You have to keep written records about your employees for 7 years. They must be legible, in English and readily accessible to a Fair Work Inspector. It’s best practice that they are written in plain and simple English.
You can use our record-keeping templates to make sure you’re meeting your obligations.
What records do I have to keep?
You have to keep a written record of:
Who & when
- the employer’s name and the employee’s name
- your Australian Business Number
- the date the employee started work.
Type of employment, hours & rates of pay
- if the employee is full-time or part-time
- whether the employee is permanent, temporary or casual
- the employee‘s pay rate, including gross and net amounts and any deductions from the gross amount
- loadings, allowances, bonuses, incentive-based payments, penalty rates or other paid entitlements that can be singled out
- if a penalty rate or loading must be paid for overtime hours:
- the number of hours of overtime worked, or
- when the employee started and finished working overtime
- if the employee works casual or irregular part-time hours and has a guaranteed pay rate for a set period worked:
- if you and your employee have agreed to average their work hours:
- a copy of the written agreement
- if you and your employee have agreed to an individual flexibility arrangement
- a copy of the agreement
- if the agreement is terminated, a copy of the termination.
Leave (all types)
- leave taken
- leave balance
- a copy of any agreement to cash out accumulated leave, the amount that was paid and the date of the payment.
For your employees who are paid superannuation:
- amount paid
- pay period
- date(s) paid
- name of super fund
- reason you paid into the fund (e.g. a record of the employee’s super fund choice and the date they made that choice).
Note: if you pay a defined benefit interest into a defined benefit fund you don’t have to include these contributions.
Termination of employment
- name of the person who terminated the employment
- how the termination happened - by consent, by notice, summarily (for serious misconduct) or in some other way (need to include details).
Guarantee of annual earnings
If the employee has a written guarantee of annual earnings for more than $129 300 a year (indexed annually):
- a copy of the written agreement.