When you employ people, keeping accurate records about your employees is important.
Most employee records don’t need to be kept as a hard copy so having electronic copies or scanned copies can be a great way to store information. There are also a number of cloud-based HR systems that you can use to store employee information.
Documentation that needs to be signed by an employee can be signed and then scanned and saved or it can be electronically signed using a document signing application or you can use an online HR system where an employee signs into their account and signs within the HR system.
Pay and Taxation
You must keep copies of documentation relating to the payment of salary/wages, deductions, tax withheld and superannuation paid for your employees. A good payroll or accounting package should be able to store all of this information.
Employees must be provided with a payslip within one day of payday. For more information about payslips, see our article about payslips.
You should keep a signed copy of employment contracts. An employment contract should contain information about the employee’s start date, salary, hours of work, location, and any other relevant information like confidentiality, allowances, notice periods. It’s a good idea to get the signed contract back from the employee before they start working with you.
You should keep a copy of your HR Policies somewhere easily accessible so your employees know where to find them. Also, it’s a good idea to get your employees to sign and acknowledge that they have received the policies and they have read and understood them.
There may be times when you need to meet with an employee about their performance or their conduct. It’s a good idea to keep records of any meetings and all correspondence that you give to your employees about any of these meetings.
It’s also good practice to keep records of performance appraisal meetings.
ID, Qualifications & Certificates
You should keep records of employee ID and any qualifications or certificates that are relevant to their employment. You need to ask for ID when you employ someone to ensure they have the right to work in Australia.
If the employee needs a criminal record check or a Working With Children Check, it’s important you keep records of these checks too and record when they need to be renewed.
Or if they need a particular qualification or certificate to perform their role, you should make sure you get a copy of these things. Record any renewal dates that are relevant too.
It’s a good idea to keep track of the hours that your employees work. There are lots of good cloud-based Time Sheet systems that you can use.
Make sure you have the details of an emergency contact person for all of your employees. You want to be able to access this information easily in the event of an emergency or accident.
There are lots of good cloud-based systems that you can use to record all of this information.
For further expert advice on human resources or if you have any questions about anything HR related, get in touch.
Karen Hillen is your HR Partner, she helps businesses by providing HR support and advice services.
For the right HR support and advice, book a My HR Partner HR Advice call with Karen Hillen.
My HR Partner memberships provide 24/7 access to employment contracts, HR policies and documents, and HR advice calls. These services are tailored to the member’s needs and can be accessed on demand through phone or email for performance management issues, pay rates and Award advice.
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