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Use payroll forms for your payroll instructions

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Saving and storing payroll forms and information – legal responsibilities of payroll administrators

Save the change with the employee’s signature

The law requires you to get an employee’s signature for changes you make to their personal details or employment conditions.

Payroll information is confidential

You have a legal responsibility to keep employees’ personal and pay information confidential.

Privacy Act 1993
Privacy principles

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Records you must keep and for how long

Employees and their representatives have the right to see their employment, personal and wage records. Good record-keeping protects an employer if there is a dispute.

We recommend you keep all records for seven years.

By law, you must keep anything that relates to:

  • wages and time for six years
  • holidays and leave for six years
  • pay deductions for seven years
  • KiwiSaver for seven years
  • workplace accidents and ACC for seven years
  • tax code declarations, special tax code or deduction rate certificates, and tax details for contractors or self employed for seven years
  • full personnel records for current employees
  • full personnel records for past employees for at least 12 months after they finish
  • summarised personnel records for past employees for up to five years.

Employment Relations Act 2000: wages and time record
Holidays Act 2003: holiday and leave record
Minimum Wage Act 1983: wages and time records
Tax Administrations Act 1994

 

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