Cleaning & Property Services · Employer knowledge

People & employment records

Keep agreements, actual hours, pay, leave and worksite arrangements accurate — especially where cleaners move between client sites or work variable shifts.

Every employee must have a written employment agreement containing the legally required terms, including the work, an indication of the place of work, agreed hours or an indication of hours, and the wage or salary. Where hours vary so often that they cannot practically be stated as fixed hours, the employer needs an accurate and timely written record of the hours actually worked.

Cleaning and property-service businesses often roster people across several client premises. Employment New Zealand says travel time depends on the circumstances and the employment agreement or workplace policies. Travel between worksites can be part of work and must be paid where it is work time; ordinary travel from home to a fixed workplace is treated differently. Employers should therefore define and record multi-site travel arrangements rather than assuming all travel is unpaid.

Employers must keep complete and accurate wage and time records and holiday and leave records for 6 years, including after the employee leaves. Payroll software does not remove the employer's responsibility to ensure the records are accurate.

What should a manager have in place?

Written agreementsMake sure every employee has a current written agreement that reflects the real job, place or places of work, hours or hours arrangement, and agreed pay.

Actual hours & shiftsRecord the days and hours actually worked where required, including changes from the roster. Do not rely on a planned roster if it no longer reflects what happened.

Travel between sitesClarify when travel is part of work, how travel time is paid and how agreed travel costs or allowances are handled. Record working time accurately when workers move between client sites as part of their duties.

Pay, breaks & leaveEnsure workers receive at least their minimum employment entitlements for all hours worked. Keep the required wage/time and holiday/leave information and consider recording rest and meal-break evidence as good practice.

Manager check

Does every employee have a current written employment agreement that matches the real working arrangement?
Where shifts or sites vary, are actual hours recorded accurately and promptly?
Can we distinguish ordinary commuting from travel that forms part of the employee's work?
Where employees travel between client sites as part of their work, are applicable working hours and agreed travel arrangements reflected correctly in pay and records?
Are employees paid at least the applicable minimum wage for every hour worked?
Are wage/time and holiday/leave records complete and retained for 6 years?
When hours, sites, duties or pay arrangements change, do we update the agreement or employment records as required rather than leaving the old arrangement on file?

Employment NZ: record-keeping →Employment NZ: travel time & pay →Employment NZ: employment agreements →Back to Cleaning & Property Hub

NZQC provides practical educational information. It is not legal advice and does not certify that a provider is compliant. Check the official source and the requirements that apply to your service, contracts and scope.