For NZ Employers - Creating An Employee Record

Creating an employee file (for both new and current)

**Creating An Employee File (for new and current)**

As per New Zealand and IRD laws, as an employer, you are legally obliged to keep a record of your employee (electronic or paper) for up to seven years.

Employee record-keeping is an important part of running your business. But you ask “WHY?”

Well here’s why —

☑ helps you to correctly calculate each employee’s pay.

☑ helps you to correctly calculate leave entitlements and holidays.

☑ helps you comply with Inland Revenue’s laws.

☑ helps with managing their performance/evaluation.

☑ helps you keep track of all their details so you won’t have to do it when they are leaving the company or are terminated.

Okay. So who gets to view these records?

Legally, these records should be available to —

☑ the employee themselves.

☑ the employee’s union or representative.

☑ Labour Inspectors and Immigration Officers from MBIE.

How or in what format should the records be?

Firstly it must be easily printable. But here are the basics —

☑ All records can be kept electronically (we do this automatically) or on paper.

☑ All records should be in English language only.

☑ All records must be easily accessible when asked for.

What information do employers need to retain?

Use this checklist to make sure you’re capturing all the information you’ll need for your employee records.

GENERAL EMPLOYEE INFORMATION TO RETAIN

Sl. No.	Record Details	Mandatory?
1	Name	✔️
2	Age (only if an employee is under 20 years old, otherwise optional)	✔️
3	Signed Employment Agreement (includes job/role description)	✔️
4	Offer Letter (only if signed employment agreement does not exist, otherwise optional)	✔️
5	Visa (only if relevant/required, to show eligibility to work in NZ)	✔️
6	Tax Code Declaration (Form IR330)	✔️
7	Existing Postal Address	✔️
8	Other Contact Details	❌
9	Emergency Contact Details	✔️
10	Application Form (CV/Résumé)	❌
11	Agreed Wage Payment (details such as 'by cash' or a bank account)	✔️
12	Employment Start Date	✔️
13	Leave Entitlement Anniversary Date (may be different from the anniversary of the start date due to closedown periods)	✔️
14	Date of Termination	✔️
15	Type of Employment Agreement (individual or collective)	✔️

EMPLOYEE TIME & WAGES INFORMATION TO RETAIN

Sl. No.	Record Details	Mandatory?
1	Days worked	✔️
2	Hours Worked on Those Days (including public holidays, start time, finish time and any non-paid breaks taken - if an employee on hourly wage)	✔️
3	Days of Employment (in each pay period)	✔️
4	Hours Worked Doing Different Roles (for different remuneration)	✔️
5	Wages Paid in Each Pay Period and Calculation Method	✔️
6	Dates and Payment for Holidays and Leaves	✔️
7	Dates and Payment for Public Holidays Worked and Not Worked (if paid for that day)	✔️
8	Dates of Alternative Holidays (includes payment for any alternative holidays paid out)	✔️
9	Day or Part of a Public Holiday Agreed to be Transferred (including relevant dates - mandatory if applicable)	✔️
10	Dates and Payment (including the amount of annual holidays cashed-up in each entitlement year)	✔️
11	Current Entitlement to Holiday Leave	✔️