Keeping Employee Records
There has been more in the news last week about minimum standards and record fines for businesses not complying, you can listen to a recent story about it here.
Labour inspectors can knock on your door and request to see your employee files – are yours up to scratch? Below are some points to keep in mind when thinking about whether your employee records would pass inspection.
· You need a signed copy of an employment agreement, and any current terms and conditions if there has been changes to anything eg position or pay, since they signed their initial agreement.
· Your employee file also needs to contain a current position description or list of tasks.
· Accurate wage, time, holiday and leave records (these can be electronically held).
· Contact details, including emergency contacts.
· Copy of any relevant work visa or drivers licence if relevant to role.
· Training records – including induction and health and safety.
· You need to keep these records for 7 years – even if the staff member is no longer employed.
Other items that should be in the employee file are any application forms, interview notes, performance reviews, disciplinary records and/or meeting notes. If you have concerns about any aspect of your employee files, or would like us to come and audit your records then please get in touch.