Tennessee bookkeeper employment contract template

Tennessee Bookkeeper Employment Contract

This Tennessee Bookkeeper Employment Contract (the “Agreement”) is made and entered into as of this [Date], by and between [Employer Full Legal Name], a [State of Formation] [Entity Type, e.g., Corporation, LLC] with its principal place of business at [Employer Address] (“Employer”), and [Employee Full Legal Name], residing at [Employee Address] (“Employee”).

Position

• The Employer hires the Employee as a full-time Bookkeeper.
• The Employee accepts the position and agrees to perform the duties described below.

Job Description

• The Bookkeeper's duties shall include, but are not limited to:
  • Daily posting of financial transactions.
  • Maintaining and reconciling general ledgers.
  • Processing accounts payable and receivable.
  • Payroll preparation and processing in compliance with Tennessee wage payment laws.
  • Preparation of financial reports.
  • Coordinating with state and federal tax authorities for compliance with Tennessee sales, use, franchise, and excise tax filings.
  • Handling monthly, quarterly, and annual closing procedures according to Tennessee state reporting deadlines.
  • Strict adherence to company financial control policies.
  • Option A: Managing confidential client financial data.
  • Option B: Managing confidential internal company financial data.
  • Option C: Overseeing petty cash.
  • Option D: Preparing bank deposits.
  • Option E: Cost accounting.
  • Option F: Supporting budgeting and forecasting.
  • Option G: Supporting annual audits and responding to auditor queries.

Qualifications

• The Employee represents and warrants that they possess the following qualifications:
  • [Education Level, e.g., Associate's Degree] in Accounting or related field.
  • Option A: Relevant bookkeeping certification (e.g., AIPB, NACPB).
  • Option B: QuickBooks proficiency.
  • Experience with Tennessee sales tax compliance.
  • Proficiency with [Accounting Software, e.g., QuickBooks Online, Xero, NetSuite].
  • [List any required licenses according to Tennessee rules]

Reporting

• The Employee will report directly to:
  • Option A: Controller.
  • Option B: CFO.
  • Option C: Office Manager.
  • Option D: External CPA. ([CPA Name and Firm]).

Place of Employment

• The principal place of employment is the Employer’s office located at: [Office Address in Tennessee].
• Option A: Hybrid work policy: The employee will work remotely [Number] days per week, and in the office [Number] days per week. Remote work requires: secure internet, home office setup, periodic in-office attendance.
  • Procedures for handling client or company financial documents off-site: [Describe procedure]
• Option B: Remote work is not permitted.

Employment Type and Hours

• The employment is full-time.
• The standard working hours are [Start Time] to [End Time], Monday through Friday.
• Option A: Schedule flexibility: [Describe any schedule flexibility options].
• Overtime: Overtime will be paid at one and one-half times the regular hourly rate for hours worked over 40 in a workweek, consistent with the FLSA.
• Timekeeping: The employee is required to accurately track and record all hours worked using [Timekeeping Method, e.g., time clock, online system].
• Meal/Rest Breaks: [Describe meal and rest break policies, complying with Tennessee law.]

Compensation

• The Employee's annual salary is [Dollar Amount], payable [Pay Frequency, e.g., bi-weekly, semi-monthly].
• Option A: The Employee's hourly wage is [Dollar Amount].
• Overtime: Overtime pay will be calculated in accordance with Tennessee and federal law.
• Wage Garnishment: The Employer will comply with Tennessee statutes regarding wage garnishment (T.C.A. § 26-2-106).
• Option A: Year-end bonus eligibility based on [Performance Metrics, e.g., accuracy, timeliness, audit performance]. Bonus details: [Describe bonus plan].
• Business Expenses: The Employer will reimburse reasonable business-related expenses, such as mileage for bank runs or continuing education directly related to bookkeeping duties, upon submission of receipts and in accordance with company policy. Mileage reimbursement rate: [Dollar Amount] per mile.

Benefits

• The Employee is eligible for the following benefits, subject to the terms and conditions of the applicable plans:
  • Health insurance.
  • Dental insurance.
  • Vision insurance.
  • Life insurance.
  • Company retirement or 401(k) plan.
  • Paid time off (vacation, sick leave, personal days). Accrual rate: [Describe PTO accrual].
  • Holidays: [List observed holidays or refer to company holiday schedule].
  • Compliance with Tennessee Workers’ Compensation Act.
  • Option A: Training or professional development opportunities (e.g., bookkeeping seminars, Tennessee sales tax workshops).

Leave

• The Employer's policies for leave related to jury duty, bereavement, and family medical emergencies are detailed in the Employee Handbook.
• The Employer will comply with Tennessee's specific leave and reemployment regulations for certain categories such as military service or disaster relief.

Intellectual Property and Work Product

• All financial records, templates, accounting procedures, and related documentation created or maintained by the Employee are the sole property of the Employer, including all electronic and paper files.
• Unauthorized copying, transmission, or external use of sensitive information is strictly prohibited.
• This clause adheres to local and federal data security and privacy obligations.

Confidentiality and Non-Disclosure

• The Employee acknowledges that in the course of their employment, they will have access to confidential information concerning the Employer's clients, vendors, payroll, and internal business financials.
• The Employee agrees to maintain the confidentiality of all such information, both during and after the term of their employment.
• This includes adherence to any industry-specific confidentiality standards or local statutes such as T.C.A. § 47-25-1701 if applicable.

Conflict of Interest

• The Employee agrees not to engage in outside bookkeeping, accounting, or tax preparation for clients of competitors, or any engagement that may compromise their impartiality.
• The Employee is required to disclose any financial interests with Employer clients or vendors as required by Tennessee business ethics guidelines.

Record Retention

• The Employee will safeguard, retain, and dispose of financial records in conformity with Tennessee Uniform Electronic Transactions Act and IRS/tax agency guidelines.
• [Specify which records must be maintained on-site, in the cloud, and length of retention per relevant Tennessee statutes]

Code of Conduct and Professional Standards

• The Employee agrees to adhere to the Employer's code of conduct and professional standards, including policies prohibiting financial manipulation, fraud, and requiring the reporting of suspected violations.
• The Employee will conduct themselves in a manner consistent with the ethical conduct required of Tennessee finance professionals.

Equal Opportunity Employment

• The Employer is an equal opportunity employer and complies with all Tennessee and federal laws regarding anti-harassment, equal employment opportunity, and non-discrimination.
• This includes compliance with the Tennessee Human Rights Act and protection of all protected categories (race, color, religion, gender, age, national origin, disability, veteran status, etc.).

Non-Compete and Non-Solicitation

• Option A: Non-compete: The Employee agrees that during the term of their employment and for a period of [Number] months following termination of employment, regardless of the reason for termination, they will not, directly or indirectly, engage in or be employed by any business that competes with the Employer within a [Number] mile radius of [City, Tennessee]. This restriction is reasonably tailored to protect the Employer's legitimate business interests, including confidential client information and trade secrets.
  • This provision is compliant with T.C.A. § 47-50-1 et seq. and Tennessee’s public policy on restrictive covenants.
• Option B: Non-solicitation: During the term of employment, and for [Number] months following termination, the Employee will not solicit employees, clients, or vendors of the Employer.

At-Will Employment

• The employment is at-will, meaning that either the Employer or the Employee may terminate the employment relationship at any time, with or without cause or notice, except as otherwise required by law.
• [Detail procedures for company-initiated termination, voluntary resignation, advance notice requirements, eligibility for accrued wages, calculation of final pay according to Tennessee final wage statutes (T.C.A. § 50-2-103), and requirements for return of employer property, records, and access credentials.]

Disciplinary and Grievance Procedures

• The Employer’s disciplinary and grievance procedures are outlined in the Employee Handbook.
• The Employer will provide anti-retaliation protections and require written documentation of any performance or conduct warnings.

Dispute Resolution

• Any dispute arising out of or relating to this Agreement will be resolved as follows:
  • Initial efforts will focus on internal resolution.
  • If internal resolution is unsuccessful, the parties agree to attempt mediation or arbitration in accordance with Tennessee law.
• Venue for any legal action shall be in [County Name] County, Tennessee, and governed by Tennessee law.

Acknowledgment of Policies

• The Employee acknowledges receipt of the Employer’s policy manuals and agrees to comply with all updates.
• [Statement regarding background check and fingerprinting procedures, if applicable.]
• [Reference to prevailing wage rates or city/county-specific ordinances if applicable.]
• [Affirmation of the use of E-Verify in compliance with Tennessee’s immigration law (if employer is required to use E-Verify).]
• [Any OSHA-required standards for a safe workplace.]

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

____________________________

[Employer Full Legal Name]

By: ____________________________

[Employer Representative Name and Title]

____________________________

[Employee Full Legal Name]