Washington bookkeeper employment contract template

Washington Bookkeeper Employment Contract

This Washington Bookkeeper Employment Contract (the "Agreement") is made and entered into as of [Date of Signing] by and between [Employer Name], located 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 Responsibilities:

• Option A: The Bookkeeper will perform the following duties:
  • Recording daily financial transactions.
  • Reconciling accounts.
  • Processing accounts payable and receivable.
  • Preparing and submitting payroll in accordance with Washington wage and hour laws.
  • Preparing routine financial statements.
  • Tracking sales tax.
  • Assisting with Washington state tax filings, including B&O tax.
  • Managing petty cash.
  • Maintaining accurate and complete books in line with GAAP.
  • Ensuring all records comply with Washington regulatory requirements.
  • Working with external accountants and auditors.
  • Keeping up to date with changes in Washington state tax laws and business reporting obligations.
• Option B: (Specify alternative or additional job responsibilities tailored to the role)

3. Required Skills and Knowledge:

• Option A: The Bookkeeper must possess the following:
  • Bookkeeping certification (e.g., Certified Bookkeeper).
  • Proficiency in accounting software (e.g., QuickBooks, Xero).
  • Familiarity with Washington B&O tax processes.
  • Knowledge of GAAP.
• Option B: (Specify alternative or additional required skills and knowledge)

4. Work Location:

• Option A: The primary work location is [Employer's Washington Site Address].
• Option B: Hybrid work arrangement: [Specify days in office/remote].
• Option C: Remote work arrangement: [Specify remote work conditions].

5. Data Protection and Retention:

• Option A: Employee must adhere to Washington-specific security, data protection, and retention obligations for financial records, including requirements for digital and paper documentation per Washington regulations.
• Option B: (Specify further details of the data protection and retention requirements).

6. Employment Type:

• Option A: This is a full-time employment position.
• Option B: This is a part-time employment position.

7. Work Hours:

• Option A: The standard work hours are [Number] hours per week, [Start Time] to [End Time], Monday through Friday.
• Option B: (Specify alternative work hours)
• Mandatory meal and rest breaks will be provided according to Washington State Department of Labor & Industries standards.
• Employee is [Exempt/Non-Exempt] from overtime pay based on Washington's white-collar exemption criteria. Applicable overtime pay rate is [Overtime Rate] per hour for hours worked over 40 in a workweek.

8. Compensation:

• Option A: The annual salary is [Salary Amount], payable [Payment Frequency].
• Option B: The hourly wage is [Hourly Wage Amount], payable [Payment Frequency]. This is no less than the Washington minimum wage or any applicable local ordinances.
• Payment will be made via direct deposit.
• Overtime and holiday pay (if applicable) will be treated in compliance with Washington law.
• A performance-based bonus of [Bonus Amount or Percentage] may be awarded contingent on accurate and timely completion of specific bookkeeping milestones as determined by the Employer.

9. Benefits:

• Option A: The Employee is eligible for the following benefits:
  • Health insurance.
  • Dental insurance.
  • Vision insurance.
  • Washington Paid Family & Medical Leave (PFML).
  • Paid sick leave (minimum one hour per 40 hours worked, per RCW 49.46.210).
  • Vacation.
  • Washington Holidays.
  • Retirement plan or SIMPLE IRA eligibility.
  • Transportation reimbursements (if commuting is required).
  • Professional development opportunities.
  • Continuing education/training reimbursement for relevant bookkeeping credentials.
  • Remote work expense stipend: [Amount]
• Option B: (Specify alternative or additional benefits)

10. Compliance:

• Option A: Employee shall follow all Washington laws governing the handling, retention, protection, and destruction of sensitive financial records, and company policies regarding security and privacy, as required under RCW 19.255 and 19.215 and relevant federal standards such as GLBA if handling regulated financial data.

11. Intellectual Property and Work Product:

• Option A: All records, reports, reconciliations, and system customizations performed during employment are the property of the Employer. Employee is prohibited from removing or sharing sensitive employer or client financial information.

12. Confidentiality:

• Option A: Employee shall maintain strict confidentiality regarding all employer and client proprietary and financial data, internal reports, payroll, and vendor information. These obligations survive termination and emphasize consequences for violating state and federal confidentiality laws (including RCW Chapter 9.73 relating to data and wiretap).

13. Performance Standards:

• Option A: Employee shall comply with all employer accounting policies, Washington and federal tax/reporting requirements, timely submit required financial reports, conduct themselves professionally with staff and clients, participate in regular internal audits and company compliance reviews, and immediately report any discrepancies, suspected fraud, or errors. Employee will participate in trained response procedures for suspected financial misconduct or embezzlement.

14. Remote Work (If Applicable):

• Option A: Employee shall maintain secure handling of sensitive data, adhere to IT security and company systems usage policies, use approved devices and secure networks, comply with Washington-specific data storage and breach notification obligations, and maintain availability, communication, and regular supervision/check-ins.

15. Termination:

• Option A: Employment is at-will, according to Washington law.
  • Either party may terminate this Agreement with [Number] days written notice.
  • Upon termination, Employee will be paid final wages no later than the next regular payday, in compliance with Washington anti-retaliation laws (RCW 49.48).
  • Employee shall return all company books, materials, and electronic access.
  • In the event of layoffs or position elimination, the employer will comply with all applicable Seattle, Tacoma, or other local employment ordinances.
• Option B: (Specify alternative termination terms)

16. Non-Compete and Restrictive Covenants:

• Option A: A non-compete agreement [Is/Is Not] included as part of this Agreement. Any non-compete agreement shall comply with Washington’s strict limitations, including RCW 49.62, and is only enforceable if the employee’s annual earnings exceed Washington’s statutory threshold. Employee acknowledges receipt of non-compete agreement [Number] days in advance of employment.

17. Anti-Discrimination:

• Option A: Employer is an equal opportunity employer and complies with all applicable anti-discrimination laws, including the Washington Law Against Discrimination (RCW 49.60).
• Employer will adhere to applicable workplace postings, equal opportunity statements, and reporting/investigation procedures for complaints. Reference applicable employer policies on respectful workplace, diversity, and inclusion as commonly applied to financial operations and small business accounting teams in Washington.

18. Workers' Compensation:

• Option A: Employee is covered by Washington workers’ compensation insurance. Employer shall ensure safe working conditions, ergonomic standards for bookkeeping workstations, and occupational health standards relevant to bookkeeping, including repetitive motion injury prevention.

19. Paid Family and Medical Leave:

• Option A: Employee is subject to the requirements of Washington's Paid Family & Medical Leave program under Title 50A RCW.

20. Dispute Resolution:

• Option A: Any disputes arising out of this Agreement shall be resolved through negotiation, mediation, and arbitration before formal legal action. Choice of law and venue shall be Washington State. Required Washington-specific alternative dispute resolution or small claims procedures will be followed.

21. Business Licenses and Records Retention:

• Option A: Employee and Employer shall comply with all Washington state and local business license, tax, reporting, and business records retention laws for bookkeepers.

This Agreement contains the entire understanding 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 and Title]

____________________________
[Employee Name]