Employment Records

What to record

The records are in two categories:

• Employee records
• Salary records

Format

• Soft or hard copy, including handwritten.

For how long

• For current employees: Latest two years.
• For ex-employees: Last two years, to be kept for one year after the employee leaves employment.

1

• Full name of employee

2

• Address

3

• NRIC number for Citizen & Permanent Resident employees
• Work pass number and expiry date for foreign employees

4

• Date of Birth

5

• Gender

6

• Date of starting employment

7

• Date of leaving employment

8

• Working hours, including duration of meals and tea breaks

9

• Dates and other details of public holidays and leave taken

• Full name of employer.

• Full name of employee.

• Date of payment (or dates, if the pay slips consolidates multiple payments).

• Basic salary

For hourly, daily or piece-rated workers, indicate all of the following:

• Basic rate of pay, e.g. $ X per hour.
• Total number of hours or days worked or pieces produced.

• Start and end date of salary period.

Allowances paid for salary period, such as:

• All fixed allowances, e.g. transport.
• All ad-hoc allowances, e.g. one-off uniform allowance.

Any other additional payment for each salary period, such as:

• Bonuses
• Rest day pay
• Public holiday pay

Deductions made for each salary period, such as:

• All fixed deductions (e.g. employee’s CPF contribution).
• All ad-hoc deductions (e.g. deductions for no-pay leave, absence from work).

• Overtime hours worked.

• Overtime pay.

• Start and end date of overtime payment period (if different from item 5 start and end date of salary period).

• Net salary paid in total.