Recordkeeping

Keep all records of employment taxes for at least 4 years. These should be available for IRS review. Your records should include the following information.

Your EIN.

Amounts and dates of all wage, annuity, and pension payments.

Amounts of tips reported to you by your employees.

Records of allocated tips.

The fair market value (FMV) of in-kind wages paid.

Names, addresses, SSNs, and occupations of employees and recipients.

Any employee copies of Forms W-2 and W-2c returned to you as undeliverable.

Dates of employment for each employee.

Periods for which employees and recipients were paid while absent due to sickness or injury and the amount and weekly rate of payments you or third-party payers made to them.

Copies of employees’ and recipients’ federal income tax withholding certificates (Forms W-4, W-4P, W-4R, W-4S, and W-4V).

Dates and amounts of tax deposits you made and acknowledgment numbers for deposits made by EFTPS.

Copies of returns filed and confirmation numbers.

Records of fringe benefits and expense reimbursements provided to your employees, including substantiation.

Documentation to substantiate any credits claimed. Records related to qualified sick leave wages and qualified family leave wages for leave taken after March 31, 2021, and before October 1, 2021, should be kept for at least 6 years. For more information on substantiation requirements, go to IRS.gov/PLC . Records related to qualified wages for the COVID-19 related employee retention credit paid after June 30, 2021, should be kept for at least 7 years. For more information on substantiation requirements, go to IRS.gov/ERC .

If a crew leader furnished you with farmworkers, you must keep a record of the name, permanent mailing address, and EIN of the crew leader. If the crew leader has no permanent mailing address, record their present address.