Maryland bookkeeper employment contract template

Maryland Bookkeeper Employment Contract

This Maryland Bookkeeper Employment Contract (the “Agreement”) is made and entered into as of [Date] by and between [Employer Legal Name], a [State of Formation] [Entity Type], with a principal place of business at [Employer Address], hereinafter referred to as "Employer," and [Employee Full Legal Name], residing at [Employee Address], hereinafter referred to as "Employee."

1. Position and Job Description

The Employer hereby employs the Employee as a Bookkeeper.

The Employee's duties and responsibilities include, but are not limited to:

• Maintaining accurate ledgers and financial records.
• Processing accounts payable and receivable.
• Preparing bank reconciliations.
• Managing payroll records.
• Preparing general journal entries.
• Handling petty cash.
• Preparing and filing Maryland sales and use tax returns.
• Ensuring compliance with Maryland state tax withholding regulations.
• Tracking employee expense reimbursements.
• Generating financial statements.
• Preparing for audits.
• Ensuring proper documentation and retention of financial records under Maryland law.

2. Reporting Structure and Location

The Employee will report directly to [Name of Supervisor], [Title of Supervisor].

Escalation and oversight protocols will be as follows: [Describe Escalation Procedures].

The Employee's principal place of work will be at the Employer’s Maryland office located at [Employer Address].

• Option A: Remote work is permitted subject to Employer’s Remote Work Policy.
• Option B: Remote work is not permitted.

The employee is expected to comply with Maryland's minimum wage zones, telework requirements, and business expense reimbursement standards.

3. Employment Status and Work Schedule

The Employee's position is full-time, with a minimum of [Number] hours per week.

The Employee's normal work schedule is [Days of the week] from [Start Time] to [End Time].

• Required daily/weekly hours: [Number]
• Core office hours: [Specify Core Hours]

The Employee is entitled to Maryland-mandated rest and meal breaks as required by law.

4. Compensation

The Employee will be compensated as follows:

• Option A: Annual salary of [Dollar Amount], payable in [Frequency, e.g., bi-weekly] installments.
• Option B: Hourly wage of [Dollar Amount] per hour.

Overtime:

• Option A: Employee is eligible for overtime pay at a rate of one and one-half (1.5) times their regular hourly rate for all hours worked in excess of 40 hours per workweek, in accordance with Maryland’s Wage and Hour Law.
• Option B: Employee is not eligible for overtime pay as this position is exempt under Maryland law.

Pay cycle: [Weekly, Bi-weekly, Semi-monthly, Monthly]

Method and Location of Wage Payment: [Direct Deposit, Check] to [Bank Name, Address].

Bonus:

• Option A: Employee is eligible for a performance-based bonus, the terms of which are outlined in Exhibit A.
• Option B: Employee is not eligible for a bonus.

Annual Review: The Employee’s compensation and performance will be reviewed annually.

5. Benefits

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

• Health insurance: [Yes/No, Details of coverage]
• Dental and vision insurance: [Yes/No, Details of coverage]
• Maryland mandated paid sick and safe leave: [Details of Policy]
• Paid holidays: [List of Holidays]
• Paid vacation: [Accrual Rate, Maximum Accrual]
• Family/Medical Leave: Compliant with Maryland’s Flexible Leave Act.
• Retirement or 401(k) options: [Yes/No, Details of plan]
• Educational/Training Reimbursement: [Yes/No, Details of Policy, e.g., CPE for bookkeepers]

6. Business Expense Reimbursement

The Employer will reimburse the Employee for reasonable and necessary business expenses incurred in the performance of their duties, subject to the Employer’s Expense Reimbursement Policy.

This includes [Specify Reimbursable Expenses, e.g., mileage, professional licensing fees]

Reimbursement will be made in accordance with Maryland law.

7. Confidentiality

The Employee acknowledges that they will have access to confidential and proprietary information of the Employer, including but not limited to financial data, client records, payroll details, tax filings, account numbers, strategic business information, and customer lists.

The Employee agrees to hold all such information in strict confidence and not to disclose it to any third party without the Employer's prior written consent.

Handling, storage, transmission, and disposal of sensitive data will comply with Maryland’s Personal Information Protection Act (PIPA) and other applicable privacy requirements.

8. Ownership of Work Product

All work product created by the Employee in the course of their employment, including but not limited to accounting records, ledgers, spreadsheets, and reports, shall be the sole and exclusive property of the Employer.

9. Compliance with Laws

The Employee shall comply with all applicable federal, state, and local laws, rules, and regulations, including but not limited to anti-money laundering policies, IRS rules for 1099 and W-2 classification, and obligations to report suspected financial wrongdoing.

10. Licensing and Registration

The Employee represents and warrants that they possess any and all licenses and registrations required to perform the duties of a Bookkeeper in Maryland.

• Minimum Education: [Specify Requirements]
• Bonding: [Specify Requirements]
• Professional Certification: [Specify Requirements]

11. Use of Company Resources

The Employee shall use the Employer's proprietary accounting software, payroll systems, or Maryland-specific tax filing platforms solely for work purposes.

12. Reporting Irregularities

The Employee shall immediately notify the Employer of any suspected fraud or financial irregularities.

13. Security

The Employee shall safeguard all login credentials, company credit cards, checks, and other access to financial instruments.

14. Conflict of Interest

The Employee shall not engage in any activity that creates a conflict of interest with the Employer.

Specifically, the Employee shall not perform bookkeeping services for competing Maryland-based entities without the Employer's prior written consent.

The Employee shall not accept gifts or kickbacks from company vendors or clients.

15. Data Backup and Retention

The Employee shall follow the Employer's data backup and digital record retention procedures to comply with Maryland recordkeeping standards.

16. Accuracy and Timeliness

The Employee shall maintain accuracy, timeliness, and completeness of record-keeping.

The Employee shall be liable for material errors, omissions, or willful misconduct.

17. Audit Participation

The Employee shall participate in audit preparation and compliance reviews as required.

18. Professional Standards

The Employee shall maintain professionalism when interacting with auditors, tax authorities, vendors, clients, and internal personnel.

19. Wage Notification and Personnel Records

The Employer shall provide the Employee with written wage notifications as required by Maryland law.

The Employee has the right to inspect their personnel records in accordance with Maryland law.

20. Performance Evaluation

The Employee's performance will be evaluated periodically.

A remediation plan will be implemented for any identified deficiencies.

21. Termination

This Agreement is “at-will,” meaning that either party may terminate the employment relationship at any time, with or without cause, and with or without notice, unless otherwise agreed in writing.

Termination Procedures: [Specify Procedures]

Required Notice: [Specify Notice Period, if any]

Severance: [Specify Severance, if any]

Final Wage Payment: The Employee will receive their final wage payment in accordance with Maryland law.

Return of Employer Property: Upon termination, the Employee shall return all Employer property, including accounting records, keys, hardware, and passwords.

Continuity of Records: The employee will assist in the transition of bookkeeping responsibilities to ensure continuity of records.

22. Post-Employment Obligations

Professional References: The Employer may provide professional references for the Employee.

Non-Solicitation: The Employee shall not solicit the Employer's clients/accounts for a period of [Number] months following termination.

Non-Compete: [Carefully analyze enforceability under Maryland law]

• Option A: The Employee shall not work for a competing business within [Radius] miles of the Employer's principal place of business for a period of [Number] months following termination.
• Option B: There is no non-compete agreement.

23. Anti-Discrimination and Anti-Harassment

The Employer is an equal opportunity employer and prohibits discrimination and harassment based on race, color, religion, sex, marital status, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status, or any other characteristic protected by Maryland law.

Complaint and Resolution Mechanisms: [Specify Procedures]

24. Whistleblower Protection

The Employee has the right to report suspected financial improprieties or violations of law without retaliation, in accordance with Maryland law.

25. Dispute Resolution

Any dispute arising out of or relating to this Agreement shall be resolved through negotiation, mediation, and arbitration before resorting to litigation.

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

The exclusive jurisdiction and venue for any legal action arising out of or relating to this Agreement shall be in the courts of Maryland.

26. Workers’ Compensation and Safety

The Employer shall maintain Workers' Compensation insurance coverage for the Employee as required by Maryland law.

The Employee shall comply with all applicable health and safety regulations.

The employee is obligated to maintain OSHA compliance (as applicable).

27. Ethics and Compliance Training

The Employee shall participate in ongoing ethics and compliance training as required by the Employer.

28. Amendment

This Agreement may be amended from time to time due to statutory changes in Maryland employment or tax law.

29. Severability

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

30. Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

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

[Employer Legal Name]

By: [Employer Representative Name]

Title: [Employer Representative Title]

[Employee Full Legal Name]

[Employee Signature]

Date: [Date]