the convenience of self-service tools to handle tasks like updating their W-4s, managing direct deposit details, and submitting time-off requests. In response, many payroll systems now offer Employee Self-Service (ESS) portals that shift routine data updates to the employee—while still requiring employers to maintain accurate and compliant records behind the scenes.

This transition to a digital, employee-driven environment comes with new challenges. Many organizations find themselves struggling to balance user-friendly technology with strict federal and state retention requirements. For instance, if payroll records submitted through an ESS portal aren’t stored properly—or are purged too soon—the company may lack the documentation needed in the event of an audit. This is particularly critical as agencies like the IRS, DOL, and various state labor departments maintain specific, and often overlapping, rules for what records must be kept and for how long.

At the same time, organizations are realizing that not all cloud-based systems are created equal when it comes to recordkeeping. Some vendors offer impressive front-end tools but fall short on back-end documentation, audit trails, or retention policy support. Employers must be able to track what was submitted, by whom, and when—and ensure that this information is preserved in a way that stands up to regulatory scrutiny.

This webinar explores how to navigate the complexities of recordkeeping in a more paperless payroll environment. From understanding what records are essential to developing a practical retention policy, the session will guide attendees through common issues and best practices without overpromising one-size-fits-all solutions. It’s a timely conversation for any organization looking to modernize payroll operations while staying compliant in today’s evolving regulatory landscape.

Areas covered in the session:

• Payroll Record Keeping Requirements by agency
• Keys to a good record retention policy
• Consequences of poor record retention polices
• How to handle and be prepared for audits
• Special Retention Concerns
• State Retention Requirements
• Review electronic filing and reporting methods
• Review of Cloud payroll processing and how it changes how we do business
• Review best practices when considering vendors for new technology.

Handouts included:

Attendees will receive three exclusive downloadable handouts, including:

• Payroll Record Retention Guide
• ESS Implementation & Compliance Risk Checklist
• Payroll Recordkeeping Policy Template

Why Should You Attend?

As more organizations move toward digital payroll processes and Employee Self-Service (ESS) systems, the risk of overlooking critical recordkeeping requirements grows. Whether you're managing payroll in-house or working with third-party vendors, failing to retain the right records—or keeping them for the wrong amount of time—can lead to costly audits, penalties, and operational setbacks.

This webinar will help you cut through the complexity by offering clear, practical guidance on how to stay compliant while adapting to modern, paperless systems. You’ll gain insight into how federal and state record retention rules apply in today’s ESS-enabled environment, what common mistakes to avoid, and how to create a reliable policy that supports both regulatory obligations and your internal processes.

Who will benefit?

This webinar is designed for professionals responsible for payroll compliance, record retention, and digital system implementation—those include:

• Payroll Managers
• Payroll Administrators
• HR Managers
• HR Directors
• Compliance Officers
• Finance Managers
• Controllers
• Accounting Managers
• HRIS Specialists
• Operations Managers
• Internal Auditors
• Business Owners
• Administrative Managers
• Benefits Coordinators
• Employee Relations Specialists
• Shared Services Managers
• Records Management Professionals