Pennsylvania bookkeeper employment contract template

Pennsylvania Full-Time Bookkeeper Employment Agreement

This Pennsylvania Full-Time Bookkeeper Employment Agreement ("Agreement") is made and entered into as of [Date] by and between [Employer Name], a [State] [Entity Type] with its principal place of business at [Employer Address] ("Employer"), and [Employee Name], residing at [Employee Address] ("Employee").

Job Title and Description

The Employee is hired as a Bookkeeper. The Employee's duties include, but are not limited to:

• Recording daily financial transactions.
• Managing accounts payable and accounts receivable.
• Performing general ledger tasks.
• Reconciling bank and credit card statements.
• Processing payroll in accordance with Pennsylvania wage and hour rules.
• Accurately posting financial entries.
• Creating monthly, quarterly, and annual financial reports.
• Compliance with Pennsylvania tax withholding requirements.
• Supporting audit preparation.
• Adhering to internal control procedures required under Pennsylvania business practice standards.
• [Add other duties as needed]
  • Option A: Utilizing [Software Name] software.
  • Option B: Maintaining data entry accuracy of [Percentage]%.
• Complying with data privacy standards for financial information per Pennsylvania law.

Employment Terms

• The employment is full-time.
• The work schedule is [Days of the week], [Start Time] to [End Time].
• Overtime:
  • Option A: Overtime will be compensated at a rate of 1.5 times the regular hourly rate for hours worked over 40 in a workweek, in compliance with Pennsylvania's Minimum Wage Act.
  • Option B: Overtime is not authorized without prior written approval from [Supervisor Name/Title].
• Rest and Meal Breaks:
  • Option A: Employee will receive a [Number] minute paid rest break every [Number] hours and a [Number] minute unpaid meal break.
  • Option B: Employee will receive breaks in accordance with Pennsylvania law.

Compensation

• The Employee will be paid a [Salary/Hourly Wage] of [Amount].
• Payment Method:
  • Option A: Direct Deposit
  • Option B: Check
• Pay Schedule:
  • Option A: Weekly
  • Option B: Bi-weekly
  • Option C: Semi-monthly
• Overtime Pay: The Employee will be paid at a rate of not less than 1.5 times the regular rate for hours worked over 40 in a workweek, in compliance with Pennsylvania law.
• Bonuses/Incentives:
  • Option A: The Employee is eligible for a merit-based bonus based on [Criteria].
  • Option B: No bonus or incentive program is currently in place.
• Statutory Payroll Deductions: All required Pennsylvania state and federal payroll deductions will be withheld.

Benefits

• Health Insurance:
  • Option A: The Employer will provide health insurance coverage as described in the Employer's benefit plan documents.
  • Option B: The Employer will not provide health insurance coverage.
• Dental Insurance:
  • Option A: The Employer will provide dental insurance coverage as described in the Employer's benefit plan documents.
  • Option B: The Employer will not provide dental insurance coverage.
• Vision Insurance:
  • Option A: The Employer will provide vision insurance coverage as described in the Employer's benefit plan documents.
  • Option B: The Employer will not provide vision insurance coverage.
• Leave Policies:
  • The Employee is entitled to leave in accordance with Pennsylvania law, including sick leave, jury duty, and family/medical leave as applicable.
• Paid Holidays:
  • The Employee will receive paid holidays as designated by the Employer. A list of recognized holidays is available in the employee handbook.
• Retirement Plans:
  • Option A: The Employer offers a [Type] retirement plan. Details are available in the plan documents.
  • Option B: The Employer does not offer a retirement plan.
• Continuing Education:
  • Option A: The Employer will reimburse the Employee for pre-approved continuing education and professional development related to accounting/bookkeeping certifications up to [Dollar Amount] per year.
  • Option B: The Employer does not provide reimbursement for continuing education.
• Stipends:
  • Option A: The Employee will receive a [Dollar Amount] [Weekly/Monthly] stipend for [Purpose].
  • Option B: No stipends will be provided.

Worksite and Remote Work

• Work Location:
  • Option A: The Employee's primary worksite is [Address].
  • Option B: The Employee is permitted to work remotely from within Pennsylvania.
• Remote Work Protocol: If working remotely, the Employee must adhere to the Employer's remote work policy, including VPN usage and security protocols for financial data per Pennsylvania privacy statutes.
• Equipment: The Employer will provide the necessary tools, equipment, and software for the Employee to perform their duties.

Supervision and Reporting

• The Employee will report to [Supervisor Name/Title].
• Reporting Standards: The Employee must provide timely and accurate reporting and documentation as required.
• Error Correction: The Employee is responsible for promptly correcting any errors in financial records.
• Meetings: The Employee will attend regular status meetings with [Supervisor Name/Title] and participate in internal control check-ins.

Confidentiality

The Employee acknowledges that they will have access to confidential client, business, and employee financial data. The Employee agrees to maintain the confidentiality of all such information in accordance with Pennsylvania's Confidentiality of Personal Information Act.

Ownership of Work Product

All records, work product, and data created or handled by the Employee remain the property of the Employer. The Employee agrees to return all such materials upon termination of employment.

Third-Party/Client Information

The Employee must handle third-party or client information in accordance with local business confidentiality norms, records management policies, and Pennsylvania's financial regulatory requirements.

Record Safeguarding

The Employee must follow the Employer's policy on safeguarding records in the event of investigations or audits by Pennsylvania authorities.

Anti-Discrimination and Equal Opportunity

The Employer is an equal opportunity employer and does not discriminate on the basis of race, color, religion, ancestry, age, sex, national origin, disability, use of guide/assistance animals, or any other protected class under Pennsylvania law. The Employer maintains a workplace free from harassment.

Non-Compete and Non-Solicitation

• Non-Compete:
  • Option A: The Employee agrees not to compete with the Employer within [Geographic Area] for a period of [Number] [Months/Years] after termination of employment, limited to the scope permitted under Pennsylvania law. This restriction applies to [Specific activities covered].
  • Option B: No non-compete agreement is required.
• Non-Solicitation:
  • Option A: The Employee agrees not to solicit the Employer's clients or employees for a period of [Number] [Months/Years] after termination of employment.
  • Option B: No non-solicitation agreement is required.
• Non-Disparagement: The Employee agrees not to disparage the Employer, its products, or its employees, either during or after employment.

Outside Employment

The Employee must obtain written approval from the Employer before engaging in any outside employment that could pose a financial conflict of interest.

IT Systems and Data Security

The Employee must use employer-provided IT systems responsibly, adhere to secure password management practices, and refrain from unauthorized dissemination of financial or payroll data. The Employee must follow the Employer's data breach procedures compliant with Pennsylvania’s data breach notification law.

Termination

• Employment is at-will, as permitted by Pennsylvania law.
• Notice:
  • Option A: The Employee is required to provide [Number] days' written notice of resignation. The Employer is required to provide [Number] days’ written notice of termination.
  • Option B: No advance notice is required.
• Severance:
  • Option A: The Employee is eligible for severance pay as outlined in the Employer's severance policy.
  • Option B: No severance pay will be provided.
• Final Pay: The Employee will receive all accrued wages upon separation, consistent with the Pennsylvania Wage Payment and Collection Law.
• Return of Property: Upon termination, the Employee must return all keys, equipment, and client records to the Employer.

Tax Withholding

The Employer will withhold all required state and federal taxes and provide year-end tax forms (W-2 or 1099) as required.

Workers' Compensation

The Employee is covered under Pennsylvania workers' compensation insurance.

Dispute Resolution

Any disputes arising out of or relating to this Agreement will first be subject to good-faith negotiation. If negotiation fails, the parties agree to submit the dispute to [Mediation/Arbitration] in [City, PA], governed by Pennsylvania law.

Compliance with Laws

The Employee must comply with all relevant Pennsylvania labor codes, local city/county payroll tax obligations (such as Philadelphia's Wage Tax), and any industry-specific licensure or bonding requirements.

Employee Handbook and Policies

The Employee acknowledges receipt of the Employer's employee handbook and agrees to comply with all policies outlined therein. The Employer reserves the right to update policies in accordance with Pennsylvania law.

Modification of Duties

The Employer reserves the right to revise the Employee's duties, work schedule, or policies within statutory limitations.

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

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]