New Hampshire bookkeeper employment contract template

New Hampshire Full-Time Bookkeeper Employment Contract

This New Hampshire Full-Time Bookkeeper Employment Contract (the "Agreement") is made and entered into as of [Date] by and between:

• [Employer Name], with its principal place of business at [Employer Address], hereinafter referred to as "Employer," and
• [Employee Name], residing at [Employee Address], hereinafter referred to as "Employee."

1. Position and Employment Status

• The Employer hereby employs the Employee as a Full-Time Bookkeeper.
• The Employee's employment status is non-exempt under applicable New Hampshire and federal wage and hour laws.

2. Job Description

The Employee shall perform the following duties:

• Processing and recording day-to-day financial transactions.
• Managing accounts receivable and accounts payable.
• Payroll preparation.
• Monthly bank reconciliations.
• General ledger posting.
• Expense categorization.
• Preparation of quarterly/annual financial reports.
• Assisting with budgeting.
• Cash flow monitoring.
• Maintaining accurate and compliant records.
• Preparing documentation for audits and tax filings.
• Maintaining confidentiality of all financial information.
• Supporting external audits as needed.

3. Qualifications and Certifications

• Required Education: [Specify Required Education Level, e.g., Associate's Degree in Accounting]
• Required Licenses/Certifications: [Specify Required Licenses/Certifications, e.g., Certified Bookkeeper (CB)]
• Software Proficiency: Proficient in [Specify Accounting Software, e.g., QuickBooks Desktop, QuickBooks Online, Sage, Xero].
• The Employee agrees to participate in ongoing training to stay updated on best practices and regulatory updates, including changes to New Hampshire business and tax codes.

4. Ethical Standards and Compliance

• The Employee shall adhere to ethical standards applicable to bookkeepers, such as the AIPB Code of Ethics.
• The Employee shall comply with all applicable New Hampshire and federal bookkeeping, tax, and recordkeeping regulations.

5. Reporting Lines and Supervision

• The Employee shall report to [Specify Reporting Line, e.g., Controller, CFO, Small Business Owner].
• Level of Supervision: [Specify Level of Supervision, e.g., Close Supervision, General Supervision].
• The Employee is expected to collaborate with other finance staff, vendors, and third-party professionals (such as CPAs or tax preparers).

6. Work Location

• The Employee's primary work location is [Specify Work Location Address] in New Hampshire.
• Option A: Remote Work: Remote work is permitted according to the Employer's remote work policy outlined in Exhibit A.
  • Required Equipment/Technology: [Specify Required Equipment]
  • Security Standards: Employee must adhere to the Employer's security standards for remote access to accounting records, ensuring privacy and safeguarding of sensitive data per New Hampshire privacy laws.
• Option B: No Remote Work: Remote work is not permitted.

7. Work Hours and Overtime

• The Employee's standard weekly work hours are [Specify Standard Weekly Hours, e.g., 40] hours per week.
• The daily work schedule is [Specify Daily Work Schedule, e.g., 8:00 AM to 5:00 PM].
• Overtime Policy:
  • Overtime will be paid at a rate of one and one-half (1.5) times the Employee's regular hourly rate for all hours worked over 40 in a workweek, in accordance with New Hampshire wage and hour statutes and the FLSA.
  • Procedures for Clock-in/Clock-out or Time Tracking: [Specify Time Tracking Procedures].

8. Compensation and Benefits

• Pay Rate: [Specify Pay Rate and Type, e.g., $XX.XX per hour, $XXXXX per year].
• Pay Period: [Specify Pay Period, e.g., Bi-weekly, Semi-monthly].
• Method of Payment: [Specify Method of Payment, e.g., Check, Direct Deposit].
• Overtime Calculation: Overtime will be calculated in accordance with New Hampshire law.
• Payroll Timing: Payroll will be processed and paid within 8 days of the end of each pay period, as required by New Hampshire law.
• Benefits:
  • Option A: The Employee is eligible for the following benefits:
    • Health Insurance: [Specify Health Insurance Details]
    • Dental Insurance: [Specify Dental Insurance Details]
    • Vision Insurance: [Specify Vision Insurance Details]
    • Retirement Plan: [Specify Retirement Plan Details, e.g., 401(k), SIMPLE IRA, SEP IRA]
    • Paid Vacation: [Specify Paid Vacation Policy]
    • Sick Leave: [Specify Sick Leave Policy]
    • Personal Days: [Specify Personal Days Policy]
    • Bereavement Leave: [Specify Bereavement Leave Policy]
    • Maternity/Paternity Leave: [Specify Maternity/Paternity Leave Policy, complying with New Hampshire standards]
    • Paid Holidays: [Specify Paid Holidays]
    • Unemployment Insurance: Provided as required by New Hampshire law.
    • Workers' Compensation: Provided as required by New Hampshire law.
    • Reimbursement for Work-Related Expenses: [Specify Expense Reimbursement Policy, e.g., mileage]
  • Option B: The Employee is not eligible for benefits at this time.

9. Professional Development

• The Employer supports professional development opportunities for the Employee.
• The Employer may reimburse the Employee for job-related training or credentialing expenses, subject to pre-approval. [Specify Reimbursement Policy Details]

10. Confidentiality and Data Security

• The Employee acknowledges that they may have access to confidential information, including client/customer financial data, company trade secrets, and intellectual property.
• The Employee shall maintain the confidentiality of all such information.
• Option A: HIPAA/HITECH Requirements: If applicable, the Employee will adhere to HIPAA/HITECH requirements regarding protected health information.
• Option B: No HIPAA/HITECH Requirements: The Employee will not handle protected health information.
• The Employee shall not disclose, reproduce, or use any confidential information without the Employer's prior written consent.
• Data Retention/Destruction Procedures: [Specify Data Retention/Destruction Procedures]
• These confidentiality obligations shall survive the termination of this Agreement.

11. Workplace Conduct and Ethical Expectations

• The Employee shall adhere to the Employer's policies regarding workplace conduct, including policies against falsification of records, personal use of company funds, and conflicts of interest.
• The Employee shall comply with all applicable New Hampshire state law, including RSA Chapter 275.
• The Employee shall safeguard physical and digital records, using password-protected access where required.
• The Employee shall report any suspected financial irregularities or fraud in accordance with the Employer's procedures and New Hampshire "whistleblower" protection statutes.

12. Background and Reference Checks

• The Employee's employment is contingent upon the successful completion of background checks and reference checks.
• Option A: Credit History Check: A credit history check may be conducted in compliance with New Hampshire and federal law.
• Option B: No Credit History Check: A credit history check will not be conducted.
• Option A: Bond/Insurance Requirements: The Employee is required to maintain a bond or insurance coverage due to the sensitive nature of financial access. [Specify Bond/Insurance Details]
• Option B: No Bond/Insurance Requirements: The Employee is not required to maintain a bond or insurance.

13. Non-Solicitation/Non-Disclosure (Optional)

• Option A: Non-Solicitation Agreement: The Employee agrees to the terms of the Non-Solicitation Agreement attached as Exhibit B.
  • Enforceability Window: [Specify Enforceability Window, e.g., 1 year]
  • Geographic Scope: [Specify Geographic Scope, e.g., New Hampshire]
• Option B: Non-Disclosure Agreement: The Employee agrees to the terms of the Non-Disclosure Agreement attached as Exhibit C.
• Option C: No Non-Solicitation/Non-Disclosure Agreement: No non-solicitation or non-disclosure agreement is required.

14. At-Will Employment and Termination

• The Employee's employment is at-will, meaning that either party may terminate the employment relationship at any time, with or without cause, subject to the terms below.
• Grounds for Dismissal: Permissible grounds for dismissal include, but are not limited to, performance issues, fraud, policy violation, and economic necessity.
• Notice Period:
  • Option A: Notice Period Required: [Specify Required Notice Period, e.g., Two weeks notice is required from either the employer or the employee].
  • Option B: No Notice Period Required: No notice period is required.
• Final Pay: Upon termination, the Employee's final pay will be provided within 72 hours of termination for involuntary discharge, as required by NH RSA 275:44.
• Severance Policy: [Specify Severance Policy, if any]
• Return of Property: Upon termination, the Employee shall return all Employer property, records, and credentials.

15. Anti-Discrimination/Anti-Harassment

• The Employer is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, gender identity, religion, marital status, disability, or any other category protected by federal or New Hampshire law.
• The Employer has a zero-tolerance policy for harassment.
• Grievance Reporting and Investigation Procedures: [Specify Grievance Reporting and Investigation Procedures]

16. Wage Transparency and Pay Equity

• The Employer complies with New Hampshire's requirements on wage transparency and pay equity.
• Notification of Wage Reduction: The Employee will be notified in writing of any wage reduction.

17. Dispute Resolution

• Procedures for Handling and Resolving Disputes: [Specify Internal Escalation and Mediation Procedures]
• Option A: Arbitration: Any disputes arising out of or relating to this Agreement shall be resolved by binding arbitration in accordance with the rules of the American Arbitration Association.
• Option B: Litigation: Any disputes arising out of or relating to this Agreement shall be resolved in the courts of New Hampshire.
• Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of New Hampshire.
• Venue: Exclusive venue for any legal action shall be in the courts of New Hampshire.
• Option A: Waiver of Jury Trial: Both parties waive the right to a jury trial.
• Option B: No Waiver of Jury Trial: Both parties retain the right to a jury trial.

18. Compliance Postings and Notices

• The Employer shall provide all required compliance postings and notices under New Hampshire state law, including the NH labor law summary, workers' compensation notice, and pay rate notice.
• The Employer shall comply with all applicable OSHA/workplace safety obligations.

19. Industry-Specific Compliance (If Applicable)

• If the bookkeeper works in a regulated sector (e.g., healthcare, nonprofit, municipal finance), the Employer will ensure compliance with all applicable industry-specific regulations and best practices. [Specify Industry-Specific Compliance Requirements]

20. 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 Name]

By: ____________________________

[Employer Representative Name]

[Employer Representative Title]

____________________________

[Employee Name]

Date: ____________________________