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Records & Payslips

Workforce Guardian's online HR system and support service includes a wide range of tools to help employers meet their record-keeping and pay slip obligations.

What are the record-keeping obligations?

Employers who engage employees covered by the Fair Work Act 2009 are required to:

  • make and keep accurate and complete records for all of their employees (e.g. time worked and wages paid)
  • issue pay slips to each employee.

Employee records must:

  • be in a form that is readily accessible to a Fair Work Inspector
  • be in a legible form and in English (preferably in plain, simple English)
  • be kept for seven years
  • not be altered unless for the purposes of correcting an error
  • not be false or misleading to the employer's knowledge.

Employee records are private and confidential. So employers must ensure that no one can access them other than the employee, their employer, and relevant payroll staff. Employers must make copies of an employee's records available at the request of an employee or former employee.

Fair Work Inspectors and organisation officials (such as a trade union) may also access employee records (including personal information) to determine if there has been a contravention of relevant Commonwealth workplace laws.

What information must be made and kept in employee records?

A range of information must be made and kept for each employee as prescribed by the Fair Work Act 2009and Fair Work Regulations 2009.

What are the pay slip obligations?

Pay slips must be issued to each employee in accordance with the Fair Work Act 2009  and Fair Work Regulations 2009.

What information must be included on the pay slip?

Employers must include information on pay-slips as prescribed by the  Fair Work Act 2009 and the Fair Work Regulations 2009.

Contravention of record-keeping and pay slip obligations

Fair Work Inspectors appointed by the Fair Work Ombudsman have the power to enter a workplace at any time during working hours to inspect records and ensure compliance. Fair Work Inspectors may issue on the spot infringement notices. They can also recommend taking matters to court.

Employers risk penalties of up to $54,000 for each breach of the Fair Work Act 2009.

Read more about fines and penalties: Fair Work Act 2009

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Workforce Guardian's online HR system and support service includes everything employers need to meet their record-keeping and pay slip obligations.

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