New Jersey Free Printable General Labor Law Poster Posters New Jersey Employer Obligations to Maintain and Report Records Required

The Employer Obligations to Maintain and Report Records is a general labor law poster poster by the New Jersey Department Of Labor and Workforce Development. This is a mandatory posting for all employers in New Jersey, and businesses who fail to comply may be subject to fines or sanctions.

This poster must be posted in a conspicuous place where all employees will see it. This poster describes the obligations that employers have to maintain and report records regarding wages, benefits, taxes and other contributions and assessments pursuant to state wage, benefit and tax laws. The size of this poster is 11 x 17".


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Wage Payment Law (N.J.S.A. 34:11-4.1 et seq.) and Wage and Hour Law (N.J.S.A. 34:11-56a et seq.) 
Each employer must keep a record of each employee which contains the fol\
lowing 
information:
 1. The name of the employee;
 2.  The address of the employee;
 3.  The birth date of the employee if the employee is under the age of 18;
 4. The total hours worked by the employee each day and each workweek*;
 5. The earnings of each employee, including the regular hourly wage, gross \
to net amounts with itemized deductions, and the basis on which wages are paid;\
 6. Regarding each employee who receives gratuities, the total gratuities re\
ceived by the employee during the payroll week;
 7.  Regarding each employee who receives gratuities, daily or weekly reports\
 completed by the employee containing the following information: 
   (a) the employee’s name, 
   (b) the employee’s address, 
   (c) the employee’s social security number, 
 (d) the name and address of the employer, 
 (e) the calendar day or week covered by the report, and 
   (f) the total amount of gratuities received; and
 8.  Regarding each employee for whom the employer claims credit for food or \
lodging as a cash substitute for the employee who receives food or lodgi\
ng 
supplied by the employer, information substantiating the cost of furnishing 
such food or lodgings, including but not limited to the nature and amoun\
t of 
any expenditures entering into the computation of the fair value of the \
food or 
lodging and the date required to compute the amount of the depreciated i\
nvest -
ment in any assets allocable to the furnishing of the lodgings, includin\
g the 
date of acquisition or construction, the original cost, the rate of depr\
eciation 
and the total amount of accumulated depreciation on such assets.
The employer may use any system of time keeping provided that it is a co\
mplete, 
true and accurate record.
The employer must keep the wage and hour records described above for a p\
eriod of 
six years.
The employer must keep the wage and hour records described above at the \
place of 
employment or in a central office in New Jersey.
Prevailing Wage Act (N.J.S.A. 34:11-56.25 et seq.)
The Prevailing Wage Act applies to employers  only under certain circumstances.
Specifically, it applies only when an employer enters into a contract in excess of the 
prevailing wage contract threshold amount for any public work (as the t\
erm “public 
work” is defined at N.J.S.A. 34:11-56.26) to which any public body is a party or for 
public work to be done on a property or premises owned by a public body \
or leased 
or to be leased by a public body.
Each public works contractor must submit to the public body or lessor wh\
ich con -
tracted for the public works project a certified payroll record containing the following 
employee information:
 1.  Name;
 2.  Address;
 3. Social security number;
 4. Craft or trade;
 5. Actual hourly rate of pay;
 6. Actual daily, overtime and weekly hours worked in each craft or trade;
 7. Gross pay;
 8. Itemized deductions;
 9. Net pay paid to the employee;
 10. Any fringe benefits paid to approved plans, funds or programs on behalf of the  
employee; and
 11. Fringe benefits paid in cash to the employee.
Each public works contractor must, within 10 days of payment of wages, s\
ubmit 
the certified payroll record to the public body or the lessor which contracted for the 
public works project.
Each public works contractor which employs one or more apprentices on a \
public 
works project must maintain with its records written evidence that the a\
pprentice or 
apprentices are registered in an approved apprenticeship program while p\
erforming 
work on the project.
Unemployment Compensation Law  (N.J.S.A. 43:21-1 et seq.),  
Temporary Disability Benefits Law (N.J.S.A. 43:21-25 et seq.) and  Family Leave Insurance Benefits Law, P.L. 2008, c. 17.
Payroll records: Each employing unit must maintain a record for each worker 
engaged in employment, which record must contain the following informati\
on about 
the worker:
 1.  Full name, address and social security number;
 2.  Total remuneration paid in each pay period showing separately cash, including commissions and bonuses; the cash value of all compensation in\
 
any medium other than cash; gratuities received regularly in the course \
of 
employment if reported by the employee, or if not so reported, the minim\
um 
wage rate prescribed under applicable laws of this State or of the Unite\
d 
States, or the amount of remuneration actually received by the employee,\
 
whichever is higher, and service charges collected by the employer and 
distributed to workers in lieu of gratuities and tips;
 3.  An entry under the heading “special payments” of the amount of any\
 special payments, such as bonuses and gifts, which have been paid during the pay\
 
period but which relate to employment in a prior period.  The following 
shall be shown separately under this heading: cash payments, cash value \
of 
other remuneration, the nature of such payments, the period during which\
 the 
services were performed for which special payments were payable;
 4.  The date hired, rehired and returned to work after temporary layoff;
 5.  The date separated from employment and the reason for separation;
 6.  Such information as may be necessary to determine remuneration on a calen-
dar week basis; and
 7.  The number of base weeks (as the term “base week” is defined in  N.J.S.A. 43:21-19(t)) and wages.
All records referred to in 1. through 7. above must be kept safe and rea\
dily accessible 
at the New Jersey place of business of the employing unit.
All records referred to in 1. through 7. above must be retained for the \
current calen -
dar year and for the four preceding calendar years.
Once an employer becomes inactive, the employer must keep all records re\
ferred to 
in 1. through 7. above for the subsequent six quarters.
Wage reporting:  Each employer (other than employers of domestic service workers) 
must electronically file a WR-30, “Employer Report of Wages Paid,” with the Divi -
sion of Revenue, within the Department of the Treasury, within 30 days after the end 
of each quarter.  The WR-30 lists the name, social security number and wages paid 
to each employee and the number of base weeks worked by the employee dur\
ing the 
calendar quarter.
Each employer of domestic service workers (as the term “domestic ser\
vice worker” 
is defined at N.J.A.C. 12:16-13.7(b)) must file an annual, rather than quarterly , 
WR-
30 with the Division of Revenue, within the Department of the Treasury
 .
Contribution reporting: Each employer (other than employers of domestic service 
workers) must electronically file an NJ-927, “Employer’s Quarterly Report,” with 
the Division of Revenue, within the Department of the Treasury, and remit the corre -
sponding unemployment insurance, supplemental workforce fund, workforce \
devel -
opment partnership fund, temporary disability insurance and family leave\
 insurance 
contribution payments, within 30 days after the end of each quarter.  The NJ-927 lists 
the total of all wages paid, the wages paid in excess of the taxable max\
imum, the tax -
able wages on which contributions are due, the number of workers employe\
d during 
the pay period, the number of workers insured under a “private plan”\
 for temporary 
disability insurance and the number of workers insured under a “priva\
te plan” for 
family leave insurance.
Each employer of domestic service workers (as the term “domestic ser\
vice worker” 
is defined in N.J.A.C. 12:16-13.11(c)) must file an annual, rather than quarterly, NJ-
927H, “Domestic Employer’s Annual Report,” with the Division of Revenue, within 
the Department of the Treasury.
Temporary Disability Insurance and Family Leave Insurance information: 
Each employer must retain all records pertaining to any election to disc\
ontinue a 
private plan for temporary disability insurance and/or family leave insurance benefits 
and must make such records available for inspection by the Division of  T
emporary 
Disability Insurance for a one-year period from the date that the private plan is 
terminated.
Each employer having a private plan for temporary disability insurance a\
nd/or family 
leave insurance must, within 10 days after the Division of T emporary Disability 
Insurance has mailed the employer a request for information with respect\
 to a period 
of disability

, furnish the Division with any information requested or known to the 
employer which may bear upon the eligibility of the claimant.
Each employer having two or more approved private plans in effect during a calendar 
half-year or any portion thereof must, on or before the 30
th day following the close of 
the calendar half-year, file a report showing the amount of taxable wages paid during 
such calendar half-year to employees while covered under each such priva\
te plan.
Each employer who provides temporary disability insurance to its employe\
es through 
a self-insured private plan must, for the six-month periods ending June \
30 and 
December 31 of each calendar year during which the self-insured private plan is in 
effect, file a statement with the Division of Temporary Disability Insurance, on or 
before the 30
th day following the end of the respective six-month period showing:
 1. The number of claims received during the six-month period,
 2. The number of claims accepted during the six-month period,
 3.  The amount of benefits paid during the six-month period, and
 4.  Such other information as the Division of Temporary Disability Insurance may require with respect to the financial ability of the self-insurer to meet the 
self-insured’s obligations under the plan.
On or before the 30
th day following the close of each calendar year during which a 
self-insured private plan for temporary disability insurance is in effect, the employer 
must file a report with the Division of Temporary Disability Insurance showing:
 1.  The amount of funds available at the beginning of that year for payment \
of  
disability benefits,
 2.  The amount contributed by workers during that year,
 3.  The amount contributed by the employer during that year,
 4.  The amount of disability benefits paid during that year,
 5.  Direct cost of administration of the plan during that year, and
 6.  The number of employees covered by the plan as of December 31.
Each employer who provides family leave insurance to its employees throu\
gh a self-
insured private plan must for the one-year period ending December 31 of each cal -
endar year during which a self-insured private plan is in effect file a statement with 
the Division of Temporary Disability Insurance, on or before the 30
th day following 
the end of the one-year period showing the following information with re\
gard to each 
of the following types of claims: care of a sick child, care of a sick s\
pouse, care of a 
sick domestic partner, care of a sick civil union partner, care of a sick parent, bond -
ing by biological parent with a newborn child, bonding by domestic partn\
er or civil 
union partner of biological parent with a newborn child, bonding by indi\
vidual with 
newly adopted child:
 1.  The number of claims for family leave insurance benefits received during the one-year period,
 2.  The number of claims for family leave insurance benefits accepted during the one-year period,
 3.  The number of workers who received family leave insurance benefits during the one-year period,
 4.  The amount of family leave insurance benefits paid during the one-year period,
 5.  The average weekly family leave insurance benefit during the one-year period,
 6.  The amount of sick leave, vacation leave or other fully paid time, which resulted in reduced benefit duration during the one-year period,
 7.  With regard solely to family leave insurance benefit claims to care for sick family members, the amount of intermittent family leave insurance benefits 
paid during the one-year period, and
 8.  The average duration of family leave insurance benefits, in days, during the one-year period.
The information reported in 1. through 8. above must be broken down by s\
ex and by 
age group, beginning at 25 years and under and increasing in increments \
of 10.
On or before the 30
th day following the close of each calendar year during which a 
self-insured private plan for family leave insurance is in effect, the employer must 
file a report with the Division of Temporary Disability Insurance showing:
 1.  The amount of funds available at the beginning of that year for payment of family leave insurance benefits,
 2. The amount contributed by workers during that year,
 3.  The direct cost of administration of the plan during that year,
 4.  The number of employees covered by the plan as of December 31, and
 5.  Such other information as the Division of Temporary Disability Insurance may require with respect to the financial ability of the self-insurer to meet the 
self-insured’s obligation under the plan.  
Workers’ Compensation Law (N.J.S.A. 34:15-1 et seq.)
Upon the happening of an accident or the occurrence of any occupational \
disease, 
an employer who has insurance coverage or utilizes a third-party adminis\
trator shall 
promptly furnish the insurance carrier or the third-party administrator \
with accident 
or occupational disease information.
Within three weeks after an accident or upon knowledge of the occurrence \
of an 
occupational disease, every insurance carrier, third-party administrator, statutory non-
insured employer, including the State, counties, municipalities and school districts, 
and duly authorized self-insured employer not utilizing a third-party ad\
ministrator 
must file a report designated as “first notice of accident” in electronic data inter -
change media with the Division of Workers’ Compensation through the Compensa -
tion Rating and Inspection Bureau in a format prescribed by the Compensa\
tion 
Rating and Inspection Bureau.  When filed by an insurance carrier or third-party 
administrator, the report must also be sent to the employer.  If the employer disagrees 
with the report, the employer may prepare and sign an amended report and file the 
amended report with the insurance carrier or third-party administrator.  The amended 
report must then be filed electronically with the Division through the Compensation 
Rating and Inspection Bureau.
Every insurance carrier providing workers’ compensation insurance and every 
workers’ compensation self-insured employer shall designate a contact person who\
 
is responsible for responding to issues concerning medical and temporary\
 disability 
benefits where no claim petition has been filed or where a claim petition has not 
been answered.  The full name, telephone number, mailing address, email address 
and fax number of the contact person must be submitted to the Division of  W
orkers’ 
Compensation utilizing the Division’s contact person form in the manner instructed 
on the form.
Each employer

, when directed to do so by the Division of Workers’ Compensation, 
must submit to the Division of Workers’ Compensation copies of such medical 
certificates and reports as it may have on file.
Gross  Income Tax Act (N.J.S.A. 54A:1-1 et seq.)
Employer’s Quarterly Report :  The Employer’s Quarterly Report, NJ-927, reports 
New Jersey Gross Income Tax withheld, unemployment insurance, supplemental 
workforce fund, workforce development partnership fund, family leave insurance and 
temporary disability insurance wage and withholding information.
Each employer is required to electronically file an Employer’s Quarterly Report, 
NJ-927, for each calendar quarter, regardless of the amount of tax actually due for a 
particular quarter.  Quarterly reports are due on the 30th day of the month following 
the end of each quarter.
Employers of “domestic service workers” may report and pay New Jer\
sey Gross 
Income Tax withheld on an annual, rather than quarterly, basis on an NJ-927H.
Records to be kept: Every employer is required to keep all pertinent records avail -
able for inspection by authorized representatives of the New Jersey Division of 
Taxation.  Such records must include the following:
 1.  The amounts and dates of all wage payments subject to New Jersey Gross Income Tax;
 2.  The names, addresses and occupations of employees receiving such pay-
ments;
 3.  The periods of their employment;
 4.  Their social security numbers;
 5.  Their withholding exemption certificates;
 6.  The employer’s New Jersey T axpayer Identification Number;
 7.  Record of weekly, monthly, quarterly remittances and/or returns and annual returns filed;
 8.  The dates and amounts of payments made; and
 9.  Days worked inside and outside of New Jersey for all nonresident  employees.
New Jersey Department of Labor and Workforce Development 
Chapter 194, Laws of New Jersey, 2009, Relating to  
For possible failure to meet the 
record keeping or reporting 
requirements of the …
Phone E-mailMailWage Payment Law [email protected] Jersey Department of Labor and W orkforce Development
Wage & Hour Law Division of W age and Hour Compliance
Prevailing Wage Act P.O. Box 389
Trenton, NJ 08625-0389Unemployment Compensation Law [email protected] Jersey Department of Labor and Workforce DevelopmentTemporary Disability Benefits Law Division of Employer AccountsFamily Leave Insurance Benefits P.O. Box 947Trenton, NJ 08625-0947Workers’ Compensation [email protected] Jersey Department of Labor and Workforce DevelopmentDivision of Workers’ CompensationP.O. Box 381Trenton, NJ 08625-0381Gross Income Tax Act [email protected] Jersey Department of the TreasuryDivision of TaxationInformation and Publications BranchP.O. Box 281Trenton, NJ 08625-0281
609-292-2305
609-292-2810
609-292-2515
609-292-6400
Employer Obligation to Maintain and Report Records  
Regarding Wages, Benefits, Taxes and Other Contributions and Assessments Pursuant to State Wage, Benefit and Tax Laws
Harold J. Wirths, Commissioner
Chris Christie, Governor
MW-400 (11/14)
*This requirement does not apply with regard to those employees who are covered by the exceptions set forth 
at N.J.S.A. 34:11-4.6e. and 34:11-56a20, which includes but is not limited to individuals employed in a bona fide 
executive, administrative, professional or outside sales capacity.
This notice must be conspicuously posted. Not later than December 7, 2011, each 
employee must also be provided a written copy of the notice or, for employees 
hired after November 7, 2011, a written copy of the notice must be provided at 
the time of the employee’s hiring.  See N.J.A.C. 12:2-1.3 for alternate methods of 
posting and distribution by electronic means.
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