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Reference: Minnesota Law, §268.186
The Minnesota Unemployment Insurance (UI) Program performs regular examinations of employer records. All employer records must be open to inspection, audit and verification at any reasonable time and as often as deemed necessary. Records must be kept for a minimum of eight years. Any employer that refuses to allow an audit of their records by the UI Program may be assessed an administrative penalty of $500.
When the UI Program performs an audit, the following records are generally reviewed.
For Each Worker:
- First and last name,
- Social Security number,
- Location where services were performed,
- Rate of pay,
- Actual days and number of hours worked, and
- Gross earnings and the amount paid.
Payroll Records:
- Payroll register,
- Individual earnings records, and
- Time cards (selective review).
Federal Records:
- W-2’s and W-3,
- 940 and 941’s,
- 1096 and 1099’s, and
- Federal income tax returns.
General Accounting:
- Chart of accounts and
- Detailed general ledger.
This handbook is based on current UI legislation; statements are intended for general information and do not have the effect of law. The Minnesota Unemployment Insurance Law - MN Statutes §268.001 to §268.23 and Administrative Rules 3310 and 3315 - can be accessed through our Web site at www.uimn.org; by clicking on the UI Law link.
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