Record Management Procedure PDF

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Summary

Details outlining the Record Management Procedure - Document required as part of the Assessment for the Manage Payroll Module...

Description

BSBHRM526 Manage Payroll_Assessement_Task_1

John Readings BookCafé

RECORD MANAGEMENT PROCEDURE Purpose

Scope Responsibility Relevant Legislations

The purpose of this policy is to ensure secure management of payroll records and to safeguard organisational resources. Provide procedure for storage of payroll information, timelines for storing information to meet legislative requirements. The scope of this policy covers the storage of payroll information and documentation by payroll staff and contractors of John Readings BookCafé . Responsibility for the implementation of this policy sits with employees and management with responsibility for the storage and administration of payroll records. • • • •

Fair Work Act 2009 Electronic Transactions Regulations 2000 Freedom of Information Act 1982 Privacy Act 1988

Procedure Types of payroll information and documentation to be stored

• • • • • • • • • • • • • • •

Payments to employees Salary & Wages information – Hourly rate/Annual salary Bonuses paid Allowances paid Termination payments Redundancy payments Leave Payments Employee details – Personal details (DOB, Address, contact details etc) Tax File number declarations Withholding declarations Payment records Records of wages paid Single Touch Payroll reports Records of payments (PAYG, Superannuation, Salary Sacrifice) Superannuation o Payment records o Contribution receipts o Documentation showing calculations of Super amounts paid for each employee o Salary Sacrifice amounts o Superannuation Choice forms

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BSBHRM526 Manage Payroll_Assessement_Task_1

Storage of Documents and information

• Storage of information can be either electronic or physical depending on the requirements of specific agencies or the Company • Physical documents need to be kept in a locked cabinet, generally a lockable filing cabinet is sufficient and only authorised staff members should have access to the cabinet. • Electronic documents can be stored using password protections and firewalls. • Payroll documents are to be stored separately from other company documents and only those authorised staff members should have access to them. • Passwords should be changed regularly to keep these records safe • IT staff should ensure all firewalls are updated regularly and virus protection is up to date and working correctly.

Disposal of Documents

• Physical documents should be shredded before disposal • Electronic documents need to be deleted and the IT department involved to ensure documents are permanently deleted.

Timelines for storage

• Payroll records are required to be kept for 5 years from date of preparation or obtaining the records. • Ideally records should be kept for the 5 years plus a further 2 years for individuals to cover any potential review that could be requested.

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