SEATTLE OFFICE FOR CIVIL RIGHTS

Seattle Office for Civil Rights Rules
Chapter 70

EMPLOYER RECORDS

SHRR 70-430           Employer records requirement

Employers shall retain records for a period of two years that reasonably indicate employee hours worked, accrued paid sick/safe time and used paid sick/safe time. See SMC 14.16.060.

SHRR 70-440          Records of hours worked

1. Seattle hours. Employers that meet minimum Ordinance requirements for paid sick/safe time based on actual hours worked in Seattle must track and retain records of actual hours worked in Seattle starting on the date this Ordinance goes into effect, September 1, 2012.
   1. Exempt employees
      1. Regular basis. For exempt employees who work in Seattle on a regular basis, employers may retain records of hours worked for a part-time or full-time normal work week (up to 40 hours per week) rather than tracking actual hours worked in Seattle. The hours of a normal work week must be the actual basis for the employee's accrued and used paid sick/safe time.
      2. Occasional basis. For exempt employees who work in Seattle on an occasional basis, employers must retain records of actual hours worked in Seattle
2. Total hours. Employers that meet minimum Ordinance requirements for paid sick/safe time regardless of hours worked in Seattle (e.g. employers with unlimited leave policies, employers of occasional basis employees with leave policies commensurate with the Ordinance, etc.) may track and retain records of total hours worked rather than actual hours worked in Seattle.
1. Exempt employees. For exempt employees, employers may retain records of total hours worked for a part-time or full-time normal work week (up to 40 hours per week) rather than tracking actual hours worked.

SHRR 70-450           Records for combined or universal leave

1. When an employer provides a combined or universal leave policy, such as a paid time off (PTO) policy, for a limited or unlimited amount of leave, the employer shall retain records for a period of two years that reasonably indicate employee hours worked, accrued leave and used leave.
2. An employer providing a combined or universal leave, such as a paid time off (PTO) policy, is not required to maintain records showing employee reasons for use of the paid leave (e.g. vacation, paid sick/safe time, etc).

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