Virginia bookkeeper employment contract template

Virginia Bookkeeper Employment Contract

This Virginia Bookkeeper Employment Contract ("Agreement") is made and entered into as of [Date] by and between [Employer Name], located at [Employer Address] ("Employer"), and [Employee Name], residing at [Employee Address] ("Employee").

1. Position and Job Description

Option A: The Employer hereby hires the Employee as a full-time Bookkeeper.

Option B: The Employer hereby hires the Employee as a part-time Bookkeeper.

The Employee's primary duties shall include, but are not limited to:

• Regular reconciliation of accounts.
• Maintenance of general and subsidiary ledgers.
• Posting and verifying financial data and receipts.
• Generating periodic financial reports.
• Assisting with budgeting and forecasting processes.
• Preparing for audits.
• Maintaining compliance with Generally Accepted Accounting Principles (GAAP).
• Preparing and filing appropriate Virginia tax forms, including sales and use tax, BPOL filings, and local business tax compliance.
• Interacting with internal and external auditors, Virginia tax authorities, and other stakeholders.

2. Skills and Competencies

Employee must be proficient with:

• Accounting software platforms such as QuickBooks, Xero, [Other Accounting Software].
• Microsoft Excel at an advanced level.
• Secure management of electronic financial records.
• Adherence to company cybersecurity protocols.

3. Reporting and Supervision

Option A: The Employee shall report directly to the [Accounting Manager Name], Accounting Manager.

Option B: The Employee shall report directly to the [Controller Name], Controller.

Option C: The Employee shall report directly to the [Business Owner Name], Business Owner.

The Employee is expected to adhere to all internal controls and financial policies of the Employer.

4. Work Location

Option A: The Employee's primary work location will be at the Employer's office located at [Employer Address].

Option B: The Employee will work remotely from [Employee Address]. Employee is responsible for maintaining a secure home-office setup. Employer will provide necessary equipment.

Option C: Hybrid arrangement. Employee will work [Number] days on-site and [Number] days remotely.

The Employee is responsible for safeguarding sensitive financial data in compliance with Virginia privacy and data protection expectations.

5. Employment Type and Hours

The position is full-time.

The Employee's regular work schedule will be [Number] hours per week, from [Start Time] to [End Time], [Days of Week].

The Employee is entitled to standard break periods and mealtimes as required by Virginia law.

6. Overtime

Option A: The position is classified as non-exempt under the Fair Labor Standards Act (FLSA) and Virginia law. Overtime will be paid at one and one-half times the regular hourly rate for all hours worked over 40 in a workweek. Overtime must be pre-approved by [Supervisor Name].

Option B: The position is classified as exempt under the Fair Labor Standards Act (FLSA) and Virginia law. The Employee is not eligible for overtime pay.

7. Compensation

Option A: The Employee's annual salary will be [Dollar Amount], payable [Pay Frequency, e.g., bi-weekly].

Option B: The Employee's hourly wage will be [Dollar Amount], payable [Pay Frequency, e.g., bi-weekly].

Option A: (Probationary Pay) During the first [Number] days of employment, the Employee will be paid at a rate of [Dollar Amount] per [Year, Month, Week].

Option B: Merit pay, bonuses, or profit-sharing are subject to performance evaluations and company profitability, and will be governed by the Employer's policies in effect at the time.

Permitted wage deductions will be made in accordance with Virginia law.

8. Benefits

The Employee is eligible for the following benefits, subject to the terms and conditions of the Employer's benefit plans:

• Health insurance. [Details of health insurance plan]
• Dental insurance. [Details of dental insurance plan]
• Vision insurance. [Details of vision insurance plan]
• 401(k) or similar retirement plan. [Details of 401(k) plan]
• Paid time off (vacation, personal days, holidays, and sick leave) per Employer policy and Virginia law. [Details of PTO policy]
• Family and medical leave in accordance with the Virginia Human Rights Act (VHRA) and federal FMLA.
• Option A: Reimbursement for professional membership fees (e.g., AIPB).
• Option B: Reimbursement for job-related continuing education and certification.
• Option C: Transportation or parking allowance.

9. Confidentiality and Data Protection

The Employee acknowledges that they will have access to confidential information, including but not limited to employer and client financial records, bank information, tax data, payroll details, and vendor lists.

The Employee agrees to hold all such information in strict confidence and not to disclose it to any third party, both during and after employment.

Any breach of this confidentiality clause will be subject to remedies available under the Virginia Uniform Trade Secrets Act.

10. Intellectual Property

All accounting methods, customized spreadsheet templates, training materials, and work product created by the Employee during their employment shall remain the exclusive property of the Employer.

11. Compliance with Laws and Regulations

The Employee agrees to comply with all applicable federal (e.g., SOX, IRS regulations) and Virginia-specific recordkeeping mandates for employers, including retention and destruction policies.

12. Behavioral Standards

The Employee is expected to maintain the highest standards of accuracy and integrity in their work.

The Employee must promptly report any discrepancies or suspected financial irregularities.

The Employee must comply with the company's anti-fraud and anti-bribery policies.

The Employee must adhere to the AIPB or NACPB (or equivalent) code of ethics.

13. Professional Conduct

The Employee must conduct themselves professionally when interacting with clients, vendors, and regulatory agencies.

The Employee is prohibited from providing personal financial advice to clients or misrepresenting their credentials.

14. Non-Solicitation/Non-Compete/Non-Disclosure

The Employee agrees not to solicit the Employer's clients or employees for a period of [Number] months following termination of employment.

Option A: (Non-Compete - *Note: Must be carefully limited in scope and duration and may be unenforceable depending on wage level*). The Employee agrees not to work for a competing business within a [Number] mile radius of the Employer's principal place of business for a period of [Number] months following termination of employment.

The Employee's non-disclosure obligations shall survive termination of employment.

15. Anti-Discrimination and Equal Opportunity

The Employer is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by the Virginia Human Rights Act (VHRA) or other applicable law.

The Employer has a strict anti-harassment policy. Complaints will be promptly investigated.

16. At-Will Employment and Termination

The Employee's 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, subject to the provisions below.

Option A: (Resignation) The Employee shall provide [Number] weeks' written notice of resignation.

Option B: (Termination) The Employer may terminate the Employee's employment for cause or without cause.

The Employee's final paycheck will be distributed in accordance with Virginia law.

Accrued but unused PTO will be treated according to Virginia law and Employer policy.

The Employee must return all financial documents, passwords, and employer property upon termination.

17. Workers' Compensation

The Employee is covered by the Employer's workers' compensation insurance policy as required by Virginia law.

18. Dispute Resolution

The parties agree to attempt to resolve any disputes through good-faith negotiation and mediation.

If mediation is unsuccessful, the parties agree that any legal action shall be brought in the Circuit Court of [County/City], Virginia, and shall be governed by Virginia law.

19. Representations

The Employee represents that they are eligible to work in the United States.

The Employee consents to background and credit checks.

The Employee agrees to notify the Employer of any arrest or conviction for financial crimes during employment.

The Employee acknowledges they will complete compliance training for Virginia-specific employment laws and privacy regulations.

20. Other Policies

The Employee agrees to abide by all Employer policies, including those regarding gifts, conflicts of interest, and other matters.

The Employer reserves the right to update job duties and handbook policies as needed.

Conflicts of Interest: The Employee is prohibited from engaging in outside bookkeeping work for Employer’s clients, suppliers, or competitors unless specifically authorized in writing by the Employer.

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

____________________________

[Employer Name]

By: ____________________________

[Employer Representative Name], [Title]

____________________________

[Employee Name]