This Webinar was hosted 15 August 2024, 9 am to 11.15 am

FOR

Payroll record keeping is an essential payroll activity. This is because of the legislative requirements for various records that payroll produces, which must be recorded and retained for different periods and held in different formats. If not managed correctly (with compliance as a focus), it can cause a significant risk to the business with substantial fines and opens the door for further action to be taken against the employer by an employee, their representative or external parties.

This special webinar will cover all payroll record-keeping and privacy requirements to give payroll practitioners a clear understanding of what they need to do to ensure correct record-keeping in payroll.

A comprehensive set of notes with numerous examples will be provided.

COURSE CONTENT

Employment Law essential records:

• Holidays and leave record (Holidays Act)
• Wage and time record (Employment Relations Act
• What needs to be recorded for both records
• Rights of access and timeframes
• How the record impacts waged and salaried employees
• Penalties for not keeping these records

Tax records:

• All records required to be kept for PAYE deductions
• What information must be kept for each pay period
• Consequences for not keeping required records

Privacy Act 2020

• Overview of the Thirteen Privacy Principles
• Role of a Privacy Officer
• Rights of access to records and timeframe
• The main principles that impact on payroll

What is a Privacy Impact Assessment (PIA)

• Can you charge an employee for access to their personal information
• What to do if you receive a privacy complaint
• What steps to take when a privacy breach occurs
• When must the Privacy Commissioner be notified of a privacy breach
• Penalties

Payroll information requests

• Employee, other parts of the business (HR, etc)
• Employees union or legal representative
• MBIE information requests (including Labour Inspectorate)
• IRD information requests (including Tax Investigator)
• How to action requests for employee information from government departments and agencies (MSD, ACC, Courts, Police)

Payroll File:

• What should and should not be included in a payroll file

Record storage and security:

• How payroll files should be stored and secured
• Who should have access and when
• Using technology for record storage

Templates for various records:

• Wage and Time record
• Holiday and leave record
• PAYE Deduction
• Wage Book
• Timesheets
• Payslip

Moving payroll systems

• What payroll records are needed when moving to a new payroll system
• What records need to be retained from the old payroll

Other Records:

• Employee bank account requirements
• Next of kin and employee contact details

Conducting a mini payroll records audit

• Payroll records checklist template