Keeping Staff Records
Employers are legally obliged to keep accurate and up-to-date staff records for a fixed period of time. It is essential not only to comply with law but also to efficiently run the business. Under the Data Protection Act 1998, employees must have the right to access any information about them held by their employers.
The following staff records must be gathered and retained to fulfil legal obligations:
- Working time (hours worked) records to meet the Working Time Regulations.
- Payroll (PAYE) documentation to provide employees with pay statements (payslips) and other forms (P60, P45) required by PAYE system as well as to submit PAYE forms (P35, P14s) to HM Revenue & Customs. Learn more about employer’s obligations under PAYE system
- Statutory sick pay records
- Pension data
- Documentation covering occupational accidents, injuries and dangerous occurrences as required by health and safety requirements
- Other important accounting, mortgage or insurance data connected to staff members.
Apart from that, the following records are usually kept to efficiently manage the staff:
- Personal data of employees to the extent permitted by the Data Protection Act 1998;
- Employment contracts as well as terms and conditions of employment;
- Documents showing the employment history of an employee, including qualification certificates, trainings, job titles, promotions, appraisals and reprimands;
- Records of absences and lateness;
- Records dealing with staff such as the minutes of meetings with employees and their representatives or the documents referring to disciplinary actions.
If you need any assistance in completing, keeping and managing staff records, Capital Business Links Ltd provides an excellent service concerning this matter. To find more about our offer, you can contact us on telephone number 0208 567 99 44 or at our e-mail address.