Employee Records: What to Keep and Why

The employee file is the primary record of the employment relationship. It documents who was hired, on what terms, how they performed, what they were paid, and how the relationship concluded. Without this record, employers struggle to manage their workforce, defend their decisions, or meet their obligations under T&T employment law.

Well-maintained employee records serve multiple functions simultaneously. They support compliance by preserving evidence of statutory deductions, leave entitlements, and contractual terms. They enable performance management by providing an accurate history of reviews, feedback, and disciplinary action. And they protect the employer in the event of a dispute by providing a contemporaneous documentary record that can be presented to a court, tribunal, or mediator.

What Should Be Included in the Employee File

A complete employee file should contain records under each of the following categories.

Personal Information, Full legal name, residential address, contact telephone number and email address, national identification number, date of birth, and details of the next of kin.

Employment Documents, The signed employment contract, the job description applicable at the date of hire and any subsequent revisions, the original offer letter, and any letter confirming a promotion, transfer, or variation of terms.

Payroll Records, Current salary or wage rate, a record of all deductions including NIS contributions under the National Insurance Act (Chap. 32:01), Chap. 32:01, and PAYE under the Income Tax Act, Chap. 75:01, copies of payslips, and any records of salary adjustments.

Performance Records, Completed performance appraisal forms, written feedback from supervisors, records of commendations, and all documentation relating to disciplinary matters including warning letters, meeting notes, and outcome letters.

Leave Records, Vacation leave accrual and usage, sick leave taken with supporting medical certificates where applicable, and records of any other approved absence including maternity leave and study leave.

Employee File Checklist

The following checklist confirms that an employee file is complete:

• Personal details recorded and identification document on file

• Signed employment contract stored

• Current and historical payroll records maintained

• Performance appraisals and feedback documents filed

• Leave records updated and reconciled

• Disciplinary records filed with all supporting documentation

Tip: Onboarding as the Right Moment The most efficient time to build a complete employee file is at the point of onboarding. Establishing a standard onboarding checklist that requires each document to be collected, signed, and filed before an employee commences work will prevent gaps that are difficult to fill later. Retroactively reconstructing an employee file months or years into employment is time-consuming and often incomplete.