Accurate record-keeping is a legal requirement.
Use our simple tools and templates to ensure you’re meeting your obligations.
On this page:
Get record-keeping right
Use the information on this page to understand how to do pay slips and record-keeping.
We recommend you:
- Understand the essentials: read the information on this page to get the basics.
- Get the full picture: use the links back to our main website if you want to know more.
- Take our free training: we have free online training (under 25 minutes) for you to upskill in record-keeping obligations: Record-keeping and pay slips.
Pay slips
Pay slips help ensure employees know how much they’re being paid. They also help make sure you keep accurate and complete records.
Key points
- Pay slips have to be given to an employee within one working day of pay day, even if an employee is on leave.
- A pay slip is a record containing the employee’s information like:
- name
- gross and net pay (pay before and after tax)
- hours worked
- other workplace information.
- Pay slips can be in either electronic form or hard copy – electronic pay slips must have the same information as paper pay slips.
Resources and tools
- More information: learn more about pay slips (and what must be included on them) from our Pay slips page.
- Online training: dedicate 25 minutes to doing free and easy online training on pay slips via our Record-keeping and pay slips course.
- Template: access free templates (including a pay slip template) from our Pay slips and record-keeping section.
Record-keeping
In addition to pay slips, you need to keep accurate and up-to-date records about your staff.
Key points
- You’re required to keep worker records covering:
- pay
- hours of work
- leave
- other workplace information.
- You need to keep time and wages records for 7 years.
- It’s unlawful for employers to make or keep employment records that they know are false or misleading.
- Employee records are private and confidential – only an employer, payroll staff, the employee and authorised individuals (such as an accountant) can access the records.
Resources and tools
- More information: understand all your record-keeping obligations from our Record-keeping page.
- Online training: check your knowledge of record-keeping laws with our short online course: Record-keeping and pay slips.
- Template: download easy-to-use templates (such as weekly time and wage records template) from our Pay slips and record-keeping section.