How long are employers required to keep employee records in Wisconsin?

BenHR > Employee Records Compliance

Wisconsin employers must retain most employee payroll and personnel records for at least three years. Recordkeeping obligations apply to nearly every employer in the state and stem from Wisconsin labor regulations, with additional guidance from federal laws and agency rules. Retention periods vary by document type, so employers often follow the longest applicable timeframe when records overlap multiple compliance areas.

BenHR helps Wisconsin businesses organize employee records, align retention practices with state and federal rules and reduce compliance risk through consistent documentation policies.

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How Long Employers Should Keep Employee Records

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How Long Must Employee Records Be Kept in Wisconsin?

General Employment and Payroll Records

Wisconsin requires employers to retain required payroll and employment records for a minimum of three years.

Workers’ Compensation Records

Employers with three or more employees must keep records of work-related injuries or fatalities. While Wisconsin law does not list a specific retention period, workers’ compensation claims may reopen years later. Best practice supports retaining workers’ compensation records for up to ten years.

Drug Screening Records

Drug test results are classified as confidential medical records and should remain in a separate medical file. Since medical files often connect to personnel records, many employers retain drug screening documents for three years.

Hazardous Exposure and Safety Records

Records related to employee exposure to toxic materials or harmful physical agents require extended retention. Safety Data Sheets (SDS) for hazardous workplace substances must remain on file for 30 years.

Who Must Keep Employee Records?

Nearly all Wisconsin employers must make and maintain employee records. An exception applies to employees exempt from Wisconsin overtime rules who receive salaried pay rather than hourly wages.

Required Employee Records in Wisconsin

Employers must maintain accurate records containing:

Employee name and address
Date of birth
Employment start and end dates
Daily start and end times
Meal period times, when deducted from work hours
Total hours worked per day and per week
Rate of pay and wages per pay period
Wage deductions with amounts and reasons
Production output for non-hourly employees

Where Employee Records Must Be Stored

Employers must keep records accessible within Wisconsin. Acceptable storage locations include the worksite, the employer’s place of business or a centralized recordkeeping office located in the state.

Partner With BenHR for Employee Records Compliance

Record retention issues often surface during wage audits, workers’ compensation claims or legal disputes. BenHR supports Wisconsin employers with record-keeping audits, retention schedules and HR policy development designed to support compliance and consistency.