The Workplace Relations Commission (WRC) seeks to achieve a culture of compliance with employment law by working with individual employers through an inspection process. An employer can help the WRC in achieving this by having his/her employment records available and up to date at the time of the inspection. The following list outlines the standard records that employers must keep and which a WRC Inspector will require access to during the course of an inspection:
- The completed template sent with the inspection appointment letter or the same information in a similar format.
- Employer registration number with the Revenue Commissioners.
- List of all employees including full name, address and PPS number for each employee (full-time and part-time).
- Written terms of Employment for each employee.
- Payroll details (including Gross to Net, Rate per hour, Overtime, Deductions, Shift and other Premiums and Allowances, Commissions and Bonuses, Service Charges, etc.).
- Evidence that the employer has provided payslips to employees.
- Employees’ job classifications.
- Dates of commencement and, where relevant, termination of employment.
- Hours of work for each employee (including starting and finishing times).
- Register of employees under 18 years of age.
- Details of any board and/or lodgings provided to employees.
- Holiday and Public Holiday entitlements received by each employee.
- For non-EEA nationals1 , employment permits or evidence that permits are not required.
- Any documentation necessary to demonstrate compliance with employment rights legislation.
Additional records may be required to be held depending on the sector/business involved. There are minimum periods for which these records must be kept (generally three years).