Keeping Records

Employers must keep a record of the daily hours worked by each employee.


Employers must provide a pay stub at the end of each pay period


The written or electronic wage statement (pay stub) must be a separate document from a pay cheque, so that it can be kept by the employee. It should include:

  • The employer’s name and address
  • The hours worked by the employee
  • The employee’s wage rate and how the wages were calculated (e.g. hourly, salary, flat or piece rate, commission, or other incentive basis)
  • How the wages were calculated
  • The employee’s overtime rate(s)
  • The hours worked at overtime rate(s)
  • Any money, allowance or other payment the employee is entitled to (e.g. vacation pay or statutory holiday pay)
  • The amount and purpose of each deduction
  • The employee’s gross and net wages
  • Any amounts withdrawn from the employee’s time bank and how much time remains

When wage statement information changes, a new wage statement needs to be given to the employee. If the information is the same as a previous pay period, the employer doesn’t need to give one.  

Wage statements can be provided electronically as long as the employer provides:

  • Confidential access to the electronic wage statement at the workplace
  • A way to make a paper copy of the wage statement

Employers must keep payroll and employment records


Employers must keep keep the following records for each employee:

  • The employee’s name, date of birth, occupation, telephone number and residential address
  • The date the employment began
  • The employee’s wage rate, whether paid hourly, by salary, commission, flat rate, piece rate or on some other basis
  • The hours worked on each day, regardless of how the employee is paid
  • The benefits paid to the employee
  • The employee’s gross and net wages for each pay period
  • The amount of and reason for each deduction made from the employee’s wages
  • The dates of the statutory holidays taken by the employee and the amounts paid
  • The dates of the annual vacation taken, the amounts paid, and the days and amounts owing
  • The dates taken and amounts paid from the employee’s time bank, and the balance remaining

Employers must also keep records of agreements made with employees regarding:

  • Substituting another day for a statutory holiday
  • Implementing an averaging agreement
  • Reimbursing employees for cleaning and maintaining special clothing

Records must be in English and they must be kept at the employer's principal place of business in B.C. for four years after employment ends for an employee.


A farm labour contractor must keep a daily log at each work site that includes:

  • The name of the producer and work site location to which workers are supplied
  • The names of the workers who work at that work site on that day
  • The names of each worker and the dates worked
  • The site where each worker works on each day
  • The fruit, vegetable, berry or flower crop picked on each day by each worker 
  • The volume or weight picked each day by each worker

An employment agency must keep a record of:

  • Each employer they provide service to
  • Each person they direct to an employer for the purpose of being hired
  • Each person they provide employment information to

Records must be kept in English at the employment agency’s principal place of business in B.C. for two years.

A talent agency must keep a record for each actor, performer, extra or technical creative film person employed through the the talent agency. This includes:

  • The amount of money received on behalf of the client from the employer
  • The amount the talent agency claimed as its fee
  • The amount paid to the actor, performer, extra or technical creative film person
  • The name and address for each employer for whom the talent agency provides a service
  • The name and address of each client employed as an actor, performer, extra or technical creative film person through of the efforts of the talent agency, or who is provided with information about employers seeking actors, performers, extras or technical creative film persons

Records must be kept in English at the talent agency’s principal place of business in B.C. for two years.

 



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