Why is it so important to look after your people information?

While you may not manage your own payroll, you still need to capture and maintain information on your people so that you can comply with employment legislation and also provide payroll details to whoever you outsource to, for example your accountant.

All Businesses must keep records on all their people - not just employees.

To comply with the law the Department of Trade and Industry (DTI) suggests businesses should keep records on:

• Hours worked to meet the requirements of the Working Time Regulations.
• Holidays to comply with the Working Time Regulations.
• Accidents, injuries and dangerous occurrences to meet health and safety requirements.

• Personal details name, address, emergency contact, qualifications, work-relevant disability.
• Employment history date employment began, promotions, job title(s).
• Details of terms and conditions including a copy of each employee’s employment contract.
• Absence details records of lateness, sickness, and any other authorised or unauthorised absences.
• Training and appraisals.
• Meetings with trade unions/employee representatives.
• Disciplinary action.
• Termination of employments and redundancy consultations to show you have complied with redundancy legislation and provide evidence to defend claims made against you.

Even if a business dismisses an employee for justifiable reasons, the employee can still succeed in a claim against you and what’s more, any failure to comply with regulatory procedures can result in any compensation being increased by 50%.