Managing people in the hospitality and retail industries can feel like something of a juggling act. Ensuring the best standard of customer service isn’t always easy when you have a forever-changing rota, differing pay rates and you’re trying to keep track of holiday and absence.

To top it all off, employment regulations are becoming increasingly complex and the government are clamping down on non-compliance.

But don’t despair, modern workforce management systems like Bizimply can take a lot of the pain out of dealing with this complexity.

Let’s look at three areas that you really need to watch out for: Statutory Retentions Periods, The National Minimum Wage and Working Time Regulations.

Statutory Retention Periods 

In the UK, employers are legally required to calculate and record certain employment details, including hours of work, absences, overtime, pay, employee date of birth and 48 hour working week opt-out agreements.

Records must be preserved dating back 2 years for Working Time, 3 years for National Minimum Wage, Income Tax and National Insurance (NI) records, and 6 years for wage/salary records (incl. overtime, bonuses, and expenses).

HMRC inspectors can turn up unannounced at any time during your trading day, demanding to check cashing-up procedures and inspect business documents – the obvious ones being rota schedules, start/finish times, covers.

A robust Time & Attendance system will ensure you’re well prepared, with the appropriate audit trails.


The National Minimum Wage  

The Minimum Wage Act has recently attracted high-profile attention with big names getting caught out by HMRC. Employers need to act quickly to ensure they don’t make similar mistakes.

Argos, for example, was forced to pay up for requiring staff to attend unpaid team briefings. Bizimply’s clock-in and out functionality gives employers a solid record of employees’ actual hours worked which includes providing audit logs of unpaid breaks. The photo taken when clocking in/out or taking a break provides a further level of authentication if disputed or if the business is being audited by HMRC.

John Lewis’s unintentional payroll error led to a breach that dented their profit by £36m. Make sure you don’t fall into the same trap – Bizimply’s Timecard function allows employers to keep a digital record of hours and reduce the risk of administrative errors. Variances are picked up to ensure alignment with correct pay rates and associated benefits such as holiday, sickness and bonuses.

HMRC can enforce fines of up to 200% of the amount owed to employees. The maximum fine for non-payment will be £20,000 per worker.

Working Time Regulations

Working Time Regulations cover, for example, the right to rest periods, statutory paid holidays and payment in lieu of holiday on termination. Dismissing an employee for asserting these rights, would warrant a claim for automatic unfair dismissal. The usual period of service required to claim unfair dismissal does not apply to this type of claim.

Bizimply makes it quick and easy to know exactly when your employees are working. You’ll have a clear record at hand if any disputes arise.

Employment tribunal verdicts are now available to the public free online, so it’s well worth ensuring you’re legally compliant to avoid damaging your employer brand.

Bizimply is a simple, intuitive, affordable solution, which works across multiple platforms and locations. Bizimply saves time, controls costs, and helps your business comply with statutory regulations.

This blog was written for Bizimply. Click here to download your free copy of the e-book.