How to Access Employee Records or Documents after Termination with Justworks

This article is for all employers using Justworks.

Access During Wind-Down Period

• Justworks typically provides a limited “wind-down” or grace period after contract termination, during which former customers can still log in to the Justworks platform to download necessary records and documents.
• During this period, admins should log in and download all required payroll records, employee documents, tax forms (W-2s, 1099s), benefits information, and any other relevant files.
• It is strongly recommended to download all needed documents before the end of this access window.

After Platform Access Ends

• Once the wind-down period ends and platform access is fully revoked, former customers cannot log in to retrieve documents themselves.
• To obtain records after access is lost:
  • The business must submit a written request to Justworks Support (Via email or the Justworks Help Center).
  • The request should include:
    • The business name and former Justworks account information
    • The specific documents or records needed (e.g., payroll reports, W-2s, employee files)
    • The reason for the request
    • Contact information for verification

Verification and Processing

• Justworks will verify the identity and authority of the requester to ensure data privacy and security.
  • Justworks will request a signed, dated, and notarized letter that includes the documentation or record retrieval request, in writing made by someone who is currently authorized to make such a request (i.e. CEO, CFO, etc.).
    • This document should contain an affirmative statement that the individual is so authorized to make this request, and explains the basis of such authorization, including an explanation of how any additional documentation (see below) demonstrates this.
  • Justworks will also request any additional record(s) that sufficiently demonstrate the signatory of the above letter is currently authorized to make such a request.
    • This can be a combination of documents, if necessary, but at least one document must be dated within the past three to six months.
    • Acceptable documents may include, but are not limited to:
      • Formation documents (preferably accompanied by a recent state annual / biennial filing)
      • A recent board resolution
      • Official tax returns 
      • State annual/biennial filings
• Once verified, Justworks will securely transmit the requested documents, typically via encrypted email or secure file transfer.

Legal and Compliance Considerations

Justworks retains records for a legally required period (usually several years) even after contract termination, to comply with federal and state regulations.

Disclaimer

This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for accounting, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.