DEPARTMENT OF LABOUR

EMPLOYMENT RELATIONS

Employee Records
WAGES AND TIME Record AND
Holiday and Leave Record

The Employment Relations and Holidays Acts require employers to maintain wage, time, holiday
and leave records, for their employees. This is an example of an employee record that meets
those legislative requirements.

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

When setting up records you should check the employees employment agreement make sure
that you capture any details needed to calculate payments and entitlements for each employee.

More information and copies of these forms can be found at www.dol.govt.nz/er or by calling
our Contact Centre on 0800 20 90 20.
WAGES AND TIME Record PART ONE

Date Hours Worked (Standard) Name: Age if under 20

Started M T W T F S S Telephone No. Date Started:

Address:

Agreement: Expiry Date:

IMPORTANT: Note standard hours above or
complete irregular hours below. Occupation: Classification:

Hours Worked (Irregular) Total Hours No. of Shift Gross for

Week Shift Ordinary Overtime Leave / Taxable
for Week /
Ending Ord. Over- Allowances Time Pay Pay Holiday Pay Allowance
M T W T F S S Rebate Month
Time time

Holiday and Leave Record PART ONE

Date terminated
Name: Date commenced work:
(if applicable):

CURRENT LEAVE ENTITLEMENT DATES

Annual Holidays
Public Holidays (immediate from commencement)
(12 months from commencement):

Sick Leave Bereavement Leave

(6 months from commencement): (6 months from commencement):

ANNUAL HOLIDAYS PUBLIC HOLIDAYS

Holidays Cashed-up
Start / Amount Paid
Finish Date (Gross) Holidays Portion Balance Public or Alternative Taken, Hours
Taken Amount Date of Available Worked or Sold Worked
cashed-
($) Payment
up (days)

Public: Taken Worked Transferred Date:___________

Alternative: Taken Worked

Public: Taken Worked Transferred Date:___________

Alternative: Taken Worked

Public: Taken Worked Transferred Date:___________

Alternative: Taken Worked

Public: Taken Worked Transferred Date:___________

Alternative: Taken Worked

Public: Taken Worked Transferred Date:___________

Alternative: Taken Worked

Public: Taken Worked Transferred Date:___________

Alternative: Taken Worked

Public: Taken Worked Transferred Date:___________

Alternative: Taken Worked
WAGES AND TIME Record PART TWO
Tax Code Date Applied Rates of Pay Superannuation
Weekly: Superannuation: Yes No
Hourly:
Class:
Time & Half:
Tax Rate:
Double:
Employees IRD Number ACC Levy Classification
Other*:

* Any other agreed rate.

Child Student Other Deductions Non-

PAYE for Net After
Taxation Support Loan for Total Taxable Net
Week / Tax & Signature
Total for Week / Week / Deductions Reimburse- Payment
Month Deductions
Month Month ment

Holiday and Leave Record PART TWO

NOTE: You should agree a method for determining what 4 weeks holiday means for this employee, and record the agreement here on commencing work and whenever hours
of work change permanently.

Cash value of any board or lodgings as agreed Holiday Pay paid on termination
$ $
(if applicable): (if applicable):

PUBLIC HOLIDAYS SICK LEAVE OTHER LEAVE

BEREAVEMENT
Alternative Owed Balance Available Leave Taken Balance Available LEAVE Leave Taken Balance Available
 More information
www.dol.govt.nz Information, examples and answers to your
questions about the topics covered here can
be found on our website www.dol.govt.nz or
0800 20 90 20 by calling us free on 0800 20 90 20.

PLA 11621 MAR 11