Apr 2018


How long you should retain employee data under GDPR

The General Data Protection Regulation (GDPR) will come into force on 25th May 2018, legislation with new rules and guidelines on how to protect and process personal data. Employee personal data held may include: name, address, phone number, email address, emergency contact details, PPS number, bank account details etc.

The GDPR requires that when retaining and processing personal data there must be lawful reasoning for doing so. In terms of processing employee data employers are likely to rely on a number of lawful reasons, mainly: to fulfill contractual obligations, legal obligations or other legitimate interests. Under data protection legislation employee data should be kept for no longer than is necessary, for the purpose that it was retained. However, when deciding how long to retain personal data employers should be guided by employment legislation.

So how long should I retain employee data?

  • Written Terms of Employment – 1 year

    Employers must retain a copy of this employee statement throughout the employee’s employment and for one year after termination at a minimum.

  • Payroll details and Payslips – 6 years

    Records, calculations and documents relating to the value of benefits for employees must be kept for 6 years in the event of an audit by Revenue. The WRC may also inspect these in an audit and seek evidence that employees are supplied with payslips.

  • Hours of Work – 3 years

    Details of days and hours worked each week, annual leave and public holidays taken and payment received for same. Rest break records and/or records of notification of employees being fully informed about rest break entitlement and procedures if rest break is unable to be taken.

  • Maternity and Adoptive Leave Records – none

    While there is no set period of the retention of data on maternity leave or adoptive leave records, claims can be made within 6 months of employers being informed of an issue giving rise to a dispute or extended to 12 months in exceptional circumstances.

  • Parental Leave – 8 years

    Records of Parental Leave, including the period of employment of each employee and the dates and times of the leave taken, must be retained for 8 years.

A more detailed list of Employee Record Keeping Requirements can be viewed here.

Where legislation gives no guidance on record keeping requirements, employers should carefully predetermine, and include in any employee privacy notice, how long and the grounds they will use for retaining that data. For example; an employer may decide to retain all performance review records for the entire duration of an employee’s employment to monitor employee performance.
Whatever the reasoning behind retaining employee data – whether it be legal or other business reasons, employers need to ensure they have a clear policy outlining their reasoning, that this is easily accessible to employees and that the policy is consistently applied.

Free GDPR Webinars

The General Data Protection Regulation (GDPR) comes into effect on 25 May 2018 with the aim of protecting all EU citizens from privacy and data breaches in an increasingly data driven world. This webinar will explain everything payroll bureaus need to know about GDPR. This webinar is free to attend but places are limited.

Payroll Bureau Webinar | Employer Webinar


Related Articles:

Thesaurus Payroll Software | BrightPay Payroll Software

Posted byLauren ConwayinGDPR

Apr 2018


Real time reporting to become part of payroll processing

In less than a year the current PAYE system is going to change remarkably with the introduction of real time reporting known as PAYE Modernisation. The current payroll system hasn’t been modified since it was first introduced in the 60’s.

The main objective of PAYE Modernisation is to enable clear communication between Revenue and those who are processing payroll. This change will affect most, if not all businesses across Ireland.

Some of the common questions people have asked about PAYE Modernisation are:

  • What do I have to do differently for PAYE Modernisation?
    PAYE Modernisation will mean that people processing payroll will now how to submit a file to Revenue every pay period as opposed to the current annual ‘P’ forms. Payroll Software will make this a hassle free process, ensuring employers can easily comply with PAYE Modernisation.

  • Will PAYE Modernisation be complicated?
    PAYE Modernisation will likely cause a significant burden to employers, particularly small employers that do not currently utilise payroll software. BrightPay and Thesaurus Software will be fully equipped to make PAYE Modernisation a seamless process for payroll processors. Our developers have already implemented a similar real time reporting process for our UK payroll software.

  • What will PAYE Modernisation cost my business?
    As reports will need to be submitted to Revenue every pay period a lot of businesses will be relying on payroll software to do this for them. If you do not have payroll software in place, now is the time to think about purchasing. Luckily, low cost payroll software, like BrightPay and Thesaurus payroll will seamlessly handle PAYE Modernisation.

  • Will PAYE Modernisation take up a lot of my time?
    For companies still processing payroll manually, PAYE Modernisation will likely impose a significant time burden. For employers utilising payroll software like BrightPay and Thesaurus Software, administrative tasks will be significantly simplified. PAYE Modernisation reports required by Revenue can be sent easily from within the software. Also, the introduction of PAYE Modernisation has meant the elimination of the time consuming annual ‘P’ forms.

Free PAYE Modernisation Webinars

If there is something you’re still unsure of relating to PAYE Modernisation, we have teamed up with Revenue to bring you free online training webinars. These webinars are designed for employers and payroll bureaus to discuss what PAYE Modernisation will mean for your business and to help you prepare for the transition to the new system. You can sign up to our newsletter to get an invitation to our next PAYE Modernisation webinar.


Thesaurus & BrightPay Newsletter

GDPR is changing how we communicate with you. After May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at anytime. Don’t miss out - sign up to our newsletter today!

Thesaurus Payroll Software | BrightPay Payroll Software

Related Articles:

Posted byCailin ReillyinPAYEPAYE ModernisationPayrollPayroll Software

Apr 2018


Auto Enrolment: A Roadmap for Pensions Reform

The government has announced major changes to the pensions system in Ireland,
including State, private and public service pensions, which aims to address Ireland’s significant retirement savings gap.

The Taoiseach confirmed that the Government's key goals are to "create a fairer and simpler contributory pension system where a person's pension outcome reflects their social insurance contributions, and in parallel, create a new and necessary culture of personal retirement saving in Ireland".

From 2020, a new State pension system will come into place based on a ‘total contributions approach’ (TCA) where a person’s lifetime contribution will more closely match the benefit they receive. Under TCA, a person's contributory pension will be proportionate to the contributions they make, with fair regard for periods of child rearing, full time caring, and periods in receipt of social protection payments.

Although the State pension will be reformed and will remain at the core of the pensions system in Ireland, a new retirement savings system is still needed to supplement the State pension.

Minister Regina Doherty said: “It is increasingly evident that most Irish workers are not saving enough, or indeed at all, for their retirement years. Many people will be faced with a serious reduction in their living standards when they retire – a fall in income they clearly do not want.”

This new 'Automatic Enrolment' retirement savings system will be introduced from 2022 to support and encourage personal savings provision. It is intended that employee savings in this scheme will be supported by employer and State contributions.

Under this system, workers will be ‘auto enrolled’ into a workplace pension scheme with the option to opt-out, should they choose to do so. However, looking at the international experience of similar systems, for example in the UK, once enrolled workers tend to remain in the scheme.

Automatic enrolment is a natural extension of the payroll process, making more sense for employers to process the majority of these duties within their payroll software. At Thesaurus Payroll Software, we have experienced the rollout of auto enrolment in the UK first hand, where we introduced auto enrolment features which enabled users to automate and simplify the entire process.

Thesaurus Payroll Software costs €149 + VAT per tax year for a single employer licence, and also includes free phone and email support. Before the introduction of auto enrolment, payroll administrators will be faced with even more changes to the payroll process with the introduction of PAYE Modernisation in January 2019. Thesaurus Payroll Software will be able to seamlessly cater for both PAYE Modernisation and Auto Enrolment without any additional costs to the software.

Thesaurus Payroll Software | BrightPay Payroll Software

Related articles:

Posted byRachel HynesinAuto Enrolment

Apr 2018


How will GDPR affect your employee processing?

The General Data Protection Regulation (GDPR) will come into force on 25th May 2018 changing the way we process data forever. The aim of the GDPR is to put greater protection on the way personal data is being processed for all EU citizens. Personal data can be anything from a name, an email address, PPS number, bank details etc so as you can imagine employers process a huge amount of personal data on a daily basis. So how will the GDPR affect employers in terms of processing employee data?


Data in the employment context, will include information obtained from an employee during the recruitment process (regardless of whether or not they eventually got the job), it will also include the information you hold on current employees and previous employees. All this information may be saved in hard copy personnel files, held on HR systems or it could be information contained in emails or information obtained through employee monitoring.

Under GDPR your employee’s will have increased rights around their data. These rights will include:

  • The Right to Access. It’s not a new concept that employees will be able to request access to the data you hold on them. However, there is a new recommendation that where possible employers should provide their employees with access to a secure self-service login where they can view data stored on them. This backs-up the whole concept of transparency and ease of access to data, which underpins the new Regulations.
  • The Right to Rectification. Individuals are entitled to have personal data rectified if it is inaccurate or incomplete. This is an existing right and the onus is on the employer to ensure that your employee records are kept up-to-date. To help ensure you maintain up-to-date records, employers should make it easier for employees to update their data.
  • The Right to be informed. Employers must be very transparent with employees about what data you hold, why and how long it is held for. Up until now it has been the common practice for many employers to include a standard clause in the employment contract regarding the processing of HR Data, under GDPR that will no longer be sufficient. Employers need to be reviewing their Employee Data Protection Policies and possibly writing new Employee Privacy Policies that go into detail on the processing of employee data.


Employee Self Service

Under the GDPR legislation, where possible employers should be able to provide self-service remote access to a secure system which would allow employees view and manage their personal data online 24/7. Furthermore, the cloud functionality will improve your payroll processing with simple email distribution, safe document upload, easy leave management and improved communication with your employees. By introducing a self-service option, you will be taking steps to be GDPR ready.

Thesaurus Payroll Software | BrightPay Payroll Software

Related articles:

Posted byLaura MurphyinEmployee RecordsEmployee Self ServiceGDPRGeneral Data Protection Regulation

Apr 2018


PAYE Modernisation - An Introduction

From January 2019 businesses across Ireland will be required to start complying with PAYE Modernisation.  Employers will be required to submit records electronically to Revenue each time a payroll is run (whether it’s weekly, monthly or quarterly), instead of annually.  Revenue have reported that PAYE Modernisation will serve a number of purposes and ultimately benefit all employers.

Some of the key benefits employers include:

  1. Seamless integration into payroll.
  2. Minimize employer cost to comply.
  3. Abolition of P30s, P45s, P60s and end of year returns.
  4. Right tax paid on current due dates.
  5. Time saving.

 It is vital that employers are prepared in order to ensure that the transition in January 2019 is as smooth as possible and to avoid any potential penalties from Revenue.

Our payroll software will help ensure you are fully prepared to make your first submission in January 2019. To get an overview of how PAYE Modernisation will look like on your payroll, book an online demo today.


Free PAYE Modernisation Webinar

PAYE Modernisation is a new system that is being introduced where all employers must comply and implement the new PAYE changes. From the 1st January 2019, your payroll will need to be processed in real time, where employers will calculate and report their employee's pay and deductions as they are being paid. This PAYE reform aims to make it easier for employers to pay the correct amount of income tax, PRSI, USC and local property tax and send these figures directly through to Revenue.

  • PAYE Modernisation - Understand how your payroll processing will change
  • Guest Speaker: Sandra Clarke (BCC Accountants)
  • Guest Speaker: Sinead Sweeney (Revenue)

Register Here


Related Articles:


Thesaurus Payroll Software | BrightPay Payroll Software

Posted byCailin ReillyinPAYE ModernisationPayroll