Florida bookkeeper employment contract template

Florida Bookkeeper Employment Contract

This Florida Bookkeeper Employment Contract (the “Agreement”) is made and entered into as of [Date], by and between [Employer Name], a [State of Incorporation] corporation with its principal place of business at [Employer Address] (“Employer”), and [Employee Name], residing at [Employee Address] (“Employee”).

1. Position:

• Full-Time Bookkeeper.
• Employee is hired as a full-time Bookkeeper, reporting to [Reporting Manager Name] (Finance Manager or CPA).

2. Duties and Responsibilities:

• Option A: Daily accounts payable and receivable entries.
• Option B: Payroll processing in compliance with Florida laws.
• Bank account and credit card reconciliations.
• Monthly and annual financial statement preparation.
• Management of general ledger entries.
• Monitoring and resolving accounting discrepancies.
• Filing sales and use tax returns consistent with Florida Department of Revenue requirements.
• Maintaining up-to-date knowledge of Florida tax codes.
• Preparing 1099s and W-2s.
• Managing financial records in compliance with Florida’s record retention statutes.
• Ensuring document accuracy for audit readiness.
• Handling confidential information per Florida privacy and data security best practices for financial information.
• Proficiency in [Accounting Software Name].
• Ongoing training to stay current with updates and regulatory changes affecting bookkeeping in Florida.
• Internal/external financial reporting as needed.

3. Workplace:

• Primary workplace: [Employer Address] in [City, Florida].
• Option A: Remote work policy: [Remote Work Policy Details] (including Florida employer obligations for home office equipment, data protection, and secure digital record-keeping).
• Option B: No remote work.

4. Employment Status:

• Full-time employment.
• Minimum weekly work hours: [Number] hours per week.
• Expectations for punctuality.
• Permitted overtime arrangements: [Overtime Policy Details] (noting Florida’s lack of premium overtime rates except as required by FLSA).
• Standards for lunch breaks and rest periods.

5. Compensation and Benefits:

• Base salary: [Dollar Amount] per [Pay Period: e.g., year, hour].
• Pay frequency: [Weekly, Bi-weekly, Semi-monthly].
• Lawful wage deductions.
• Direct deposit or alternative payment methods: [Payment Method Details].
• Eligibility for bonus or incentive pay: [Bonus/Incentive Details] (tied to accuracy, efficiency, and compliance metrics).
• Employer contributions or reimbursements for business-related expenses: [Expense Reimbursement Details] (continuing professional education, work-related travel, certification renewals).
• Benefits provision:
  • Option A: Health/dental/vision insurance: [Insurance Plan Details].
  • Option B: Retirement plan options (401(k)/IRA): [Retirement Plan Details].
  • Paid vacation: [Vacation Policy Details].
  • Florida statutory holidays.
  • Sick leave: [Sick Leave Policy Details (if offered)] (note Florida is not mandated to provide paid sick leave).
  • CPA or bookkeeper association membership reimbursement: [Membership Reimbursement Details].

6. Workplace Safety:

• Workplace safety policies in accordance with Florida’s Occupational Safety and Health regulations.
• Office-specific protocols for data security and fraud prevention: [Data Security/Fraud Prevention Protocol Details].

7. Confidentiality and Non-Disclosure:

• Safeguarding sensitive company and client financial data.
• Compliance with applicable state and federal privacy regulations (including the Florida Information Protection Act).
• Durable confidentiality obligations post-termination.

8. Intellectual Property:

• Ownership of bookkeeping records and custom accounting processes/templates developed during employment.
• Data retention responsibilities: retention and destruction of records per Florida statute and IRS guidelines.

9. Conflicts of Interest:

• Prohibition against outside business or financial activities conflicting with the Employer’s interests.
• Requirement for prompt disclosures.

10. Non-Compete, Non-Solicitation, and Non-Disparagement:

• Option A: Non-Compete: [Non-Compete Details] (reasonable geographic, temporal, and client/prospect scopes, compliant with recent Florida legislative trends).
• Option B: Non-Solicitation: [Non-Solicitation Details] (reasonable client/employee scope).
• Option C: Non-Disparagement: [Non-Disparagement Details].

11. Termination:

• Grounds for termination:
  • For cause (fraud, gross negligence, violation of financial procedures).
  • Without cause.
  • Employee resignation.
• Notice periods: [Notice Period Details] (if any).
• Final pay timing (per Florida law).
• Accrued benefits.
• Return of company property and accounting records.
• Post-employment access to payroll/tax forms.
• At-will employment relationship.

12. Payroll Disputes/Financial Record Discrepancies:

Procedure for handling payroll disputes or financial record discrepancies: [Dispute Resolution Process] (including a timeline for employee notification and resolution).

13. Tax Compliance:

Compliance with all relevant local, state, and federal tax laws applicable to payroll, reporting, and remittance.

14. Whistleblower Protection:

• Adherence to the Florida Whistleblower Act and federal anti-retaliation protections.
• Processes for confidential reporting of suspected fraud or noncompliance.

15. Anti-Discrimination/Anti-Harassment:

• Policies on anti-discrimination and anti-harassment in compliance with Florida and federal laws (covering all protected classes).
• Accommodations and equal opportunity commitments.
• Complaint reporting mechanisms: [Complaint Reporting Process].

16. Governing Law and Venue:

• Applicable law: State of Florida.
• Exclusive jurisdiction and venue: State or federal courts located in [County Name], Florida.
• Good-faith efforts at negotiation or mediation prior to litigation.

17. Miscellaneous:

• Severability clause.
• Entire agreement clause.
• Amendment clause.
• Assignment clause (tailored to the structure of Florida business entities as Employer).

18. Workers’ Compensation and Unemployment Insurance:

• Adherence to Florida’s workers’ compensation and unemployment insurance requirements.
• Documentation and claim processes relevant to bookkeeping positions.

19. Tailored Adjustments:

Recognition that some elements may be omitted, modified, or expanded per the size, industry, or regulatory context of the Employer or the specific Bookkeeper’s duties.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Employer Name]

By: [Employer Representative Name]

Title: [Employer Representative Title]

[Employee Name]

Signature: ____________________________