Illinois Records laws & HR compliance analysis

Illinois Records: What you need to know

The information provided here highlights some of the more important recordkeeping requirements that apply to most employers in Illinois. 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.
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Employers should keep in mind that the time period for retaining records set forth in the various statutes are minimums. Since 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 on file at the workplace an employment certificate for each worker between the ages of 14 and 16. In addition, the employer must keep a register, including the name, age, address, starting and ending work time, time out for meals, and daily and weekly hours worked for each employee between the ages of 14 and 16.
To be retained. Employment certificates should be returned to the issuing office upon the termination of employment. The register and related records must be retained for 3 years or until 6 months after the termination date, whichever is longer (IL Comp. Stat. Ch. 820 Sec. 205/6; Ill.Admin. Code Ch. 56 Sec. 250.500).
Covered employers. All employers with 15 or more employees are subject to the recordkeeping requirements.
Required. Employers must keep the following personnel and employment records:

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