West Virginia bookkeeper employment contract template

West Virginia Bookkeeper Employment Agreement

This West Virginia Bookkeeper Employment Agreement (the "Agreement") is made and entered into as of [Date] by and between:

• [Employer Legal Name], a [State of Incorporation] corporation with its principal place of business at [Employer Address], hereinafter referred to as "Employer,"

and

• [Employee Legal Name], residing at [Employee Address], hereinafter referred to as "Employee."

1. Employment

• The Employer hereby employs the Employee, and the Employee hereby accepts employment with the Employer, upon the terms and conditions hereinafter set forth.
• The employment relationship is at-will.

2. Position and Responsibilities

• 2.1 Position: Bookkeeper
• 2.2 Responsibilities:
  • General ledger management
  • Accounts payable and receivable processing
  • Bank and account reconciliations
  • Payroll entry and verification
  • Preparation of quarterly and annual financial statements
  • Compliance tracking for federal, state, and local tax filings (including West Virginia Sales and Use Tax, Business and Occupation Tax)
  • Maintaining and filing payroll and tax records in accordance with West Virginia statutes
  • Managing accounting software: [List Required Software, e.g., QuickBooks, Sage, Xero]
  • Internal audit preparation
  • Organizing supporting documentation for external audits
  • Enforcing document retention schedules as mandated by both state and IRS requirements
  • Maintaining strict accuracy and timeliness of recordkeeping
  • Prompt error correction
  • Periodic internal reporting to management
  • Other duties as assigned
• 2.3 Reporting: The Employee will report directly to the [CFO or Controller or Other].
• 2.4 Collaboration: The Employee will collaborate with [HR, Tax Advisors, Other Departments].

3. Work Location and Remote Work

• 3.1 Primary Work Location: [City, West Virginia]
• 3.2 Remote Work:
  • Option A: Remote work is not permitted.
  • Option B: Remote work is permitted subject to Employer approval and adherence to company policies regarding data security, secure access, data encryption, and restricted physical files.
  • Remote Work Conditions: [Specify conditions, e.g., secure internet, dedicated workspace].
• 3.3 Document Handover (Remote): Upon request or termination, the Employee must promptly return all physical and electronic documents.

4. Employment Status and Work Hours

• 4.1 Employment Status: Full-time
• 4.2 Work Hours:
  • Minimum of [Number] hours per week.
  • Regular schedule: [Days of the week, e.g., Monday-Friday], [Start Time] to [End Time].
  • Breaks and meal periods as required by the West Virginia Division of Labor.
• 4.3 Overtime: Overtime eligible/ineligible. If eligible, overtime will be paid at time and one-half for hours worked over 40 in a workweek.
• 4.4 Timekeeping: [Specify timekeeping method, e.g., timesheet, punch clock].

5. Compensation and Benefits

• 5.1 Compensation:
  • Option A: Hourly rate of [Dollar Amount] per hour.
  • Option B: Salary of [Dollar Amount] per [Pay Period, e.g., bi-weekly, monthly].
• 5.2 Pay Frequency: [Semimonthly or Monthly], in compliance with the West Virginia Wage Payment and Collection Act.
• 5.3 Deductions: Standard payroll deductions (federal and state taxes, Social Security, Medicare, etc.) will be withheld.
• 5.4 Bonus:
  • Option A: Bonus not applicable.
  • Option B: Eligible for a performance-based bonus of up to [Percentage or Dollar Amount] based on [Criteria, e.g., accuracy, efficiency, clean audit].
• 5.5 Benefits:
  • Health Insurance: Eligible/Ineligible.
  • Paid Sick Leave: [Number] days per year.
  • Vacation: [Number] days per year.
  • Observed West Virginia state holidays.
  • Family/Medical Leave: In accordance with federal and West Virginia law.
  • Professional Development: [Specify, e.g., Reimbursement for accounting certifications].
  • Retirement Plan: Eligible/Ineligible.
  • Continuing Education: [Specify, e.g., Reimbursement for West Virginia business and tax law courses].

6. Ownership of Work Product

All work product created by the Employee during the course of employment, including but not limited to financial data, reconciliation documents, spreadsheets, and audit notes, shall be the exclusive property of the Employer.

7. Confidentiality

The Employee shall maintain the confidentiality of all sensitive financial data, payroll records, client billing/account details, vendor lists, proprietary procedures, and access to the Employer’s banking and payroll systems.

This includes compliance with federal and West Virginia identity theft and consumer protection laws.

Upon separation, the Employee must securely destroy or return all confidential records.

8. Outside Activities

The Employee is prohibited from engaging in any unauthorized external work or moonlighting involving bookkeeping or accounting for competitor businesses or similar enterprises without prior written approval from the Employer.

9. Compliance

The Employee shall comply with all applicable West Virginia accountancy laws, anti-fraud statutes, and internal controls relevant to the bookkeeping function.

10. Code of Conduct and Ethics

The Employee shall adhere to the Employer’s internal controls and the West Virginia Board of Accountancy’s rules on accuracy and integrity in financial reporting.

The Employee is prohibited from falsifying records and must immediately report any suspected fraud.

11. Termination

• 11.1 Termination at Will: Employment is at-will and may be terminated by either party at any time, with or without cause, subject to the notice provisions below.
• 11.2 Termination for Cause: The Employer may terminate the Employee's employment immediately for cause, including but not limited to:
  • Embezzlement
  • Manipulation of records
  • Breach of confidentiality
• 11.3 Notice:
  • Option A: No notice required beyond that legally mandated by West Virginia law.
  • Option B: [Number] days' written notice is required from either party.
• 11.4 Final Paycheck: The final paycheck will be delivered in accordance with West Virginia law.
• 11.5 Return of Property: Upon termination, the Employee shall return all Employer financial records, access credentials, and equipment.

12. Dispute Resolution

Any disputes arising out of or relating to this Agreement shall be resolved through:

• First, internal grievance processes.
• Second, mediation or arbitration in [City, West Virginia].

This Agreement shall be governed by and construed in accordance with the laws of the State of West Virginia.

13. Non-Discrimination and Anti-Harassment

The Employer is an equal opportunity employer and does not discriminate on the basis of race, age, sex, disability, religion, or any other characteristic protected by the West Virginia Human Rights Act or federal law.

14. Background Checks

• Option A: A background check is not required.
• Option B: Employment is contingent upon a satisfactory background check, including [Specify scope, e.g., financial history, criminal record], in compliance with West Virginia and federal laws and the FCRA.

15. Audit Rights

The Employer has the right to audit the Employee's work product and processes at any time.

16. Software and Information

The Employee is prohibited from using, duplicating, or transmitting any proprietary accounting software or financial information without authorization.

17. Occupational Safety

The Employer will comply with all applicable West Virginia occupational safety requirements for office environments.

18. Unemployment and Workers’ Compensation

Eligibility for unemployment and workers’ compensation benefits will be determined in accordance with West Virginia statutes.

19. Post-Termination Obligations

Upon termination, the Employee shall preserve, transition, or destroy sensitive financial data as instructed by the Employer.

20. Regulatory Compliance

The Employee shall properly handle state business registration, tax ID, and other regulatory compliance documentation routinely managed by bookkeepers in West Virginia.

21. Entire Agreement

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

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

____________________________

[Employer Legal Name]

By: ____________________________

[Employer Representative Name]

[Employer Representative Title]

____________________________

[Employee Legal Name]

Employee Signature