X. EMPLOYEE RECORDS
1. What types of records must be kept by the employer?
An employer who has 5 employees or more in his service, shall adhere to the following:
Keeping a file for every employee giving his name, trade or profession, age, nationality, place of residence, marital status, date of commencement of service, wage and any change in it, vacation, illness and injuries, and the date of termination of service and the reason for termination.
A "leave card" for every employee to be kept in his file. It should be divided into three sections:
The first for annual leave, the second for sick leave and the third for other leave. The employee or any one acting on his behalf shall note on his card all leaves taken by the employee for future reference.
In addition to this, an employer who employs 15 employees or more shall keep in every place of work or a branch of the place of work the following records and documents:
A record of payroll listing the employee's names according to the date of their recruitment along with the daily, weekly or monthly wages, allowances or payments for piece work, commission as well as length of service and date of leaving the job.
A record for work injuries listing work injuries or occupational diseases immediately the employer is informed.
The basic rules and regulations for work should be displayed in a permanent, visible place, at the site of work showing the basic regulations for work including working hours, weekly holidays, official holidays, and the necessary safety precautions to avoid work hazards and fire dangers. The implementation of these regulations and any amendments thereto have to be sanctioned by the labour dept. within 30 days from the date of their submissions.
The company regulations relating to disciplinary measures must be permanently displayed in the place of work. This must outline measures which may be taken against those who violate the regulations.
The implementation of these regulations and the amendments thereof, will have to be sanctioned by the labour department within 30 days from the date of submission.