Employee Documents

How long does the HR department in Singapore keep employee records and documents like employment letters? What are the various documents that need to be kept?

In Singapore, the standard practice is for HR departments to keep employee records and documents for at least five years after the employee has left the company.

However, some companies may keep them longer for various reasons, such as compliance, reference checks, or internal policies.

The duration for keeping employee records may also vary depending on the type of records and the specific legal requirements.

General guidelines are as follows:

Salary Records

Employers should keep salary records of all employees covered by the Employment Act for the last two years from the date of the last entry.

Work Injury Compensation Records

Employers should keep records of any work-related injury for at least one year from the incident date if no claim is made, or if a claim is made, for one year after the claim is resolved.

Foreign Worker Employment Records

For foreign workers, employers must keep employment records, including copies of work passes, for at least one year after the work pass or employment has ended.

Central Provident Fund (CPF) Contribution Records

Employers must keep records of CPF contributions paid for their employees for five years.

Income Tax Records

The Inland Revenue Authority of Singapore (IRAS) requires employers to keep all supporting documents for income tax purposes for five years from the relevant Year of Assessment (YA).

The various documents that typically need to be kept include

Employment Contract

The initial agreement outlining the terms and conditions of employment.

Employee Personal Information

This includes the name, address, contact information, identification documents, and emergency contacts.

Salary Records

Documents related to salary, wages, bonuses, and any other compensation provided to the employee.

Leave Records

Information about annual leave, sick leave, maternity/paternity leave, and any other types of leave taken by the employee.

Performance Reviews and Appraisals

Records of performance evaluations, feedback, and any disciplinary actions taken.

Training and Development Records

Documentation of training sessions attended, certifications obtained, and skills development activities.

Resignation or Termination Letters

Correspondence related to the employee’s departure, including resignation letters, termination notices, and exit interviews.

Work Permits or Employment Passes

Documentation related to the employee’s authorisation to work in Singapore.

Health and Safety Records

Information related to workplace safety, accident reports, and medical records.

Any Other Relevant Documents

This may include correspondence with the employee, legal agreements, and any other documents related to the employment relationship.

HR departments need to ensure that these documents are stored securely and in compliance with data protection regulations to protect the privacy and confidentiality of employees’ personal information.

It’s also important to note that these are general guidelines, and specific situations or other regulatory bodies may have different requirements.

HR departments should know and comply with all applicable record-keeping requirements to avoid penalties.

The HR department at my company effectively maintains employee records and documents.

Strongly Agree: 27.27%

Agree: 45.45%

Neutral: 18.18%

Strongly Disagree: 9.09%

I try to maintain storing in both soft copy and hard copy. Sometimes we might only store at one side due to the busy work nature. – Wei

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