1. HR Administration

Getting HR Admin Right!

Getting the administration right for employees is essential. It will ensure you have the right information required to manage your people and meet your legal requirements. HR administration can be divided into a number of areas (see below). Some of this is required by law and other areas/information is recommended and will help you manage HR more efficiently.
The list below also provides links to other areas where you can find additional information.

The Essentials

These will include what is required for legal compliance AND what is required to provide further protection and flexibility. It includes: 

  • Evidence of an individual’s eligibility to work in Ireland 
  • A written Contract of Employment or written statement of terms (legal requirement under Terms of Employment (Information) Act 1994) 
  • Policy documents required under employment legislation (disciplinary and grievance procedures)
  • An employee file. This will include a number of different documents throughout employment (e.g. documenting any changes in terms, file notes, disciplinary letters, etc) 
  • Information required for Revenue and payroll purposes

The best way to make sure you issue and collect all the necessary information is to use a New Starter Checklist.

The list below also provides links to other areas where you can find additional information.

Recommended 

This will include matters that are not legal requirements and areas that may not be appropriate to your organisation. 

  • Their CV or application form
  • Next of kin and emergency contact details (kept up to date) 
  • References and/or Garda Vetting check, if their job is reliant on such a check  
  • Copies of driving licence and other relevant licences if they will be driving on behalf of the Company, and their vehicle insurance where necessary (if using their own vehicle, they must be covered for business use) 
  • Proof of qualifications if their position is reliant upon any qualifications

Throughout Employment 

This will include monitoring and updating records when required. 

  • Absence and attendance records
  • Holiday records
  • Training records
  • Changes in personal details
  • Current terms and salary (and payroll information in general)
  • Changes in terms e.g. position or salary etc, (these should always be confirmed in writing)
  • Details relating to any benefits (e.g. healthcare, company car, car allowance etc) 
  • File notes regarding informal conversations or any formal disciplinary or grievance matters 
  • Appraisal forms, current job descriptions and any 'KPI's' or objectives
  • Declared health/medical information
  • Details of any claims (e.g. WRC)

Other 

You may also want to collate information and reports as follows: 

  • Company absence records and the cost of absence
  • Staff turnover figures (including lengths of service, reasons for leaving)
  • Recruitment costs (e.g. agencies, time etc)

Having the right information up to date and available allows you to manage more easily and to measure and review where you are. 

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