I would agree with Meic's point. Don't really see the necessity for lengthy retention periods on annual leave records. Our Council's retention schedule specifies current year plus 1.
Trevor Nicol
Records Manager
High Life Highland
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-----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?
Thanks,
George Vickers
Orkney islands Council
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