N.Y. Comp. Codes R. & Regs. tit. 12, § 308.3 – Record requirements for employers.

(a) Employers must maintain at all times the records required by this rule and must produce the records when requested by the chair pursuant to Workers' Compensation Law, section 141-a.
1. (1) Federal employer identification number (FEIN) or a record of the social security number (SSN) if the employer does not have a FEIN;
2. (2) business name, including but not limited to certificate of assumed business name;
3. (3) business form, such as corporation, limited liability company, or partnership;
4. (4) articles of incorporation or organization, including any amendments to such articles, occupational licenses, trade licenses or certifications; and
5. (5) a current list of the officers, partners or principals of the business.
  (c) Employment records.
  Every employer shall maintain employment records pertaining to every person to whom the employer paid or owes remuneration and who is an employee of the employer for the performance of any work or service in connection with any employment under any appointment or contract for hire or apprenticeship.
6. (1) the employment records required by this subdivision shall indicate with regard to every such person:
  1. (i) name of the person;
  2. (ii) SSN, individual taxpayer identification number (ITIN) or FEIN;
  3. (iii) each day, month, and year or pay period when the employer engaged the person in employment;
  4. (iv) a description of general duties sufficient to allow classification for workers' compensation premium purposes;
  5. (v) amount of remuneration paid or owed by the employer for work or service performed by the person. Where remuneration is paid or owed on an hourly basis, the record shall identify each pay period, the number of hours worked during each pay period, the amount of remuneration paid or owed during each pay period and the date the remuneration was paid. Where remuneration is an annual salary paid at regular intervals, the record shall identify the interval of the pay period, such as weekly, biweekly, semimonthly, monthly, the amount of remuneration paid or owed each pay period, and the date the remuneration was paid. Where remuneration is paid or owed on any basis other than hourly, the record shall specify the basis for the remuneration, such as competitive bid, piece rate, or task, indicate the day, month, and year, when remuneration was earned, the date the remuneration was paid and the amount of remuneration paid or owed.
7. (2) In addition, every employer shall maintain the following records for each such person:
  1. (i) all checks or other records, including records of cash payments, provided to the person for salary, wage, or earned income;
  2. (ii) the value of other remuneration such as meals, tips, lodging or similar advantage received;
  3. (iii) annual wage or earnings statements as required by the Federal government including, but not limited to, all Form 1099 Miscellaneous Income and Form W-2 Wage and Tax Statements issued to the person;
  4. (iv) all written contracts or agreements between the employer and the person that describe the terms of employment;
  5. (v) all employment reports and quarterly combined withholding, wage reporting and unemployment insurance quarterly combined tax returns and unemployment insurance registration records with identifying unemployment insurance registration numbers filed pursuant to the Labor Law and Tax Law.
    (d) Tax records.
    Every employer shall maintain all tax returns and forms, together with supporting records and schedules, filed with the Internal Revenue Service, New York State Department of Taxation and Finance and New York State Department of Labor.
    (e) Account records.
    Every employer shall maintain monthly, quarterly, or annual statements for all open or closed business accounts established by the employer or on its behalf with any credit card company or any financial institution, such as bank, savings bank, savings and loan association, credit union, or trust company.
    (f) Employers must maintain a record of transactions, such as a general ledger, including both debits and credits.
    Such record shall include all payments to employees and independent contractors, and employers shall maintain a record of check and cash disbursements reflecting such payments, as well as a copy of each cashier's check, bank check, and money order reflecting such payments, indicating chronologically the disbursement date, to whom the money was paid, the payment amount, and the purpose.
    (g) Employee leasing company and temporary labor service records.
8. (1) Every employee leasing company licensed under Labor Law, section 918, including a professional employer organization, shall maintain:
  1. (i) records that indicate the FEIN of each client employer or SSN or ITIN if the client employer does not have a FEIN;
  2. (ii) the application of each client employer and the contract between the employee leasing company and each client employer whereby the employee leasing company assigned its employees to a client employer; and
  3. (iii) records that indicate the name, gross pay, deductions from gross pay, net pay, and rate of pay for every employee assigned to each client employer.
9. (2) Every temporary labor service shall maintain records that identify the name, SSN or ITIN of each employee who the temporary labor service provided to a client, and the payments to and the pay period, type of service, and location of service performed by each such employee. In addition, the temporary labor service shall maintain records of payments that it received from the client.
  (h) Invoices from contracted entities.
  Every employer shall maintain all invoices received from an entity it contracts with for work or service performed by such contracted entity for the employer and a record of all payments to each contracted entity, including the date and type of service, and location of service performed by each such contracted entity.
  (i) Workers' compensation insurance and certificates of election to be exempt.
10. (1) Every employer shall maintain all workers' compensation insurance policies obtained by the employer or on the employer's behalf and all endorsements, declaration pages, certificates of workers' compensation insurance, notices of cancellation, notices of non-renewal, or notices of reinstatement of such policies.
11. (2) Every employer shall maintain all premium audit documents provided by the workers' compensation carrier to the employer and all premium self-audits, together with supporting documentation and correspondence provided by the employer to its workers' compensation carrier.
12. (3) Every contractor shall retain evidence of workers' compensation insurance of every subcontractor required to maintain such insurance.
  (j) Contracts.
  Each employer shall maintain all completely executed written contracts between it and a general contractor, subcontractor, independent contractor, building or premises owner, or employee leasing company licensed under Labor Law, section 918, which specify the terms of reimbursement and performance of any work or service.
  (k) Records retention.
  An employer shall maintain the records specified in this Part for the current calendar year and for the preceding three calendar years, in original form. A legible copy of the original record is an acceptable substitute for the original.
  (l) Records location.
  An employer shall make the records specified in this section available at a location specified by the chair or his designee within New York State upon demand by the chair or his designee.
(b) Identity, organizational, and occupational records.
Every employer shall maintain documents reflecting its:
(m) Notwithstanding any provision of this section, employers shall abide by additional recordkeeping requirements set by any other New York State or local law, rule, or regulation.
(n) Notwithstanding subdivisions (b) through (k) of this section, employers of domestics shall be required to maintain only a record of the number of domestics employed by the employer at any time.