Oklahoma bookkeeper employment contract template

Oklahoma Bookkeeper Employment Contract

Execution Date: [Date]

1. Parties

• Employer:
  • [Company Name]
  • [Company Address]
  • [Company Contact Person]
  • [Company Contact Email]
• Employee:
  • [Employee Name]
  • [Employee Address]
  • [Employee Phone Number]
  • [Employee Email]

2. Position

• Bookkeeper
  • Job Duties:
    • Full-cycle accounts payable and receivable
    • Daily financial transaction entry
    • General ledger account reconciliation
    • Payroll processing support
    • Monthly and annual bank statement reconciliation
    • Management of petty cash
    • Preparation of financial statements
    • Processing of invoices and expense reports
    • Sales tax collection and remittance in compliance with Oklahoma Tax Commission rules
    • Recordkeeping of employee-related payroll withholdings and employer contributions
    • Processing of 1099s and W-2s for Oklahoma-based clients or operations
    • Maintenance of organized physical and electronic accounting files per Oklahoma Records Management Act
    • Usage of specified bookkeeping software (e.g., QuickBooks, Sage) and employer-specific accounting procedures
    • Assisting with audits and preparing supporting schedules and documentation for Oklahoma Department of Labor or Tax Commission requests
    • Strict adherence to deadlines for state tax filings
    • Compliance with state and federally mandated reporting

3. Reporting

• Option A: Reports directly to Finance Manager/CPA
• Option B: Reports directly to [Other Title]
• Option C: [Custom Reporting Structure]

4. Work Location

• Primary Work Location: [Oklahoma Work Location Address]
• Option A: Remote/Hybrid Work - The employee may work remotely subject to the following conditions:
  • Handling confidential financial data offsite requires [Specific security measures, e.g., encrypted hard drive].
  • Compliance with Oklahoma business privacy laws for home-office record handling is required.
  • Required security or VPN connections for remote system access must be used at all times.
• Option B: No Remote Work

5. Employment Type and Work Hours

• Full-time
• Weekly Hours: 40 hours
• Core Business Hours: [Start Time] to [End Time]
• Overtime: Overtime will be compensated in compliance with Oklahoma wage law, specifically the Oklahoma Protection of Labor Act, at 1.5x regular rate for hours worked over 40 per week, if applicable.
• Meal and Rest Breaks: In accordance with Oklahoma standards.
• Timekeeping Obligations: Accurate and timely submission of time records.
• Option A: Flexible scheduling is permitted with prior approval from [Supervisor's Title].
• Option B: Mandatory attendance is required during month-end close, [Specific Dates].

6. Wage and Compensation

• Option A: Annual Salary: [Salary Amount]
• Option B: Hourly Rate: [Hourly Rate]
• Pay Schedule: [Biweekly/Semimonthly] via direct deposit.
• Pay Day Schedule: In compliance with Oklahoma statutes (at least twice a month).
• Overtime Calculation: In compliance with the Oklahoma Protection of Labor Act.
• Option A: Bonus Eligibility: Subject to company performance and individual performance, as outlined in the company's bonus plan.
• Option B: Profit-Sharing: Subject to company profitability, as outlined in the company's profit-sharing plan.
• Payroll Dispute Resolution: Any payroll disputes must be submitted in writing to [Designated Contact/Department] within [Number] days of the pay date.

7. Benefits

• Health Insurance:
  • Option A: Eligible for employer-sponsored health, dental, and vision insurance, subject to eligibility requirements.
  • Option B: Not eligible for employer-sponsored health, dental, and vision insurance.
• Retirement Plan:
  • Option A: Eligible for participation in the company's 401(k) plan with an employer match of [Percentage]% up to [Percentage]% of employee contribution.
  • Option B: Not eligible for participation in the company's 401(k) plan.
• Paid Vacation and Sick Time: Accrual rates as outlined in the employee handbook.
• Oklahoma-recognized Holidays: [List of Holidays]
• Paid/Unpaid Leave: In accordance with the Oklahoma Family Leave Act and company policies.
• Option A: Reimbursement for approved continuing professional education (CPE) or certification costs relevant to bookkeeping, up to [Dollar Amount] per year.
• Option B: No reimbursement for continuing professional education (CPE) or certification costs.
• Other Benefit Programs: [List other benefits, e.g., life insurance, disability insurance]

8. Compliance

• The employee must comply with all applicable federal and Oklahoma state financial, labor, and business regulations.
• The employee must promptly notify management of any irregularities, errors, or suspicious activity per Oklahoma fraud and embezzlement statutes.

9. Confidentiality and Data Protection

• Strict prohibition on disclosure of client or company financial information, business methods, or proprietary processes, including adherence to the Oklahoma Uniform Trade Secrets Act.
• Protocols for handling, safeguarding, and destroying confidential data are outlined in the company's data security policy.
• Procedures for immediate reporting of data breaches in line with Oklahoma Security Breach Notification Act requirements.

10. Non-Competition and Non-Solicitation

• Option A: No Non-Compete Clause
• Option B: Non-Compete Clause - The employee agrees not to engage in any business that competes with the employer within a [Number] mile radius of [Company Address] for a period of [Number] months following termination, subject to the enforceability limitations under Oklahoma law regarding non-competes. This clause is intended to protect trade secrets and sensitive business information.
• Non-Solicitation: The employee agrees not to solicit clients or employees of the employer for a period of [Number] months following termination as permitted by Oklahoma law.

11. Intellectual Property

• All work product, documentation, and procedures developed by the bookkeeper during employment are the exclusive property of the employer.

12. Conduct and Work Quality

• Expectations include accuracy, timeliness, professionalism, transparent communication of errors, and ethical compliance consistent with the American Institute of Professional Bookkeepers’ (AIPB) Code of Ethics.

13. Licensing and Registration

• [Specify any required licensing or registration for this position if necessary in Oklahoma, e.g., participation in the Oklahoma Accountancy Board’s continuing education if applicable, though not generally required for bookkeepers. If none required, state: No specific licensing or registration required for this position under Oklahoma law.]

14. Information Security

• Compliance with company's information security requirements for financial data, password management, dual authorization procedures, and any relevant industry-specific confidentiality agreements (e.g., HIPAA, if dealing with health provider finances).

15. Anti-Discrimination and Anti-Harassment

• Compliance with Oklahoma Anti-Discrimination Act and equal employment opportunity language referencing all protected classes under both Oklahoma and federal law.

16. Termination

• Voluntary Resignation: Required written notice period of [Number] weeks.
• Employer-Initiated Termination:
  • Cause: Termination for cause may occur for gross misconduct or breach of confidentiality.
  • No-Cause: Termination without cause may occur at any time, subject to applicable laws.
• Severance Pay:
  • Option A: No severance pay will be provided unless required by Oklahoma law.
  • Option B: Severance pay will be provided according to the company's severance policy.
• Final Compensation: In line with Oklahoma final wage payment laws.
• Return of Employer Property: Including financial records and electronic equipment.
• Handover of Bookkeeping Records: Required process for handover of bookkeeping records.

17. Dispute Resolution

• Encouragement of informal resolution.
• Option A: Mediation or arbitration per Oklahoma Uniform Arbitration Act before resorting to litigation.
• Option B: No mandatory mediation or arbitration.
• Designated Legal Forum: Oklahoma
• Prevailing Law: Oklahoma state law.

18. Acknowledgement of Policies

• Employee acknowledges receipt of company policies (e.g., handbook, code of conduct, IT/security policies).

19. Ongoing Compliance

• Background check [Required/Not Required]
• Eligibility to work in the US verification required.
• Periodic review of financial controls.

20. Workers' Compensation

• Compliance with Oklahoma Workers’ Compensation Act.
• Notification procedures for workplace injuries, including posting requirements for workers’ comp notices.

21. Safety Obligations

• Option A: Ergonomic workspace provided.
• Explanation of employer’s obligations under Oklahoma Occupational Health and Safety Standards.

22. Records Retention

• Accurate maintenance, retention, and destruction of records in accordance with Oklahoma business records retention requirements and IRS guidelines.

23. Industry-Specific Requirements

• [Include any industry- or sector-specific requirements if the employer serves regulated industries (e.g., handling escrow accounts in real estate bookkeeping, adherence to federal and Oklahoma banking laws for financial institutions). If none apply, state: No specific industry requirements apply.]

24. Amendment

• Periodic review and amendment of the agreement is permitted, with [Number] days' notice to the employee.
• All appendices (e.g., job description, code of conduct, benefits summaries) are incorporated by reference.

25. Signatures

• ____________________________
  Employer Signature
• ____________________________
  Employee Signature
• ____________________________
  Date