Hawaii Records: What you need to know

The information provided here highlights some of the more important recordkeeping requirements that apply to most employers in Hawaii, regardless of industry. There may be other state recordkeeping requirements that are specific to certain businesses or industries. In addition, there are many federal statutes that require employers to keep certain records related to employment. There is additional information and details on federal recordkeeping requirements.
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The time period for retaining records set forth in the various statutes is minimum. Because these records are critical to the employer if its compliance with federal or state law is questioned or if it must defend itself against employment-related litigation, employers may want to retain employment-related records for longer periods. Moreover, the penalties for not keeping required records may be severe.
Covered employers. All employers are subject to the recordkeeping requirements.
Required. Employers must keep a record of the workdays, hours, mealtimes, and break times for every minor employee under the age of 18. In addition, employers must keep a valid age certificate on file at the workplace for all minor employees under 18 years of age and an employment certificate for each minor employee between the ages of 14 and 16.
To be retained. Employers must retain valid age and employment certificates until the employee terminates. Upon termination, the certificates must be returned to the Department of Labor and Industrial Relations with the date of termination marked on the certificate (HI Rev. Stat. Sec. 390-2, Sec. 390-3).
Covered employers. All employers are subject to the state ...

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Record retention is complex and time consuming. However, in addition to complying with various federal and state laws, keeping good, well-organized records can be very helpful in documenting and supporting an organization’s employment actions.
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This special report will discuss how you can ensure your records are in good order, and establish a record-retention policy.

Topics covered:
1. Hiring Records
2. Employment Relationships
3. Termination Records
4. Litigation Issues
5. Electronic Information Issues
6. Tips for Better Recordkeeping
7. A List of Legal Requirements

Make sure you have the information you need to know to keep your records in order.