Payroll Information Requirements

bookkeeping checklist icon

With the implementation of Single Touch Payroll, it is very important that you ensure anyone you employ has been provided with the appropriate Employment Agreement as well as other documentation/forms to complete, sign and return to you prior to commencement of work.

The Employment Agreement must be explained to the employee, jointly signed by both parties, and must state as a minimum;

1. Nomination of the agreement being an Independent Agreement or Award based;

2. Reference to the relevant Award including the Award Name/Number/Level and rate of pay for the employee;
3. Job title and broad duties to be performed;
4. Hours of work including start and finish time (NES – National Employment Scheme is 38-hour week even if operating under an award);
5. Breaks provided and length of time for each;
6. Employment basis and remuneration; part time, casual, full time, hourly rate, salary, annualised salary. In the following cases:
a. Casual – to note that rate of pay includes casual leave loading;
b. Ordinary Hours – permanent part time/full time;
c. Salary – to note that includes acceptable overtime to perform duties;
d. Annualised Salary – to note what the annualised salary includes in the agreement ie. ordinary hours 38, additional        hours of overtime/how many, over what period, holiday leave loading, allowances etc
7. Provision of Fair Work Information Sheet to employee;
8. Copy of agreement for employee and employer with a signed copy being retained by both parties.

You may need to obtain legal advice and have these agreements written by an employment specialist. These agreements should be reviewed annually to ensure that rates of pay compared with hours worked and duties performed are appropriate inline with the relevant Award and Department of FairWork
Statement. A useful tool in relation to this is

Other Documentation / Forms that should be completed and retained on the Employee’s file;

1. Basic Employee Details; Name, Address, Contact Details, Bank Details etc.

2. Tax File Declaration

3. Super Choice Forms

4. Salary Sacrifice – any amounts must be nominated in writing by employee

5. Splitting of Wages – must be nominated in writing by employee along with bank account details of split

Time Sheet Information

If payment is on an hourly, casual, or annualised salary basis, we recommend that you maintain internal records for all employees which show their:

1. Daily start time

2. Daily finish time

3. Hours worked

4. Ordinary Hour and Overtime Portion of hours worked; and

5. Rate of pay of hours worked

If your employee records are not up to date, now is the time to review and ensure you are meeting FairWork requirements.