Oregon bookkeeper employment contract template

Oregon Full-Time Bookkeeper Employment Agreement

Effective Date: [Date]

This Oregon Full-Time Bookkeeper Employment Agreement (the "Agreement") is made and entered into as of the Effective Date by and between:

• [Employer Legal Name], a [State] [Business Entity Type] with its principal place of business at [Employer Address], hereinafter referred to as "Employer," and
• [Employee Legal Name], residing at [Employee Address], hereinafter referred to as "Employee."

Employer and Employee agree as follows:

1. Employment

• The Employer hires the Employee as a Full-Time Bookkeeper.
• The Employee accepts employment with the Employer on the terms and conditions set forth in this Agreement.

2. Job Duties

• The Employee’s primary job duties will include, but are not limited to:
  • Maintaining general ledgers.
  • Processing accounts payable and receivable.
  • Payroll processing.
  • Bank reconciliations.
  • Preparation of monthly/quarterly/annual financial statements.
  • Management of petty cash and expense reports.
  • Supporting tax preparation in compliance with Oregon Department of Revenue requirements.
  • Managing compliance with Oregon’s Corporate Activity Tax (CAT).
  • Collecting and remitting applicable state and local taxes.
  • Processing and submitting federal and Oregon state payroll tax payments and reports.
  • Maintaining documentation per best bookkeeping practices.
  • Safeguarding sensitive company and client financial data.
  • Collaborating with external accountants or CPAs as needed.
• Option A: The Employee may be required to perform other duties as assigned by the Employer.
• Option B: No other duties are assigned.

3. Qualifications

• The Employee represents and warrants that they possess the following qualifications:
  • Education: [Education Level]
  • Experience: [Number] years of experience in bookkeeping, including experience with Oregon state tax filings.
  • Certifications: [List Certifications, e.g., Certified Bookkeeper]
  • Software Proficiency: Fluency in major bookkeeping/accounting software—QuickBooks, Xero, etc.
  • Continuing Education: Any relevant Oregon-specific continuing education for bookkeepers.

4. Work Location and Remote Work Policy

• The primary work location is: [Oregon Address].
• Option A: The Employee's work will be performed on-site.
• Option B: The Employee's work arrangement is hybrid, with [Number] days on-site and [Number] days remote.
• Option C: The Employee's work will be performed remotely.
  • If remote, the following provisions apply:
    • Employer-Provided Equipment: [List Equipment]
    • Secure Access: The Employee will access client or company financial data through secure means compliant with Oregon privacy laws (such as Oregon Consumer Identity Theft Protection Act).
    • Document Retention/Destruction: The Employee will adhere to protocols for document retention/destruction per Oregon regulations.

5. Employment Status and Work Hours

• The Employee's employment status is full-time.
• The typical work hours are [Start Time] to [End Time], [Number] days per week.
• The Employee is entitled to meal and rest breaks compliant with Oregon BOLI (Bureau of Labor & Industries) standards.
• Overtime Policy: Overtime will be paid in accordance with Oregon law.
• Option A: Flexible Scheduling: The Employee may have flexible scheduling options as agreed upon with the Employer.
• Option B: No flexible scheduling options are available.

6. Compensation

• The Employee's base compensation is:
  • Option A: An hourly wage of [Dollar Amount] per hour (must be in line with Oregon’s minimum wage: Standard, Portland Metro, or Nonurban rate).
  • Option B: An annual salary of [Dollar Amount] per year.
• Overtime will be paid at a rate of 1.5 times the regular hourly rate for hours worked over 40 in a workweek, as required by Oregon law.
• Frequency and Method of Pay: The Employee will be paid [Frequency, e.g., bi-weekly] via [Method, e.g., direct deposit].
• Wage Deductions: Deductions will be made in compliance with state and local requirements.
• Option A: Performance Bonus: The Employee is eligible for a performance bonus based on [Criteria, e.g., financial accuracy, efficiency, audit results]. The bonus amount will be [Dollar Amount or Percentage].
• Option B: Profit-Sharing: The Employee may participate in the company's profit-sharing plan, subject to the terms of that plan.
• Option C: No bonus or profit-sharing plans are offered.

7. Benefits

• The Employee is eligible for the following benefits, subject to the terms and conditions of the Employer's benefit plans:
  • OregonSaves: Eligibility for OregonSaves retirement plan if Employer does not offer another plan.
  • Option A: Health/Dental/Vision Insurance: The Employer will provide health/dental/vision insurance.
  • Option B: The Employer does not provide health/dental/vision insurance.
  • Paid Sick Leave: In accordance with Oregon sick time law (minimum one hour per 30 hours worked).
  • Oregon Family Leave/Parental Leave: Compliance with Oregon family leave/parental leave laws.
  • Option A: Paid Vacation/Holidays: The Employee is entitled to [Number] days of paid vacation and [Number] paid holidays (including recognized Oregon holidays if any).
  • Option B: The Employer does not offer paid vacation or holidays.
  • Option A: Professional Development: The Employer will reimburse the Employee for professional development or CPE reimbursement for bookkeeping or accounting licensure up to [Dollar Amount] per year.
  • Option B: The Employer does not offer professional development reimbursement.
  • Option A: Transportation/Parking/Remote Work Stipend: The Employer will provide a stipend of [Dollar Amount] for transportation/parking or remote work expenses.
  • Option B: The Employer does not offer any stipends.
  • Option A: Wellness Programs: Access to wellness programs.
  • Option B: No wellness programs are offered.

8. Ownership of Work Product

All bookkeeping records and work product, including client lists, financial statements, database entries, records prepared or accessed during employment, and any software or templates created, are the property of the Employer.

9. Confidentiality and Data Security

The Employee agrees to maintain the confidentiality of all client, vendor, or employee financial data, adhere to Oregon privacy laws and industry best practices, and not disclose proprietary and sensitive financial information. The Employee shall handle and transmit sensitive data in a secure manner, restrict the use of personal devices for company business, and destroy sensitive information per company policy and Oregon law.

10. Compliance with Laws and Regulations

The Employee shall comply with all relevant Oregon and federal laws and industry regulations, including but not limited to IRS rules, Oregon DOR, and BOLI guidance, as well as the Employer’s internal financial controls and audit protocols.

11. Professional Conduct

The Employee shall maintain accuracy in recordkeeping, promptly report errors, handle funds ethically, and cooperate during internal or external audits. The Employee shall not misrepresent or alter financial entries and shall comply with ethical standards outlined by any bookkeeping or accounting professional bodies.

12. Moonlighting and Conflicts of Interest

The Employee shall not engage in simultaneous bookkeeping for direct competitors or outside businesses without written Employer consent. The Employee shall disclose any potential conflicts of interest as relates to Oregon’s small business and vendor community.

13. Non-Solicitation and Non-Disclosure

During the term of employment and for a period of [Number] years following termination, the Employee shall not solicit the Employer's clients or vendors. The Employee shall not disclose the Employer’s confidential business information, client lists, or confidential methods.

14. At-Will Employment and Termination

• The employment is at-will, as recognized in Oregon.
• Voluntary Resignation: The Employee shall provide [Number] days written notice of resignation.
• Termination: The Employer may terminate the Employee's employment with or without cause.
• Layoffs: The Employer may layoff the Employee due to business needs.
• Final Wage Payment: Final wage payment will be made within the timeframes required by Oregon final pay requirements.
• Return of Property: The Employee shall return all Employer property, including financial records and electronic devices, upon termination.
• COBRA: The Employee will be provided with COBRA or state continuation coverage notifications as required.

15. Anti-Discrimination and Equal Employment Opportunity

• The Employer is an equal opportunity employer and prohibits discrimination based on race, color, religion, sex, national origin, sexual orientation, gender identity, marital status, age, disability, veteran status, or any other protected category under Oregon law (ORS 659A).
• The Employer maintains a zero-tolerance policy for harassment.
• The Employer will provide required Oregon anti-discrimination and anti-harassment workplace notices.
• The Employer is committed to diversity and inclusion.
• Complaint Procedures: [Detail Complaint Procedures]

16. Occupational Health and Safety

The Employee has the right to a safe work environment, whether on-site or remote, compliant with Oregon OSHA. The Employee is covered by the Employer's workers’ compensation insurance.

17. Dispute Resolution

• Any disputes arising out of or relating to this Agreement shall be resolved through:
  • Internal Complaint
  • Negotiation
  • Mediation (including reference to BOLI or small claims as appropriate in Oregon)
  • Arbitration (before litigation)
• Oregon law and venue shall control.

18. Recordkeeping and Data Privacy

The Employer will maintain records and comply with data privacy requirements in accordance with Oregon laws, specifically targeting the safeguarding of personal information and compliance with the Oregon Identity Theft Protection Act.

19. OregonSaves

If the Employer does not offer another qualified retirement plan, the Employee is eligible to participate in OregonSaves.

20. Acknowledgement

The Employee acknowledges receipt of all required workplace policies, posters, and guides per Oregon regulations.

21. Entire Agreement

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

22. Governing Law

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

IN WITNESS WHEREOF, the parties have executed this Agreement as of the Effective Date.

[Employer Legal Name]

By: [Employer Name]

Title: [Employer Title]

Date: [Date]

[Employee Legal Name]

Signature: ____________________________

Date: [Date]