Frequency of Payments
If an employee is not paid on an annual salary, you must pay your employees at least semimonthly and on regularly scheduled paydays.
If you pay your employees semimonthly, you must make the first payment between the 1st and 15th of the month and the second payment between the 16th and the last day of the month.
You must pay all wages earned
- within the number of days after the pay period ends specified in a written employment contract, or
- within the standard time customary in the trade or within 15 days after the end of the pay period.
Overtime wages can be paid in the next succeeding pay period after which they were earned.
Manner of Payments
You may pay your employees by cash or check. If the employee consents, you may pay them via direct deposit.
Payment Upon Separation
If an employee leaves your company for any reason, you must pay them by the next regularly scheduled payday.
Any deduction from an employee’s paycheck must be made for the benefit of the employee.
With the employee’s consent, you may make the following deductions from their paychecks:
- contributions to and recovery of overpayments under employee welfare and pension plans subject to the Federal Welfare and Pension Plans Disclosure Act;
- contributions authorized in writing or under a collective bargaining agreement to employee welfare and pension plans, including:
- group insurance plans,
- hospitalization insurance,
- life insurance,
- group hospitalization and medical service programs over by nonprofit hospitalization and medical service organizations, and
- medical group plans;
- contributions to overpayments under employee welfare and pension plans not subject to the Federal Welfare and Pension Plans Disclosure Act, with written consent;
- deductions authorized in writing or under a collective bargaining agreement to the following:
- company-operated thrift plans, and
- stock option or stock purchase plans to buy securities of the employing or affiliated company at market price or less;
- deductions authorized in writing into personal savings accounts;
- contributions authorized in writing for charitable purposes;
- contributions authorized in writing for local area development activities;
- deductions allowed by state and federal law;
- labor organization dues, assessments, and initiation fees;
- deductions for repayment to the employer for a loan;
- deductions for purchases or replacements of goods, products, merchandise, services, facilities, rent, or similar items;
- deductions for purchases by the employee of goods, products, or merchandise, services, facilities, rent, or similar items from a third-party, which is not owned, affiliated, or controlled (directly or indirectly) by the employer.
Uniforms & Other Required Equipment or Tools
Pennsylvania does not have any laws about whether you can require an employee to purchase a uniform or equipment necessary for them to do their job.
Pre-Hire Medical, Physical, & Drug Tests
You cannot require an employee to pay for the cost of any pre-hire exams if the employee works for you for at least one workweek. This restriction does not apply if the exam is required by law.
Notice of Wage Reduction
You must notify an employee before changing their wage rate or deductions.
For each payday, you must provide each employee with a paystub, which includes:
- hours worked,
- rates paid,
- gross wages,
- allowances claimed as part of the minimum wage,
- deductions, and
- net wages.
For each employee, you must keep the following records for at least three (3) years:
- full name and identifying symbol or number, if used in place of name on time, work, or payroll records;
- home address;
- regular hourly rate;
- time and day that the employee’s workweek begins;
- number of hours worked each day and workweek;
- total daily or weekly straight-time wages due each workweek;
- total overtime excess due each workweek;
- total additions to and deductions from each paycheck;
- the dates, amounts, and purposes of each addition to or deduction from each paycheck;
- allowances claimed as part of the minimum wage;
- total wages paid each pay period;
- date of each payday and pay period;
- special certificates for students and learners; and
- the basis on which wages are paid, for executive, administrative, or professional employees.
When you hire an employee, you must notify them of
- time and place of payment;
- rate of pay; and
- amount of any fringe benefits or wage supplements to be paid to the employee, a third party, or a fund for the employee’s benefit.
You must notify employees to any changes to time and place of payment, rate of pay, and the amount of fringe benefits or wage supplements.
You must post the aforementioned information in a conspicuous place.
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