Construction & Trades · Employer knowledge

People & employment records

Keep the employment basics accurate and retrievable — especially where hours, sites, rosters or working arrangements can change.

New Zealand employers must provide employees with a written employment agreement and keep required employment records. Employment New Zealand states that employers must keep complete and accurate wage and time records and holiday and leave records. These records need enough detail to show employees have received their minimum employment entitlements.

For construction and trades businesses, changing sites, variable hours, overtime or different work arrangements can make accurate records especially important. The employment records should reflect what actually happened, not just what was originally expected.

What should a manager have in place?

Keep employment records as a reliable operational record. Separate legal record-keeping requirements from other useful workforce information so managers know what must be retained and what is simply good practice.

Written employment agreementsKeep the required agreement for each employee and make sure agreed work, hours, pay and other terms are accurately recorded. Update arrangements appropriately when agreed terms change.

Wage & time recordsKeep the required details of hours worked, pay and how wages were calculated. Where actual hours differ from usual hours, make sure the records remain accurate.

Holiday & leave recordsKeep the required holiday and leave information, including relevant entitlements, leave taken and payments.

Retention & accessEmployment New Zealand says wage and time and holiday and leave records must be kept for six years and must be accessible. Employees can request access to their employment records.

Manager check

Does every employee have the required written employment agreement?
Do wage and time records reflect the hours actually worked and the pay calculation where required?
Are holiday and leave records complete enough to calculate and demonstrate minimum entitlements?
When hours, pay or working arrangements change, do the relevant agreements and records remain accurate?
Could we retrieve the required records for an employee without rebuilding them from timesheets, messages or separate site records?

Check current Employment NZ record-keeping guidance →Back to Construction & Trades 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.