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Keeping accurate records

The Employment Relations and Holidays Acts require employers to maintain wage, time, holiday and leave records for their employees.

Employee records must be made available to employees, their unions and the Ministry's Labour Inspectors if they ask for them. They can be kept in electronic or paper files and must be kept for six years.

There are legal requirements for paying wages and keeping wage, time, holiday and leave records. Legally wages must be paid in cash. To pay wages another way (e.g. direct debit, cheque) employers must get their employees written agreement.

Wages and time records must include:

Holiday and leave records must include:

Holiday and leave records or the employee’s file should also include:

An employee’s file should also include:

Employers should also keep copies of any requests regarding alternative holidays or requests to cash-up annual holidays even if they were not agreed to.

Example of templates for wage and time records, and holiday and leave records: