Maine bookkeeper employment contract template

Maine Bookkeeper Employment Contract

This Maine Bookkeeper Employment Contract ("Agreement") is made and entered into as of [Date], by and between:

• [Employer Full Legal Name], with a principal place of business at [Employer Full Address] ("Employer"), and
• [Employee Full Legal Name], residing at [Employee Full Address] ("Employee").

1. Position

The Employer hereby employs the Employee as a Bookkeeper.

• Option A: Full-Time Bookkeeper
• Option B: Part-Time Bookkeeper (Hours specified in Section 3)

2. Job Description

The Employee's primary responsibilities will include, but are not limited to:

• Accounts payable and receivable management.
• Payroll preparation and processing in accordance with Maine-specific rules and regulations.
• Maintaining accurate general ledger entries.
• Preparing monthly, quarterly, and year-end financial closings.
• Reconciling bank statements.
• Tracking invoices and ensuring timely payment.
• Supporting audits by providing necessary documentation and explanations.
• Preparing and filing state and municipal tax returns accurately and on time.
• Processing Maine sales tax and ensuring compliance with relevant laws.
• Monitoring compliance with Maine Department of Labor recordkeeping mandates.
• Complying with industry-specific bookkeeping standards (e.g., for hospitality, nonprofit, or manufacturing, as applicable).
• Proficiently using required bookkeeping software, including [List Bookkeeping Software e.g., QuickBooks, Xero, Sage].
• Using regulatory reporting tools as required by Maine and Federal regulations.
• Securely handling sensitive financial information in alignment with Maine's data privacy requirements.
• Ensuring compliance with Maine rules on record retention periods for financial, payroll, and tax documents.
• Option A: The employee will be responsible for [Additional responsibilities].
• Option B: The employee will not be responsible for [Excluded responsibilities].

3. Employment Type, Hours, and Location

The Employee's employment is:

• Option A: Full-time. The standard work week will consist of [Number] hours per week, Monday through Friday, from [Start Time] to [End Time], with a [Duration] minute meal break.
• Option B: Part-time. The Employee will work [Number] hours per week, according to a schedule to be determined by the Employer.

The Employee's primary work location is:

• Option A: On-site at [Employer Full Address].
• Option B: Remote.
• Option C: Hybrid. The Employee will work on-site [Number] days per week and remotely [Number] days per week. On-site work will be at [Employer Full Address].

Punctuality, attendance, and adherence to workplace conduct requirements, including safeguarding client financial information and anti-fraud protocols mandated by Maine law, are essential.

4. Reporting Relationship

The Employee will report to:

• Option A: [Controller Name], Controller.
• Option B: [CFO Name], Chief Financial Officer.
• Option C: [Business Owner Name], Business Owner.

The Employee will collaborate with external accountants, payroll processors, or regulatory agencies as needed.

5. Compensation

The Employer shall pay the Employee:

• Option A: An annual salary of [Salary Amount], payable [Frequency, e.g., bi-weekly].
• Option B: An hourly wage of [Hourly Wage Amount], payable [Frequency, e.g., bi-weekly].

Payment will be made:

• Option A: By direct deposit.
• Option B: By paycheck.

Overtime will be paid at the rate of one and one-half (1.5) times the Employee's regular rate of pay for all hours worked over 40 in a work week, as required by Maine law.

• Option A: The Employee is eligible for a performance-based bonus based on [Bonus criteria, e.g., accuracy, timeliness, compliance]. The bonus will be calculated as [Calculation method].
• Option B: The Employee is not eligible for a performance-based bonus.

6. Benefits

The Employee is eligible for the following benefits, subject to the terms and conditions of the Employer's benefit plans:

• Paid vacation: [Number] days per year.
• Sick days: [Number] days per year.
• Personal days: [Number] days per year.
• Maine-mandated family and medical leave, compliant with Maine's earned paid leave laws.
• Paid holidays: [List Holidays or reference company policy].
• Eligibility for unemployment insurance and workers' compensation per Maine statute.
• Option A: Health insurance: [Plan details].
• Option B: Dental insurance: [Plan details].
• Option C: Vision insurance: [Plan details].
• Option D: Retirement or 401(k): [Plan details].
• Option E: Professional development reimbursement: [Amount and terms].
• Option F: [Industry-specific perks, e.g., membership dues for Maine financial associations].

7. Confidentiality and Data Security

The Employee agrees to hold all confidential information of the Employer and its clients in strict confidence, and to not disclose or use such information for any unauthorized purpose. This includes strict compliance with Maine's Uniform Trade Secrets Act and state privacy laws.

8. Intellectual Property

Any spreadsheet templates, financial processes, or workflow documentation created by the Employee for the Employer shall be the sole property of the Employer.

9. Outside Activities

The Employee agrees not to engage in any outside bookkeeping, accounting, or tax work during the term of employment without the Employer's prior written consent. This is to prevent conflicts of interest, noting any Maine-specific ethics codes.

10. Financial Misconduct

The Employee is strictly prohibited from engaging in any embezzlement, falsification of records, or other forms of financial misconduct. The Employee must promptly report any suspected financial irregularities, in full compliance with Maine’s whistleblower protection laws.

11. Computer and Data Security

The Employee agrees to adhere to all computer and data security protocols, including encryption, password management, and storage of physical records, per Maine data breach notification statutes.

12. Restrictive Covenants

• Option A: The Employee agrees not to solicit clients, vendors, or employees of the Employer for a period of [Number] months following the termination of employment. This restriction is limited to the geographic area of [Geographic Area] and is subject to Maine law regarding non-compete agreements. Non-compete agreements are disfavored and only permissible under Maine’s strict statutory limitations, especially for non-exempt employees.
• Option B: No restrictive covenants apply to this employment agreement.

13. Termination

This is an at-will employment agreement, meaning that either the Employer or the Employee may terminate the employment relationship at any time, with or without cause, subject to the following:

• The Employee must provide [Number] weeks' written notice of resignation.
• The Employer may terminate the Employee's employment for any reason not prohibited by law.
• The Employer may terminate the Employee's employment immediately for gross misconduct.
• Final wage payment will be made in accordance with Maine law.
• Option A: Severance pay will be provided to the Employee upon termination by the Employer without cause, in the amount of [Severance amount or formula].
• Option B: No severance pay will be provided.
• The Employee must return all Employer property upon termination.

14. Overtime and Wage Disputes

Any overtime or wage disputes will be handled in accordance with the procedures established by the Maine Department of Labor.

15. Disciplinary Action

The Employer may take disciplinary action against the Employee for errors in bookkeeping, late reporting, policy breaches, or other performance issues. The disciplinary process may include verbal warnings, written warnings, suspension, and termination.

16. Dispute Resolution

Any disputes arising out of or relating to this Agreement shall be resolved through internal discussion. If the dispute cannot be resolved through internal discussion, the parties agree to attempt to resolve the dispute through mediation or arbitration in Maine as the exclusive legal forum, applying Maine law regardless of residence.

17. Anti-Discrimination and Harassment

The Employer is an equal opportunity employer and complies with all Maine anti-discrimination, equal opportunity, and anti-harassment laws, including the Maine Human Rights Act. The Employer prohibits discrimination or harassment based on gender, sexual orientation, age, marital status, disability, ancestry, or any other protected class.

The Employee should report any instances of unlawful discrimination or harassment to [Designated contact person].

18. Safety

The Employer will comply with all Maine-specific OSHA requirements for a safe office/work environment.

19. Continuing Education

The Employee is required to participate in continuing education or periodic training on changes in state and federal financial regulations. The Employee must maintain all certifications/licenses required for their position. [Specify frequency and any reimbursement details]

20. Entire Agreement

This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, whether written or oral.

21. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of Maine.

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

____________________________
[Employer Full Legal Name]

By: ____________________________
[Employer Representative Name]

Title: [Employer Representative Title]

____________________________
[Employee Full Legal Name]