Rhode Island bookkeeper employment contract template

Rhode Island Bookkeeper Employment Contract

This Rhode Island Bookkeeper Employment Contract (the “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").

1. Position: Bookkeeper

• Option A: Employee is hired as a full-time Bookkeeper.
• Option B: Employee is hired as a part-time Bookkeeper.

2. Job Description:

Employee will perform bookkeeping services for Employer, including but not limited to:

• Daily bank and cash reconciliation.
• Maintenance of general ledger accounts.
• Managing accounts payable and receivable.
• Payroll processing.
• Preparation of periodic financial reports.
• Assisting with month-end and year-end closing.
• Journal entry creation and posting.
• Maintaining documentation for audits.
• Processing employee expense reimbursements.
• Managing petty cash.
• Supporting preparation of tax forms relevant to the employer’s business.
• Compliance with applicable federal and Rhode Island state tax reporting requirements, including Rhode Island sales tax.

3. Required Skills and Knowledge:

• Familiarity with [Specific Bookkeeping Software, e.g., QuickBooks, Sage, Xero].
• Proficiency in handling sensitive financial data.
• Understanding of Rhode Island sales tax regulations and local tax obligations.
• Commitment to continuing education to stay current with changes in accounting standards and state/local compliance.

4. Reporting and Collaboration:

• Employee will report to [Controller, CFO, Owner, External Accountants].
• Employee will work collaboratively with other administrative/finance staff and external auditors.

5. Work Location and Remote Work:

• Primary work location is [Employer's Rhode Island Business Address].
• Option A: Remote work is not permitted.
• Option B: Remote work is permitted subject to the following conditions: [Specify conditions, including data security protocols complying with R.I. Gen. Laws § 11-49.3-2]. Procedures for switching between on-site and remote work will be communicated by [Name/Position].

6. Employment Status and Work Hours:

• This is a full-time employment position.
• Work hours are [Number] hours per week, from [Start Time] to [End Time], Monday through Friday.
• Meal/rest breaks will be provided in accordance with Rhode Island law.
• Overtime may be required and will be compensated at 1.5 times the regular rate for hours worked over 40 in a workweek, in compliance with R.I. Gen. Laws § 28-12-4.1.

7. Compensation:

• Option A: Employee will be paid an hourly rate of [Hourly Rate].
• Option B: Employee will be paid an annual salary of [Annual Salary].
• Pay period frequency is [Weekly, Bi-weekly, Monthly].
• Method of wage payment: [Direct Deposit, Check], in accordance with the Rhode Island Wage Payment and Collection Act (R.I. Gen. Laws § 28-14).
• Option A: Employee is eligible for a performance-based bonus, as determined by Employer.
• Option B: Employee is not eligible for a bonus.
• Employee's compensation will comply with the most current minimum wage laws in Rhode Island.

8. Benefits:

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

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Retirement or SIMPLE IRA/401(k) plan with [Employer Match details].
• Short/long-term disability insurance
• Paid time off (vacation, sick leave, personal days)
• Rhode Island state holidays
• Compliance with Rhode Island Healthy and Safe Families and Workplaces Act (R.I. Gen. Laws § 28-57) for paid sick and safe leave.
• FMLA and Rhode Island Parental and Family Medical Leave Act provisions.
• Option A: Training or continuing education cost reimbursements, subject to [Specific Conditions].
• Option B: No training or continuing education cost reimbursements are provided.

9. Ownership of Records and Work Product:

All financial and data records, files, work product, and any systems developed or maintained by Employee during employment are the exclusive property of Employer. Procedures for security, backup, and return/destruction at termination will be communicated to the employee upon commencement of employment and are subject to modification in compliance with Rhode Island data retention regulations.

10. Confidentiality and Non-Disclosure:

Employee shall maintain strict confidentiality and non-disclosure of all employer and client financial information, trade secrets, payroll/employee data, and customer and vendor lists, consistent with Rhode Island's Identity Theft Protection Act standards. These obligations survive termination of employment.

11. Financial Account Access:

If Employee has access to Employer's banking/financial accounts, Employee must adhere to Rhode Island fraud and embezzlement laws. Personal use is strictly prohibited. Employee must immediately report any discrepancies or suspected financial misconduct.

12. Outside Bookkeeping/Employment:

Employee must disclose any outside bookkeeping/employment activities to ensure compliance with Employer's conflict of interest and non-disclosure requirements. Outside work will be permitted only if it does not conflict with Employee’s obligations to the Employer.

13. Background Checks:

Employee agrees to authorize reference/background checks, including credit and criminal records, as allowed under Rhode Island law.

14. Behavioral Standards:

Employee shall maintain accuracy and integrity in bookkeeping, adhere to GAAP and Employer-specific accounting policies, ensure timely reconciliation and reporting, promptly notify Employer of errors or issues, and participate in compliance and anti-fraud training.

15. Outside Employment Restrictions:

Prohibition or restriction of outside employment/conflict of interest must comply with Rhode Island law and public policy.

16. Non-Compete:

• Option A: Employee agrees to the following non-compete provisions: [Specify duration, geography, and activities restricted, narrowly tailored to risk of misuse of confidential client financial data. The enforceability of this clause is subject to Rhode Island law.].
• Option B: There is no non-compete agreement.

17. Non-Solicitation:

Employee shall not solicit Employer's clients or staff, particularly relating to client financial records or proprietary client lists.

18. Termination:

• Termination for Cause: Employer may terminate Employee's employment for cause (e.g., material breach, fraud, gross negligence, insubordination, unauthorized disclosure of confidential info, or failure to comply with state/federal/accounting regulations).
• Termination Without Cause: Employer may terminate Employee's employment without cause.
• Resignation: Employee must provide [Number] weeks' written notice of resignation. Final pay will be issued in compliance with R.I. Gen. Laws § 28-14-4.
• Upon termination, Employee must return all company property, including physical and electronic financial records.

19. Exit Interview and Ongoing Obligations:

Employee shall participate in an exit interview and will continue to be bound by confidentiality and proprietary information obligations.

20. Dispute Resolution:

• Parties will attempt to resolve disputes through intra-company resolution.
• Option A: Parties agree to mediation prior to legal action.
• Option B: Parties agree to binding arbitration in accordance with Rhode Island law.
• Exclusive jurisdiction and venue for any legal dispute shall be in Rhode Island.

21. Affirmative Action and Anti-Discrimination:

Employer is an equal opportunity employer and complies with the Rhode Island Fair Employment Practices Act (R.I. Gen. Laws § 28-5), prohibiting discrimination based on race, gender, age, disability, sexual orientation, religion, military status, gender identity, and genetic information. Employer maintains a workplace free from harassment.

22. Compliance with Rhode Island Law:

Employer complies with all posting and notification obligations under Rhode Island law (minimum wage, workers’ compensation, unemployment insurance posters, etc.), including workers’ compensation insurance notice as required by R.I. Gen. Laws § 28-29-13.

23. Data Protection:

Employee will comply with Rhode Island privacy/data protection laws regarding retention, access, handling, and destruction of financial and personal data.

24. Modification of Duties:

Employer may make minor/periodic updates to the job description and duties in response to changes in business needs or legal/industry requirements, provided such changes do not fundamentally alter the nature or compensation of the role.

25. Entire Agreement:

This Agreement constitutes the entire agreement between the parties and supersedes all prior or contemporaneous communications and proposals, whether oral or written. This Agreement may be modified only in writing signed by both parties.

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

_______________________________

[Employer Name]

By: _______________________________

[Employer Representative Name and Title]

_______________________________

[Employee Name]