{% set pinRaw = contact.hs_analytics_first_timestamp|split("/") %}{% if pinRaw[0]|length == 2 %}{% set pin = pin + pinRaw[0] %}{% else %}{% set pin = pin + "0" + pinRaw[0] %}{% endif %}{% if pinRaw[1]|length == 2 %}{% set pin = pin + pinRaw[1] %}{% else %}{% set pin = pin + "0" + pinRaw[1] %}{% endif %}{% if pinRaw[2]|length == 2 %}{% set pin = pin + pinRaw[2] %}{% else %}{% set pin = pin + "0" + pinRaw[2] %}{% endif %} HR Record Retention Requirements | Mexico | HR Compliance Assist

HR Record Retention Requirements

Mexico - Summary Chart

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Mexico

Document

Retention Period

Beginning of Retention Period

Legal Reference

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Minimum 1 year

From termination

Federal Labor Law, Art. 804

Time records (work hours, rest periods, vacation/sick/holiday, etc.)

Minimum 1 year

From creation of record

Federal Labor Law, Art. 804

Performance records (performance reviews, promotions/demotions, licenses/certifications, investigations, disciplinary actions, etc.)

Minimum 1 year

From termination

Federal Labor Law, Art. 804

Data and personnel files

Minimum 2 years

From termination

Federal Labor Law, Art. 804; Social Security Law, Art. 300

Government verification records (work papers, immigration, eligibility to work, etc.)

Minimum 1 year

From termination

N/A - best practice

Collective bargaining/union

Minimum 2 years

From creation of record

N/A - best practice

Background checks and drug tests

Minimum 1 year

Hired employee: From termination; Applicant who is not hired: From creation of record

N/A - best practice

Acknowledgements, policy agreements and required notices

Minimum 1 year

From termination

N/A - best practice

Recruitment (interview notes, resumes/CVs, reference checks, etc.)

Minimum 1 year

Hired employee: From termination; Applicant who is not hired: From creation of record

N/A - best practice

Tracking/recordings (biometric, geo-location, online tracking, camera recordings, etc.)

Minimum 1 year

From termination

N/A - best practice

Miscellaneous 1

Payroll records showing salary and days worked per employee (including similar information concerning social security payments and other mandatory contributions - e.g., housing and retirement funds): Minimum 5 years

From creation of record

Social Security Law, Art. 15

Miscellaneous 2

Job description: Minimum 1 year

From termination

N/A - best practice

Miscellaneous 3

Vacation requests: Minimum 1 year

From creation of record or termination, whichever is later (retain all undeleted requests for 1 year after termination)

Federal Labor Law, Art. 784

Miscellaneous 4

Termination documents (termination agreement, resignation letter, final payment receipt, termination notice): Minimum 1 year

From termination

Federal Labor Law, Art. 784

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

Minimum 1 year

From termination

Federal Labor Law, Art. 804

Pension records

Minimum 1 year

From termination

Federal Labor Law, Art. 804

Equity records

Minimum 1 year

From termination

Federal Labor Law, Art. 804

PAYROLL/WAGE/TAX RECORDS

Payroll and wage data (payslips, etc.)

Minimum 5 years; Social security dues payment: Minimum 5 years

From creation of record

Federal Labor Law, Art. 804; Federal Tax Code, Art. 67; Social Security Law, Art. 15, II

Tax records

Minimum 5 years (10 years if employer doesn't have a Mexican Federal Tax ID Number or if there are material omissions in the filing of tax returns - e.g., the return was not filed)

After return is filed or the occurrence of the taxable event when the filing itself is not carried out

Federal Tax Code, Art. 67

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Minimum 2 years

From occurrence of the leave

Social Security Law, Art. 300

Injury and illness incident reports

Minimum 2 years

From incident

Social Security Law, Art. 300

Medical records

Minimum 2 years

From creation of record

Social Security Law, Art. 300

Hazardous material and other exposure records

Minimum 2 years

From creation of record

Social Security Law, Art. 300

Ultimate Software's HR Compliance Assist team relies on a network of internal and external compliance experts and lawyers to provide clients with best practices and recommendations on topics such as HR document retention, employee data privacy, and HR electronic records. HR Compliance Assist also provides local compliance monitoring and alert services in select countries where Ultimate Software's customers have employees. HR Compliance Assist is a service exclusively available to Ultimate Software customers.

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