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I agree with Tony on this. This isn't about administrative use of the record, it is that is a fundamental part of the employee's contract and has financial implications - so it does depend on what the purpose of the record is. The comment about it being just evidence that leave was authorised is quite key - if leave is taken that wasn't authorised this is the record to show that, i.e. fraud by the employee. If leave was authorised but wasn't taken, again this can be used as evidence to manage that and any payments related to it. Madi McAllister Information Governance & Records Management Officer London Borough of Merton Tel: x 4180 -----Original Message----- From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Tony May Sent: 13 September 2016 14:27 To: [log in to unmask] Subject: Re: Retention period - annual leave sheets Meic Yes. As George has mentioned we need to retain more in line with the statute of limitations to cover possible claims. This retention covers " Process of monitoring staff leave and attendance" broadly speaking all types of leave (Sick leave, Jury service, special and personal leave, study leave, annual leave etc.). Possibility of a claim in this area is Likely and would involve a pay-out keeping these records for this length of time is entirely reasonable. Thanks Tony -----Original Message----- From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Meic Pierce Owen Sent: 13 September 2016 13:53 To: [log in to unmask] Subject: Re: Retention period - annual leave sheets Madi and Tony- is the financial audit 'current year plus 6 necessary' here? I am being devil's advocate but would current year plus one not be sufficient to cover admin, entitlement and carry-over queries? -----Original Message----- From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Madeleine McAllister Sent: 13 September 2016 11:21 To: [log in to unmask] Subject: Re: Retention period - annual leave sheets We do not use annual leave sheets, all annual leave is booked, authorised and recorded on the HR payroll system by staff and managers. I'm not sure this should be viewed solely under the Limitations Act. Perhaps another way to look at it is the HMRC requirement regarding financial documents being held for C+6. There are two things to consider - the employee is responsible for providing accurate information and may choose to keep a copy of their annual leave record to make sure they are properly paid; the council may wish to keep the annual leave record because it underpins a payroll and therefore payslip record - in order to show auditors that the financial payments were correctly made, or incorrect payments made based on employee provided data. For auditors it would probably be date of payment + 6 (or 7) i.e. year of payment + 6, or year of annual leave + 6, whichever is the longer. An interesting question, will be interested to see what others think. Madi McAllister Information Governance & Records Management Officer London Borough of Merton Tel: x 4180 -----Original Message----- From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of George Vickers Sent: 13 September 2016 09:50 To: [log in to unmask] Subject: Retention period - annual leave sheets Hi, What is the practice of others when it comes to annual leave sheets? We want to retain them in the event of a claim for unlawful deductions of payment so we have evidence that the leave was taken. Currently we retain for 6 years after the end of employment, unless held separately from the personnel file, then 6 years after the year leave taken. It is possible to bring civil case up to 5 years (6 in England & Wales) after the last incorrect payment but this strikes me as very risk averse when only 5 days can be carried forward. Would one or two years not suffice? (For those with enhanced disclosure we keep it longer, but that is for evidence in the event of a future claim of abuse or serious misbehaviour). Is there a general consensus on how long to keep annual leave sheets? 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