What employment records are
Employment records are the register an employer keeps of who works for them and how they are paid. They are a separate obligation from payslips and Key Employment Terms, though they overlap: since 1 April 2016, employers must keep detailed records for every employee covered by the Employment Act. It is the least-known of the three requirements, and the one MOM asks to see during an inspection.
The two categories
MOM splits the records into two. Employee records cover the person: address, NRIC or work-pass number and expiry, date of birth, gender, start date, leaving date, working hours including breaks, and the dates of public holidays and leave taken. Salary records cover the pay, and are the same items as an itemised payslip. So if you already issue itemised payslips, your salary records are done, and this tool focuses on the employee records you may not have.
How long to keep them
For current employees, keep the latest two years of records. For former employees, keep the last two years of their records for one year after they leave. This tool works out the disposal date for anyone you mark as having left, so you do not have to.
Payslips do double duty
Because the salary records are the same twelve items as an itemised payslip, the payslips you issue are your salary records. Keep them and you have satisfied that half. Our payslip generator produces them, and this register reads what it can see so you know where you stand.
Any format is fine
Soft copy, hard copy and handwritten are all acceptable. The requirement is that the records exist and are accurate, not that they live in any particular system. This tool keeps them in your browser and lets you export a PDF or CSV to store however you like.
Why it matters
MOM can request these records during an inspection, and being unable to produce them is itself the problem. Keeping them is straightforward once the structure is in place, which is what this tool is for. MOM also publishes an assistance package for employers, with templates, tools, workshops and advisory services. See MOM's employment records guidance ↗
Common questions
What are employment records?
The register an employer must keep of each employee's details and pay. There are two categories: employee records and salary records.
How are they different from payslips and KETs?
A payslip is given to the employee each pay period; a KET is given once at the start. Employment records are what you keep for yourself, for MOM to inspect. The salary records happen to be the same items as a payslip.
How long must I keep them?
Current employees: the latest two years. Former employees: the last two years, kept for one year after they leave.
Do I need special software?
No. Soft copy, hard copy and handwritten are all accepted. This tool is one convenient way to keep them, not a required one.
What if I've never kept these?
Start now. Enter your current employees, and use your existing payslips as the salary records. The requirement is going forward as much as backward.