Fair Work Is Checking Payroll Records. Are Yours in Order?

Fair Work has been visiting small businesses around Australia to check if employers are keeping proper records. If you have staff, now is the time to make sure your payroll records are up to date, accurate and ready to go. Fines are being handed out during these spot checks.

What’s Going On?

The Fair Work Ombudsman has visited about 50 small businesses in cities like Melbourne, Sydney, Hobart, Perth, Adelaide and Cairns. Their focus has been on retail and service-based businesses. These include florists, phone repair shops, butchers, salons, bakeries and car washes.

These types of workplaces often employ younger or migrant workers. Fair Work is making sure these employees are being paid correctly and receiving the right information about their rights.

During inspections, Fair Work checked:

• Timesheets and payslips

• Whether employees were given the correct Fair Work Information Statement

• Whether Casual employees received their Casual Employee Information Statement

• Whether records were accurate and complete

  
  

If something was missing or not done properly, fines were issued immediately. These fines can range from around $1,800 to over $9,000 per issue.

What You Must Keep

If you have any employees, whether full-time, part-time or casual, you are legally required to keep proper records. These include:

• Name, start date and employment type

• Pay rate, including overtime, bonuses or allowances

• Hours worked, including start and finish times

• Leave balances and records of leave taken

• Superannuation contributions and payment details

• Agreements for flexible work or leave in advance

• Termination details, if an employee leaves your business

  
  

You must:

• Keep records for seven years

• Make sure they are in English, easy to read and accessible

• Store them securely, but allow employees to access their own records if they ask

  
  

You cannot change records unless you are correcting a genuine mistake. You also cannot create fake or misleading records, as this is a legal offence.

Why This Matters

Good record-keeping protects you and your employees. If there is ever a mistake, dispute or audit, clear records help you resolve it quickly. They also help you avoid serious penalties. Keeping accurate records is not just a compliance task. It is part of running a responsible and well-managed business.

How We Can Help

At Vivid, we help business owners stay on top of their payroll obligations. Our team can:

• Set up clear systems for pay runs, super, leave and timesheets

• Make sure employee forms are issued at the right time

• Organise and store records so nothing gets lost

• Fix errors and bring you back up to date if something has fallen behind

  
  

You do not have to do it alone. If your records need a review, we will support you through it without judgment. If you are unsure whether your records meet Fair Work standards, let’s take a look together. A quick check now can help you avoid stress later.