FAIR WORK FACT SHEET
The information in this sheet only concerns employers which are covered by the national system.
The information concerns the employer obligations in relation to employee records and pay slips set out in the Fair Work Regulations 2009 (Cth) (Regs).
The Regulations do not contain any significant changes in relation to record keeping requirements from those contained in the Workplace Relations Act 1996 (Cth).
The Regulations require that employee records must be legible, in English and a form that is readily accessible to a Fair Work Ombudsman inspector.
The Regulations also require that employers keep records in respect of each employee regarding the following:
There are also obligations on old employers and new employers in transfer of business situations. In particular, the old employer must transfer to the new employer each employee record concerning a transferring employee. If an employee of the old employer becomes an employee of the new employer after the transfer but before the expiry of three months, the new employer must ask the old employer for the employee records and the old employer must comply.
Employers must make copies of employee records available for inspection and copying upon the request of an employee or former employee to whom the record relates. The employer has three (3) business days within which to make the copy available after receiving the request or must post a copy of the record to the employee within 14 days after receiving the request. If the records are not kept at the premises where the employee works or worked, the employer must comply with the request as soon as practicable. Further, the employer must advise the employee where the records are kept, if the employee asks. An employee also has the right to interview the employer or an employer representative about an employee record that has or will be made.
An employer must ensure that a record that the employer is required to keep is not false or misleading to the employer’s knowledge.
An employer must correct a record that the employer is required to keep as soon as the employer becomes aware that it contains an error. If an employee record is corrected, the employer must make a notation on the record of the nature of the corrected error and the correction.
An employer must not alter an employee record, other than as permitted under the Regs or allow any other person to do so.
If a person knows that an employee record is false or misleading, the person may not make use of that entry.
Payslips may be in electronic form or kept in hard copy. Each pay slip must specify the following:
If an amount is deducted from the gross amount of the payment, the pay slip must also include the name, or the name and number, of the fund or account into which the deduction was paid.
If the employee is paid at an hourly rate of pay, the pay slip must also include:
If the employee is paid at an annual rate of pay, the pay slip must also include the rate as at the latest date to which the payment relates.
If the employer is required to make superannuation contributions for the benefit of the employee, the pay slip must also include: