Record Keeping

Employers must keep accurate employment records for every employee, and keep them for at least seven years. Good records show the right pay and entitlements were given, and protect the business if a claim is ever made.

What records to keep

Every employee record must include the employer's name and ABN, the employee's name, whether the employment is full-time or part-time and permanent, casual or temporary, and the date employment began.

Records must also cover pay, hours (for employees entitled to overtime or penalties, and for casuals), leave, superannuation, and any agreements — such as averaging of hours, annual leave in advance, or an Individual Flexibility Agreement. The Fair Work Ombudsman lists the full requirements and provides free templates — see record-keeping.

Pay slips

A pay slip must be given to each employee within one working day of payday, in electronic or paper form, even if the employee is on leave. It must show the required details, including pay, the pay rate, hours, any loadings or allowances, deductions, and superannuation. See the Fair Work Ombudsman pay slips page for the full list.

Watch out

Pay slips must not mention paid family and domestic violence leave — neither leave taken nor leave balances. Records of that leave are kept separately.

Keeping and correcting records

Records must be legible, in English, and never false or misleading. Genuine errors can be corrected, provided a note records the correction. Keep records for seven years. If the business is sold and employees continue with the new owner, the former employer must transfer the records.

Access to records

Employees and former employees can inspect and copy their own records. The employer must provide them at the workplace within three working days, or within 14 days if posted. Fair Work Inspectors can also inspect and copy records, or require them within 14 days of a written notice. Penalties apply for false records or for refusing access.

Tax and superannuation records

Keep records for tax and superannuation, including contributions and fund details. See Super for employers (ATO), and the Pay rates section for superannuation.

 
Watch out

If an employer breaches a record-keeping or pay-slip obligation, and an employee brings an underpayment claim, the employer may have to disprove the claim in court — the onus shifts. Accurate records are the best protection.

Common questions

How long must a dairy employer keep employment records?

At least seven years. If the business is sold, the records must be transferred to the new owner, who must keep them for the remaining period.

What employment records must be kept?

Employer and employee details, the type of employment, the start date, pay, hours (where overtime or penalties apply, and for casuals), leave, superannuation, and any relevant agreements. The Fair Work Ombudsman lists the full set and provides templates.

When must a pay slip be given?

Within one working day of payday, in electronic or paper form, even if the employee is on leave. It must show pay, rate, hours, loadings or allowances, deductions and superannuation.

Can employees see their own records?

Yes. Employers must let current and former employees inspect and copy their records — at the workplace within three working days, or within 14 days if posted.