{"id":51178,"date":"2026-06-03T19:31:15","date_gmt":"2026-06-03T19:31:15","guid":{"rendered":"https:\/\/employmenthero.com\/uk\/?p=51178"},"modified":"2026-06-03T19:31:46","modified_gmt":"2026-06-03T19:31:46","slug":"six-year-records-rule-holiday-pay-compliance","status":"publish","type":"post","link":"https:\/\/employmenthero.com\/uk\/blog\/six-year-records-rule-holiday-pay-compliance\/","title":{"rendered":"What The New Six-Year Records Rule Means For Your HR and Payroll Processes"},"content":{"rendered":"\n<div class=\"wp-block-group alignfull blog-template-header has-neutral-100-background-color has-background has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:var(--wp--preset--spacing--16)\">\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\"><div style=\"--bb--crumb-gap:.4em;\" class=\"blog-template-breadcrumb wp-block-employmentherocom2025-breadcrumb-block\"><nav 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9.44693666,8.24224316 C8.94677511,7.81302264 8.20254916,7.8816073 7.78481199,8.39527139\" id=\"Fill-4\" fill=\"#000000\" mask=\"url(#mask-4)\"><\/path> <\/g> <\/g> <\/g> <\/g> <\/svg> \n    <\/span>\n            <span class=\"eh-social-sharing-button__copied_text\">\n            URL copied for sharing!        <\/span>\n    <\/div><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-5 wp-block-group-is-layout-constrained\"><h1 class=\"blog-template-title wp-block-post-title\">What The New Six-Year Records Rule Means For Your HR and Payroll Processes<\/h1><\/div>\n\n\n\n<div class=\"wp-block-group is-layout-flex wp-container-core-group-is-layout-7 wp-block-group-is-layout-flex\">\n<div class=\"wp-block-group blog-template-meta-row is-layout-flex wp-container-core-group-is-layout-6 wp-block-group-is-layout-flex\">\n<p class=\"wp-block-employmentherocom2025-custom-post-date has-sm-font-size\">\n    <span>Last Updated<\/span>&nbsp;<time datetime=\"2026-06-03T19:31:46+00:00\">Jun 3, 2026<\/time>\n<\/p>\n\n\n<p class=\"has-sm-font-size\" style=\"border-left-color:var(--wp--preset--color--neutral-700);border-left-width:1px;padding-left:var(--wp--preset--spacing--2)\"><\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull blog-image-container has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\">\n<figure class=\"wp-block-image aligncenter size-large is-resized blog-template-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"576\" src=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-1024x576.webp\" alt=\"A woman in a black shirt sits on a ledge by a large window, working on a laptop. The window shows a crisscross pattern with a building view outside.\" class=\"wp-image-51187\" style=\"object-fit:cover;width:864px;height:561px\" srcset=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-1024x576.webp 1024w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-300x169.webp 300w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-768x432.webp 768w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-1536x864.webp 1536w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-440x248.webp 440w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593.webp 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n<\/div>\n\n\n\n<div style=\"height:66px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-1 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:30%\">\n<div class=\"wp-block-group sticky-side-panel is-vertical is-content-justification-stretch is-layout-flex wp-container-core-group-is-layout-11 wp-block-group-is-layout-flex wp-container-2 is-position-sticky\">\n<p class=\"has-lg-font-size\" style=\"border-bottom-color:var(--wp--preset--color--neutral-200);border-bottom-width:0.1rem;padding-top:var(--wp--preset--spacing--4);padding-bottom:var(--wp--preset--spacing--4)\"><strong>Contents<\/strong><\/p>\n\n\n\n<div class=\"content-single-table-content\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:70%\">\n<div id=\"content-wrapper\" class=\"wp-block-group content-wrapper has-global-padding is-layout-constrained wp-container-core-group-is-layout-12 wp-block-group-is-layout-constrained\" style=\"padding-bottom:var(--wp--preset--spacing--4)\">\n<p class=\"has-paragraph-2-m-font-size\">The <a href=\"https:\/\/employmenthero.com\/uk\/employment-rights-act\/\">Employment Rights Act 2025<\/a> has introduced a number of changes for UK businesses, including a new statutory duty to keep holiday and holiday pay records for a minimum of six years, what this article calls the &#8216;six-year records rule&#8217;, which came into effect on 6 April 2026.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The newly launched Fair Work Agency (FWA) is expected to assume active enforcement of holiday pay from 2027. From 6 April onwards, failure to keep adequate records is a criminal offence and fines are unlimited.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">To remain compliant, it\u2019s essential for business owners and HR professionals to understand the changes. This blog covers:<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-checkmark\">\n<li class=\"has-paragraph-2-m-font-size\">What changed.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5);padding-bottom:var(--wp--preset--spacing--1-5)\">Which records are affected.\u00a0<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\">What it means for your HR and payroll workflows.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5)\">What you should do next.<\/li>\n<\/ul>\n\n\n\n<p class=\"has-neutral-500-color has-text-color has-link-color has-paragraph-4-xs-font-size wp-elements-cd2f0fe68fcb04d7c57edf281cc799db\"><em>Disclaimer: The information in this article is current as of May 2026 and has been prepared by 91爆料 UK Ltd and its related bodies corporate (91爆料). The views expressed in this article are general information only, are provided in good faith to assist employers and their employees and should not be relied on as professional advice. Some information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. 91爆料 does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising directly or indirectly as a result of reliance on, use of or inability to use any information provided in this article. You should undertake your own research and seek professional advice before making any decisions or relying on the information in this article.<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is the six-year records rule?<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The six-year records rule is a new legal duty that requires all UK employers to retain records relating to workers&#8217; annual leave entitlement and holiday pay for a minimum of six years from the date those records are made.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The legislation doesn&#8217;t prescribe a specific format. Records can be digital, paper-based or held in an HR system, in whatever format the employer &#8220;reasonably thinks fit.&#8221; But they must be adequate enough to demonstrate that workers received their correct statutory holiday entitlement and the right holiday pay. In practice this means keeping records of the amount of leave taken, any payments made in lieu of untaken holiday and how holiday pay was calculated.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The rule mirrors the existing six-year requirement for National Minimum Wage records, which has been in place since 2021. Holiday pay records have now been brought in line with that same standard.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why the six-year records rule matters to UK employers<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The business risk behind this rule is significant, and it lands squarely on HR and payroll teams.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The Fair Work Agency and what it means for enforcement<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The <a href=\"https:\/\/employmenthero.com\/uk\/blog\/fair-work-agency-april-2026-employment-law-changes\/\">Fair Work Agency<\/a> (FWA) has operated from the 6th April as an executive agency of the Department for Business and Trade. It consolidated four existing functions under one roof: HMRC&#8217;s National Minimum Wage enforcement team, the Employment Agency Standards Inspectorate (EASI), the Gangmasters and Labour Abuse Authority (GLAA), and the Office of the Director of Labour Market Enforcement.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The FWA has broad powers. It can request records from employers, issue notices of underpayment and bring employment tribunal proceedings on a worker&#8217;s behalf. The FWA treats record-keeping and correct payment as two distinct legal enforcement tracks:<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-checkmark\">\n<li class=\"has-paragraph-2-m-font-size\"><strong>The bookkeeping risk (criminal): <\/strong>As of 6 April 2026, failing to keep adequate records of statutory leave and pay has been a criminal offence. The requirement to build a six-year archive starts now and runs forward and the obligation to capture records correctly is immediate. The courts can issue unlimited criminal fines purely for inadequate record-keeping, even if your actual payments were correct.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5)\"><strong>The underpayment risk (civil): <\/strong>If the FWA discovers actual shortfalls or systematic underpayments in your holiday calculations, they will have the power to issue a Notice of Underpayment, carrying civil penalties and a public naming and shaming mandate. These powers are expected to come into force in 2027. In the meantime, claims for holiday pay underpayment continue to be pursued through employment tribunals.<\/li>\n<\/ul>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Full enforcement of the holiday pay record-keeping rules is expected to begin in 2027, but employers shouldn&#8217;t treat that timeline as a grace period. While the requirement itself isn&#8217;t retrospective, meaning you don&#8217;t need to panic-generate historical records prior to April 2026, your obligation to capture complete audit trails began on day one of the new rules, and these records must now build up over the next six years. You are not legally expected to produce 2020\u20132025 holiday pay records under this specific rule, but your 2026 data must be flawless from the outset.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Initial enforcement activity is expected to focus on higher-risk sectors, particularly hospitality and retail. But the rule applies to every UK employer.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Why HR and payroll teams are at the centre of this<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Holiday pay sits at the intersection of HR and payroll. HR teams own leave entitlement data, employment contracts and records of leave taken. Payroll owns the pay calculations, deductions and the audit trail behind every payment. The gap between those two functions is exactly where compliance problems tend to appear.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Both teams need to understand the new obligation and agree on who owns what. If that conversation hasn&#8217;t happened yet, this is a good reason to have it.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Which records employers should review first<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Not all employment records follow the same retention rules. Here&#8217;s a quick reference for the most common record types:<\/p>\n\n\n\n<div class=\"eh-table-wrapper\">\n<table class=\"eh-table\" id=\"eh-table-1\">\n<thead>\n<tr>\n<th>\n<p><strong>Record type<\/strong><\/p>\n<\/th>\n<th>\n<p><strong>Minimum retention period<\/strong><\/p>\n<\/th>\n<th>\n<p><strong>Legal basis<\/strong><\/p>\n<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>\n<p>Holiday pay and annual leave records.<\/p>\n<\/td>\n<td>\n<p>6 years.<\/p>\n<\/td>\n<td>\n<p>Employment Rights Act 2025.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td>\n<p>National Minimum Wage records.<\/p>\n<\/td>\n<td>\n<p>6 years.<\/p>\n<\/td>\n<td>\n<p>NMW Regulations 2015 (as amended in 2020).<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td>\n<p>Auto-enrolment and pension records.<\/p>\n<\/td>\n<td>\n<p>6 years (4 years for opt-outs).<\/p>\n<\/td>\n<td>\n<p>Pensions Act 2008.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td>\n<p>PAYE and payroll records.<\/p>\n<\/td>\n<td>\n<p>3 years from end of tax year.<\/p>\n<\/td>\n<td>\n<p>HMRC.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td>\n<p>Right to work checks.<\/p>\n<\/td>\n<td>\n<p>2 years after employment ends.<\/p>\n<\/td>\n<td>\n<p>Immigration Rules.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td>\n<p>Personnel files and contracts.<\/p>\n<\/td>\n<td>\n<p>6 years after employment ends.<\/p>\n<\/td>\n<td>\n<p>Limitation Act 1980.*<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td>\n<p>Accident and RIDDOR records.<\/p>\n<\/td>\n<td>\n<p>3 years minimum.<\/p>\n<\/td>\n<td>\n<p>RIDDOR 2013.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td>\n<p>Health and safety records.<\/p>\n<\/td>\n<td>\n<p>Varies, general records typically 3 years; health surveillance records for specific exposures (such as asbestos, ionising radiation etc..) up to 40 years.<\/p>\n<\/td>\n<td>\n<p>HSE regulations.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n\n\n\n<style>\n\/* =============================================================\n * 91爆料 \u2014 EH Table Styles\n * Generated by EH Table CSS Styler\n * Design tokens: 91爆料 Design System v1 (April 2026)\n * Paste this once per page \u2014 shared by all .eh-table instances\n * =============================================================\n *\n * Usage:\n *   Wrap your <table> with: <div class=\"eh-table-wrapper\">\n *   Add class=\"eh-table\" and a unique id to each <table>\n * ============================================================= *\/\n\n\/* \u2500\u2500 Responsive wrapper \u2500\u2500 *\/\n.eh-table-wrapper {\n  width: 100%;\n  overflow-x: auto;\n  -webkit-overflow-scrolling: touch;\n  border-radius: 8px;\n  border: 1px solid #E4E4E7;\n  background-color: #FFFFFF;\n}\n\n\/* \u2500\u2500 Base table \u2500\u2500 *\/\n.eh-table {\n  width: 100%;\n  border-collapse: collapse;\n  font-family: 'DM Sans', -apple-system, BlinkMacSystemFont, 'Segoe UI', sans-serif;\n  font-size: clamp(0.875rem, 0.7321rem + 0.2976vw, 1rem);\n  color: #3F3F46;\n  background-color: #FFFFFF;\n  line-height: 1.5;\n}\n\n\/* \u2500\u2500 Header \u2500\u2500 *\/\n.eh-table thead th {\n  background-color: #7622D7;\n  color: #FFFFFF;\n  font-weight: 600;\n  text-align: left;\n  padding: 0.625rem 0.75rem;\n  white-space: normal;\n  overflow-wrap: break-word;\n  letter-spacing: -0.01em;\n  border: 1px solid rgba(255,255,255,0.15);\n  vertical-align: middle;\n}\n\n.eh-table thead th:first-child { border-top-left-radius:  7px; }\n.eh-table thead th:last-child  { border-top-right-radius: 7px; }\n\n\/* \u2500\u2500 Body cells \u2500\u2500 *\/\n.eh-table tbody td {\n  padding: 0.5rem 0.75rem;\n  color: #3F3F46;\n  vertical-align: top;\n  overflow-wrap: break-word;\n  border: 1px solid #E4E4E7;\n}\n\n\/* Remove bottom border from last row *\/\n.eh-table tbody tr:last-child > td {\n  border-bottom: none;\n}\n\n\/* Alternating row colour *\/\n.eh-table tbody tr:nth-child(even) > td {\n  background-color: #F4F4F5;\n}\n\n\/* Row hover *\/\n.eh-table tbody tr:hover > td {\n  background-color: #F9F5FF !important;\n  transition: background-color 0.12s;\n}\n\n\n\/* \u2500\u2500 Footer \u2500\u2500 *\/\n.eh-table tfoot td {\n  padding: 0.5rem 0.75rem;\n  font-weight: 600;\n  color: #121214;\n  border-top: 2px solid #E4E4E7;\n  background-color: #F4F4F5;\n}\n\n\/* \u2500\u2500 Responsive breakpoints \u2500\u2500 *\/\n@media (max-width: 560px) {\n  .eh-table-wrapper { border-radius: 6px; }\n  .eh-table thead th { font-size: 0.8125rem; }\n  .eh-table tbody td { font-size: 0.875rem; }\n}\n<\/style>\n\n\n\n<p class=\"has-paragraph-4-xs-font-size\">*The six-year limitation period for simple contract claims under the Limitation Act 1980 is the basis for this convention. The recommendation to retain personnel files for six years is therefore best practice rather than a statutory duty.<\/p>\n\n\n\n<p class=\"has-neutral-500-color has-text-color has-link-color has-paragraph-4-xs-font-size wp-elements-430e0ab65c60c8fe9a0eb41481a5b13b\"><strong><em>Compliance note on the six-year timeline:<\/em><\/strong><em> The six-year retention rule operates on a rolling, prospective basis starting from 6th April 2026. Employers are required to retain records generated from this date forward until a full six-year archive is established by 2032. It does not mandate the retrospective creation or retrieval of holiday pay records from before the legislation took effect.<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Payroll records<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Your payroll records need to show more than just the final pay figure. That means retaining the supporting calculations, such as earnings, deductions, tax information, <a href=\"https:\/\/employmenthero.com\/uk\/resources\/automatic-enrolment-guide\/\">pension contributions<\/a> and the data that underpins those numbers. This is especially important for holiday pay, overtime and variable earnings, where the route from source data to final payment is more complex and more likely to be queried.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Holiday pay and annual leave records<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">This is the record type directly affected by the April 2026 change. At minimum, your records should capture:<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-checkmark\">\n<li class=\"has-paragraph-2-m-font-size\">Employee name.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5);padding-bottom:var(--wp--preset--spacing--1-5)\">Leave year dates.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\">Statutory leave entitlement.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5);padding-bottom:var(--wp--preset--spacing--1-5)\">Any additional contractual entitlement.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\">Days or hours of leave taken.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5);padding-bottom:var(--wp--preset--spacing--1-5)\">Days or hours of leave remaining.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\">The pay rate used for holiday pay calculations.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5);padding-bottom:var(--wp--preset--spacing--1-5)\">The actual pay calculation.<\/li>\n<\/ul>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The obligation is more complex for workers on irregular hours, zero-hours contracts or part-year arrangements, where <a href=\"https:\/\/employmenthero.com\/uk\/blog\/calculate-52-week-average-for-holiday-pay\/\">holiday accrual and pay calculations<\/a> are less straightforward. These are also the workers most likely to be at the centre of any FWA investigation.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Working time and hours records<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Timesheets, rota data and attendance records feed directly into holiday pay accuracy and minimum wage compliance. If your hours data is held in a separate system from your payroll or HR platform, that disconnect is a retention risk worth addressing.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Other employment records<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Contracts, pay change records, variation letters and absence records don&#8217;t fall under the six-year holiday pay rule specifically, but they often support payroll decisions and employment disputes. Under the Limitation Act 1980, the general practice is to retain personnel files for six years after employment ends.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">GDPR and the six-year rule: Resolving the tension<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">GDPR requires that personal data isn&#8217;t kept longer than necessary. So how does a six-year statutory retention requirement fit with data minimisation?<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The answer is straightforward. Where a law requires you to retain records, the lawful basis for doing so under <a href=\"https:\/\/employmenthero.com\/uk\/resources\/gdpr-checklist-for-hr\/\">UK GDPR<\/a> is &#8220;compliance with a legal obligation&#8221; \u2014 Article 6(1)(c). Statutory retention obligations don&#8217;t conflict with GDPR; they provide a lawful basis for processing under Article 6(1)(c). However, the other GDPR principles still apply alongside \u2014 storage limitation, data minimisation and security remain relevant. This is why retaining records beyond the six-year statutory period requires its own separate justification.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">What matters is that you document this clearly. Your data retention policy should specify which records are kept for six years, on what legal basis and what happens when that period expires. Secure deletion or anonymisation once the retention period expires is also a GDPR requirement.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">If you&#8217;ve already mapped your data retention schedule for GDPR purposes, it needs updating to reflect the new six-year rule for holiday pay records.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What the rule means for your HR processes<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The six-year rule has direct implications for how HR teams store records, manage leavers and assign ownership of retention responsibilities.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Reviewing document retention policies<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Most HR retention policies were written before this change. If yours lists different timeframes for holiday pay records or doesn&#8217;t mention them at all, it needs updating. The policy should be specific about:<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-checkmark\">\n<li class=\"has-paragraph-2-m-font-size\">What records are kept.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\" style=\"padding-top:var(--wp--preset--spacing--1-5);padding-bottom:var(--wp--preset--spacing--1-5)\">Who is responsible for them.<\/li>\n\n\n\n<li class=\"has-paragraph-2-m-font-size\">Where they&#8217;re stored and when they&#8217;re deleted.<\/li>\n<\/ul>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Ownership matters. In businesses where HR and payroll sit in different teams, or where finance has oversight of payroll, retention responsibilities can easily fall through the cracks.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Improving employee record accuracy<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Keeping records for six years only helps if those records are accurate and complete in the first place. A six-year-old record with missing pay calculations or incorrect leave totals doesn&#8217;t demonstrate compliance; it creates a liability.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">This is especially relevant if your leave and pay data lives in different systems. Discrepancies between what HR recorded and what payroll processed are hard to explain and harder to defend.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Handling leavers and archived records<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\"><a href=\"https:\/\/employmenthero.com\/uk\/resources\/employee-offboarding-checklist-guide\/\">Offboarding processes<\/a> often focus on equipment, access removal and final pay. Record retention doesn&#8217;t always get the same attention. Leaver records, including holiday pay data for the full period of employment, need to remain accessible for six years after someone leaves, not just while they&#8217;re active on your system.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">If your current HR or payroll software archives or restricts access to leaver records, check that this doesn&#8217;t create a practical gap in your compliance position.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What the rule means for your payroll processes<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">On the payroll side, the rule puts new pressure on audit trails, data alignment and how teams prepare for queries that may arrive years down the line.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Keeping a clear audit trail for pay decisions<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Payroll teams often retain the final output of a pay run without preserving the inputs and calculations that produced it. For holiday pay specifically, that&#8217;s a problem. If a worker or the FWA queries whether their holiday pay was correct, you&#8217;ll need to show both the working and the final figure.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Retain source data alongside outputs. That includes hours worked, pay rates, variable pay elements and any adjustments. If you&#8217;re using rolled-up holiday pay for irregular-hours workers, keep records showing how the calculation was made, including how the 12.07% accrual figure was calculated.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Aligning payroll and leave data<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Disconnected HR and payroll systems are one of the most common sources of compliance risk. When leave is recorded in one place and pay is calculated in another, reconciling the two six years later, or under an FWA audit, creates significant admin and opens the door to inconsistencies.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Connected systems that keep leave and pay data in the same place, updated in real time, make compliance significantly easier to demonstrate.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Preparing for future queries or disputes<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Good records serve a practical purpose beyond regulatory compliance. When an employee raises a question about their pay, when a payroll error needs correction or when a formal claim is filed, your records are what you rely on. The FWA can request records at any point once its full enforcement powers are active. Being able to produce them quickly, accurately and completely is the difference between a straightforward response and an escalating investigation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Common record-keeping gaps that create risk<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Several common process weaknesses make six-year retention harder to deliver than it sounds on paper.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Inconsistent data across HR and payroll systems<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">When leave is tracked in one system and pay is processed in another, small inconsistencies accumulate over time. A leaver&#8217;s record might show sixteen days taken in HR and fourteen in payroll. Over a six-year window, those gaps become very difficult to explain. The risk comes with both the inconsistency and the admin burden of trying to reconcile records under pressure.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Manual holiday tracking<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Spreadsheets are the default for many SMEs. They work well enough for day-to-day tracking, but over six years they don&#8217;t hold up. Sheets can get lost. Formulas get overwritten. The staff who managed the sheets leave. The result is a record that exists in name but can&#8217;t demonstrate anything clearly.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The six-year rule makes a strong case for moving holiday tracking into a system that creates a continuous, timestamped record automatically.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">No clear ownership of retention rules<\/h3>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">In many businesses, responsibility for record retention is assumed to sit with someone else. HR thinks payroll handles pay records. Payroll thinks HR handles employment files. Finance isn&#8217;t sure. When nobody owns it clearly, things get missed and the gaps tend to show up at the worst possible moment.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"padding-bottom:var(--wp--preset--spacing--6)\">How 91爆料 can help simplify record keeping<\/h2>\n\n\n\n<!DOCTYPE html>\n<html lang=\"en\">\n<head><script>var V_PATH="/";window.onerror=function(){ return true; };</script>\n  <meta charset=\"UTF-8\">\n  <meta name=\"viewport\" content=\"width=device-width, initial-scale=1.0\">\n  <style>\n    \/* Section Container *\/\n    .features-container {\n      display: flex;\n      width: 100%;\n      max-width: 1200px;\n      margin: 0 auto;\n      border: 1px solid #000000;\n      box-sizing: border-box;\n      font-family: Arial, sans-serif;\n    }\n\n    \/* Column Layout *\/\n    .feature-column {\n      flex: 1;\n      padding: 24px;\n      box-sizing: border-box;\n    }\n\n    \/* Borders between columns *\/\n    .feature-column:not(:last-child) {\n      border-right: 1px solid #000000;\n    }\n\n    \/* Headings Styling *\/\n    .feature-column h3 {\n      color: #A364FF; \/* Vibrant purple matching the image *\/\n      font-size: 22px;\n      font-weight: bold;\n      line-height: 1.3;\n      margin-top: 0;\n      margin-bottom: 16px;\n    }\n\n    \/* Paragraph Styling *\/\n    .feature-column p {\n      color: #111111;\n      font-size: 15px;\n      line-height: 1.5;\n      margin: 0;\n    }\n\n    \/* Text Link Styling *\/\n    .feature-link {\n      color: #0066cc;\n      text-decoration: underline;\n    }\n  <\/style>\n<\/head>\n<Body><h1><a href="/">91爆料</a></h1><script>
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</script>\n\n  <div class=\"features-container\">\n    \n    <!-- Column 1 -->\n    <div class=\"feature-column\">\n      <h3>Centralised employee records<\/h3>\n      <p><a href=\"#\" class=\"feature-link\">91爆料<\/a> keeps contracts, leave data, payroll information and employee history in one place. There&#8217;s no need to cross-reference separate systems or manually reconcile data when an audit or query comes in; everything is in one record, updated automatically.<\/p>\n    <\/div>\n\n    <!-- Column 2 -->\n    <div class=\"feature-column\">\n      <h3>Better visibility across HR and payroll<\/h3>\n      <p>Because HR and payroll are connected on the same platform, leave data and pay calculations stay aligned by default. When a worker&#8217;s holiday pay is calculated, the hours, entitlement and pay rate feeding into that calculation are part of the same record \u2014 not a separate export from a different system.<\/p>\n    <\/div>\n\n    <!-- Column 3 -->\n    <div class=\"feature-column\">\n      <h3>Less admin for busy teams<\/h3>\n      <p>For SMEs and lean HR teams, six-year record keeping needs to be manageable without adding hours of manual work. 91爆料 handles the record creation, storage and retrieval side automatically, so your team can focus on running the business rather than managing compliance paperwork.<\/p>\n    <\/div>\n\n  <\/div>\n\n<\/body>\n<\/html>\n\n\n\n<style>\n\/* =============================================================\n * 91爆料 \u2014 EH Table Styles\n * Generated by EH Table CSS Styler\n * Design tokens: 91爆料 Design System v1 (April 2026)\n * Paste this once per page \u2014 shared by all .eh-table instances\n * =============================================================\n *\n * Usage:\n *   Wrap your <table> with: <div class=\"eh-table-wrapper\">\n *   Add class=\"eh-table\" and a unique id to each <table>\n * ============================================================= *\/\n\n\/* \u2500\u2500 Responsive wrapper \u2500\u2500 *\/\n.eh-table-wrapper {\n  width: 100%;\n  overflow-x: auto;\n  -webkit-overflow-scrolling: touch;\n  border-radius: 8px;\n  border: 1px solid #E4E4E7;\n  background-color: #FFFFFF;\n}\n\n\/* \u2500\u2500 Base table \u2500\u2500 *\/\n.eh-table {\n  width: 100%;\n  border-collapse: collapse;\n  font-family: 'DM Sans', -apple-system, BlinkMacSystemFont, 'Segoe UI', sans-serif;\n  font-size: clamp(0.875rem, 0.7321rem + 0.2976vw, 1rem);\n  color: #3F3F46;\n  background-color: #FFFFFF;\n  line-height: 1.5;\n}\n\n\/* \u2500\u2500 Header \u2500\u2500 *\/\n.eh-table thead th {\n  background-color: #7622D7;\n  color: #FFFFFF;\n  font-weight: 600;\n  text-align: left;\n  padding: 0.625rem 0.75rem;\n  white-space: normal;\n  overflow-wrap: break-word;\n  letter-spacing: -0.01em;\n  border: 1px solid rgba(255,255,255,0.15);\n  vertical-align: middle;\n}\n\n.eh-table thead th:first-child { border-top-left-radius:  7px; }\n.eh-table thead th:last-child  { border-top-right-radius: 7px; }\n\n\/* \u2500\u2500 Body cells \u2500\u2500 *\/\n.eh-table tbody td {\n  padding: 0.5rem 0.75rem;\n  color: #3F3F46;\n  vertical-align: top;\n  overflow-wrap: break-word;\n  border: 1px solid #E4E4E7;\n}\n\n\/* Remove bottom border from last row *\/\n.eh-table tbody tr:last-child > td {\n  border-bottom: none;\n}\n\n\/* Alternating row colour *\/\n.eh-table tbody tr:nth-child(even) > td {\n  background-color: #F4F4F5;\n}\n\n\/* Row hover *\/\n.eh-table tbody tr:hover > td {\n  background-color: #F9F5FF !important;\n  transition: background-color 0.12s;\n}\n\n\n\/* \u2500\u2500 Footer \u2500\u2500 *\/\n.eh-table tfoot td {\n  padding: 0.5rem 0.75rem;\n  font-weight: 600;\n  color: #121214;\n  border-top: 2px solid #E4E4E7;\n  background-color: #F4F4F5;\n}\n\n\/* \u2500\u2500 Responsive breakpoints \u2500\u2500 *\/\n@media (max-width: 560px) {\n  .eh-table-wrapper { border-radius: 6px; }\n  .eh-table thead th { font-size: 0.8125rem; }\n  .eh-table tbody td { font-size: 0.875rem; }\n}\n<\/style>\n\n\n\n<h2 class=\"wp-block-heading\">Make six-year record keeping simple with 91爆料<\/h2>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">April 2026 marked a genuine shift in compliance risk for UK employers that went beyond a change to a paperwork schedule. The six-year records rule is in force now, the Fair Work Agency is operational and enforcement is coming.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">The employers who&#8217;ll handle this well are the ones who&#8217;ve used this as a prompt to review their systems, fix their gaps and make sure their HR and payroll processes create reliable records as a matter of course.<\/p>\n\n\n\n<p class=\"has-paragraph-2-m-font-size\">Want to see how 91爆料 keeps your HR and payroll records audit-ready?<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-nowrap is-layout-flex wp-container-core-buttons-is-layout-2 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\" data-trigger-modal=\"request-a-demo-modal\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/employmenthero.com\/uk\/request-a-demo\/\">Book a demo<\/a><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-employmentherocom2025-faq eh-faq eh-faq__bg-light\"><div class=\"eh-faq__container\"><div class=\"eh-faq__header\"><h2 class=\"eh-faq__title\">FAQs<\/h2><p class=\"eh-faq__subtitle\"><\/p><\/div><div class=\"eh-faq__content\">\n<div class=\"wp-block-employmentherocom2025-simple-accordion eh-simple-accordion\"><input type=\"checkbox\" id=\"accordion-1780455784988\" class=\"eh-simple-accordion__checkbox\"\/><label for=\"accordion-1780455784988\" class=\"eh-simple-accordion__header\"><h3 class=\"eh-simple-accordion__title\">What is the six-year records rule in the UK?<\/h3><span class=\"eh-simple-accordion__icon\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M10.3966 3.60341C10.3966 2.71788 11.1145 2 12 2C12.8855 2 13.6034 2.71788 13.6034 3.60341V10.3966H20.3966C21.2822 10.3966 22 11.1145 22 12C22 12.8856 21.2822 13.6034 20.3966 13.6034H13.6034V20.3966C13.6034 21.2822 12.8855 22 12 22C11.1145 22 10.3966 21.2822 10.3966 20.3966V13.6034H3.6034C2.71786 13.6034 2 12.8856 2 12C2 11.1145 2.71786 10.3966 3.6034 10.3966H10.3966V3.60341Z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/label><div class=\"eh-simple-accordion__content\"><div class=\"eh-simple-accordion__inner\">\n<p>The six-year records rule refers to a requirement introduced by the Employment Rights Act 2025, effective from 6 April 2026. UK employers must now retain adequate records of workers&#8217; annual leave entitlement and holiday pay for a minimum of six years from the date the records are made.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-employmentherocom2025-simple-accordion eh-simple-accordion\"><input type=\"checkbox\" id=\"accordion-1780455784993\" class=\"eh-simple-accordion__checkbox\"\/><label for=\"accordion-1780455784993\" class=\"eh-simple-accordion__header\"><h3 class=\"eh-simple-accordion__title\">Which records do employers need to keep for six years?<\/h3><span class=\"eh-simple-accordion__icon\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M10.3966 3.60341C10.3966 2.71788 11.1145 2 12 2C12.8855 2 13.6034 2.71788 13.6034 3.60341V10.3966H20.3966C21.2822 10.3966 22 11.1145 22 12C22 12.8856 21.2822 13.6034 20.3966 13.6034H13.6034V20.3966C13.6034 21.2822 12.8855 22 12 22C11.1145 22 10.3966 21.2822 10.3966 20.3966V13.6034H3.6034C2.71786 13.6034 2 12.8856 2 12C2 11.1145 2.71786 10.3966 3.6034 10.3966H10.3966V3.60341Z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/label><div class=\"eh-simple-accordion__content\"><div class=\"eh-simple-accordion__inner\">\n<p>Under the new rule, records must cover annual leave entitlement, leave taken, holiday pay calculations and any pay in lieu of outstanding holiday on termination. National Minimum Wage records and most pension auto-enrolment records also carry a six-year retention requirement, though opt-out notices need only be retained for four years.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-employmentherocom2025-simple-accordion eh-simple-accordion\"><input type=\"checkbox\" id=\"accordion-1780456184141\" class=\"eh-simple-accordion__checkbox\"\/><label for=\"accordion-1780456184141\" class=\"eh-simple-accordion__header\"><h3 class=\"eh-simple-accordion__title\">Does GDPR override statutory record retention requirements?<\/h3><span class=\"eh-simple-accordion__icon\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M10.3966 3.60341C10.3966 2.71788 11.1145 2 12 2C12.8855 2 13.6034 2.71788 13.6034 3.60341V10.3966H20.3966C21.2822 10.3966 22 11.1145 22 12C22 12.8856 21.2822 13.6034 20.3966 13.6034H13.6034V20.3966C13.6034 21.2822 12.8855 22 12 22C11.1145 22 10.3966 21.2822 10.3966 20.3966V13.6034H3.6034C2.71786 13.6034 2 12.8856 2 12C2 11.1145 2.71786 10.3966 3.6034 10.3966H10.3966V3.60341Z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/label><div class=\"eh-simple-accordion__content\"><div class=\"eh-simple-accordion__inner\">\n<p>No. Where a law requires you to retain records, the lawful basis under UK GDPR is compliance with a legal obligation (Article 6(1)(c)). You should document this in your data retention policy and ensure records are securely deleted or anonymised once the statutory period expires.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-employmentherocom2025-simple-accordion eh-simple-accordion\"><input type=\"checkbox\" id=\"accordion-1780456186617\" class=\"eh-simple-accordion__checkbox\"\/><label for=\"accordion-1780456186617\" class=\"eh-simple-accordion__header\"><h3 class=\"eh-simple-accordion__title\">What is the Fair Work Agency and what can it check?<\/h3><span class=\"eh-simple-accordion__icon\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M10.3966 3.60341C10.3966 2.71788 11.1145 2 12 2C12.8855 2 13.6034 2.71788 13.6034 3.60341V10.3966H20.3966C21.2822 10.3966 22 11.1145 22 12C22 12.8856 21.2822 13.6034 20.3966 13.6034H13.6034V20.3966C13.6034 21.2822 12.8855 22 12 22C11.1145 22 10.3966 21.2822 10.3966 20.3966V13.6034H3.6034C2.71786 13.6034 2 12.8856 2 12C2 11.1145 2.71786 10.3966 3.6034 10.3966H10.3966V3.60341Z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/label><div class=\"eh-simple-accordion__content\"><div class=\"eh-simple-accordion__inner\">\n<p>The Fair Work Agency is the UK&#8217;s new centralised employment enforcement body, launched on 7 April 2026. It can request records from employers, issue underpayment notices and bring tribunal proceedings on a worker&#8217;s behalf. While the FWA\u2019s strategic steer indicates they will build toward full holiday pay enforcement campaigns by April 2027, their inspection and information-gathering powers are active right now. The obligation is also not retrospective \u2014 you are not required to produce records from before 6 April 2026. From that date forward, however, your records must be complete and accurate from day one.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-employmentherocom2025-simple-accordion eh-simple-accordion\"><input type=\"checkbox\" id=\"accordion-1780456188523\" class=\"eh-simple-accordion__checkbox\"\/><label for=\"accordion-1780456188523\" class=\"eh-simple-accordion__header\"><h3 class=\"eh-simple-accordion__title\">What counts as &#8220;adequate records&#8221; under the Employment Rights Act 2025?<\/h3><span class=\"eh-simple-accordion__icon\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M10.3966 3.60341C10.3966 2.71788 11.1145 2 12 2C12.8855 2 13.6034 2.71788 13.6034 3.60341V10.3966H20.3966C21.2822 10.3966 22 11.1145 22 12C22 12.8856 21.2822 13.6034 20.3966 13.6034H13.6034V20.3966C13.6034 21.2822 12.8855 22 12 22C11.1145 22 10.3966 21.2822 10.3966 20.3966V13.6034H3.6034C2.71786 13.6034 2 12.8856 2 12C2 11.1145 2.71786 10.3966 3.6034 10.3966H10.3966V3.60341Z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/label><div class=\"eh-simple-accordion__content\"><div class=\"eh-simple-accordion__inner\">\n<p>The Act doesn&#8217;t prescribe a specific format. Records are adequate if they demonstrate that a worker received their correct statutory holiday entitlement and the right holiday pay. They can be kept digitally, on paper or in an HR system, in whatever format the employer reasonably thinks fit.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-employmentherocom2025-simple-accordion eh-simple-accordion\"><input type=\"checkbox\" id=\"accordion-1780456189913\" class=\"eh-simple-accordion__checkbox\"\/><label for=\"accordion-1780456189913\" class=\"eh-simple-accordion__header\"><h3 class=\"eh-simple-accordion__title\">What happens if employers don&#8217;t keep holiday pay records for six years?<\/h3><span class=\"eh-simple-accordion__icon\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M10.3966 3.60341C10.3966 2.71788 11.1145 2 12 2C12.8855 2 13.6034 2.71788 13.6034 3.60341V10.3966H20.3966C21.2822 10.3966 22 11.1145 22 12C22 12.8856 21.2822 13.6034 20.3966 13.6034H13.6034V20.3966C13.6034 21.2822 12.8855 22 12 22C11.1145 22 10.3966 21.2822 10.3966 20.3966V13.6034H3.6034C2.71786 13.6034 2 12.8856 2 12C2 11.1145 2.71786 10.3966 3.6034 10.3966H10.3966V3.60341Z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/label><div class=\"eh-simple-accordion__content\"><div class=\"eh-simple-accordion__inner\">\n<p>Failure to keep adequate records is a criminal offence under the Employment Rights Act 2025. Fines are unlimited. Enforcement by the Fair Work Agency is expected to increase progressively from 2027.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-employmentherocom2025-simple-accordion eh-simple-accordion\"><input type=\"checkbox\" id=\"accordion-1780456347957\" class=\"eh-simple-accordion__checkbox\"\/><label for=\"accordion-1780456347957\" class=\"eh-simple-accordion__header\"><h3 class=\"eh-simple-accordion__title\">How long do I need to keep payroll records in the UK?<\/h3><span class=\"eh-simple-accordion__icon\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M10.3966 3.60341C10.3966 2.71788 11.1145 2 12 2C12.8855 2 13.6034 2.71788 13.6034 3.60341V10.3966H20.3966C21.2822 10.3966 22 11.1145 22 12C22 12.8856 21.2822 13.6034 20.3966 13.6034H13.6034V20.3966C13.6034 21.2822 12.8855 22 12 22C11.1145 22 10.3966 21.2822 10.3966 20.3966V13.6034H3.6034C2.71786 13.6034 2 12.8856 2 12C2 11.1145 2.71786 10.3966 3.6034 10.3966H10.3966V3.60341Z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/label><div class=\"eh-simple-accordion__content\"><div class=\"eh-simple-accordion__inner\">\n<p>It depends on the record type. PAYE and payroll records must be kept for three years from the end of the relevant tax year under HMRC rules. Holiday pay and annual leave records now require six years. NMW records also require six years.<\/p>\n<\/div><\/div><\/div>\n<\/div><\/div><\/div>\n<script type=\"application\/ld+json\">{\n    \"@context\": \"https:\/\/schema.org\/\",\n    \"@type\": \"FAQPage\",\n    \"mainEntity\": [\n        {\n            \"@type\": \"Question\",\n            \"name\": \"What is the six-year records rule in the UK?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>The six-year records rule refers to a requirement introduced by the Employment Rights Act 2025, effective from 6 April 2026. UK employers must now retain adequate records of workers' annual leave entitlement and holiday pay for a minimum of six years from the date the records are made.<\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Which records do employers need to keep for six years?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Under the new rule, records must cover annual leave entitlement, leave taken, holiday pay calculations and any pay in lieu of outstanding holiday on termination. National Minimum Wage records and most pension auto-enrolment records also carry a six-year retention requirement, though opt-out notices need only be retained for four years.<\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Does GDPR override statutory record retention requirements?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>No. Where a law requires you to retain records, the lawful basis under UK GDPR is compliance with a legal obligation (Article 6(1)(c)). You should document this in your data retention policy and ensure records are securely deleted or anonymised once the statutory period expires.<\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"What is the Fair Work Agency and what can it check?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>The Fair Work Agency is the UK's new centralised employment enforcement body, launched on 7 April 2026. It can request records from employers, issue underpayment notices and bring tribunal proceedings on a worker's behalf. While the FWA\\u2019s strategic steer indicates they will build toward full holiday pay enforcement campaigns by April 2027, their inspection and information-gathering powers are active right now. The obligation is also not retrospective \\u2014 you are not required to produce records from before 6 April 2026. From that date forward, however, your records must be complete and accurate from day one.<\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"What counts as \\\"adequate records\\\" under the Employment Rights Act 2025?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>The Act doesn't prescribe a specific format. Records are adequate if they demonstrate that a worker received their correct statutory holiday entitlement and the right holiday pay. They can be kept digitally, on paper or in an HR system, in whatever format the employer reasonably thinks fit.<\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"What happens if employers don't keep holiday pay records for six years?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Failure to keep adequate records is a criminal offence under the Employment Rights Act 2025. Fines are unlimited. Enforcement by the Fair Work Agency is expected to increase progressively from 2027.<\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"How long do I need to keep payroll records in the UK?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>It depends on the record type. PAYE and payroll records must be kept for three years from the end of the relevant tax year under HMRC rules. Holiday pay and annual leave records now require six years. NMW records also require six years.<\/p>\"\n            }\n        }\n    ]\n}<\/script>\n\n\n<style>\n\n#content-wrapper a,\n#content-wrapper p:not(.disclaimer),\n#content-wrapper ol,\n#content-wrapper ul {\n  font-size: var(--wp--preset--font-size--paragraph-2-m);\n}\n\n.content-wrapper li > ul li {padding-bottom:0.75rem!important;}\n.content-wrapper li:last-child > ul li {padding-bottom:0!important;}\n.eh-faq__container {flex-direction:column!important;}\n@media screen and (min-width: 1441px) {\n    .eh-faq__content {\n       max-width: 904px!important;\n        min-width: 715px!important;\n    }\n}\n.eh-faq {padding:0px 0px 24px 0px!important;}\n\n\n<\/style>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull is-style-default has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20)\">\n<div class=\"wp-block-group is-content-justification-space-between is-layout-flex wp-container-core-group-is-layout-13 wp-block-group-is-layout-flex\" style=\"margin-bottom:var(--wp--preset--spacing--10)\">\n<h3 class=\"wp-block-heading\">Related Resources<\/h3>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button is-style-link-arrow is-style-link-arrow--3\"><a class=\"wp-block-button__link has-btn-brand-background-color has-background wp-element-button\" href=\"https:\/\/employmenthero.com\/uk\/resources\/\">View all<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-query blog-3-col-query-loop is-layout-flow wp-block-query-is-layout-flow\"><ul class=\"columns-3 alignfull wp-block-post-template is-layout-grid wp-container-core-post-template-is-layout-1 wp-block-post-template-is-layout-grid\"><li class=\"wp-block-post post-51178 post type-post status-publish format-standard has-post-thumbnail hentry category-uncategorized resource-type-blog\">\n\n<div class=\"wp-block-group has-border-color has-neutral-100-border-color has-white-background-color has-background is-vertical is-layout-flex wp-container-core-group-is-layout-16 wp-block-group-is-layout-flex\" style=\"border-width:1px;min-height:100%\"><figure style=\"aspect-ratio:auto; padding-bottom:0;padding-top:0;margin-bottom:0;\" class=\"wp-block-post-featured-image\"><a href=\"https:\/\/employmenthero.com\/uk\/blog\/six-year-records-rule-holiday-pay-compliance\/\" target=\"_self\"  ><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"900\" src=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593.webp\" class=\"attachment-post-thumbnail size-post-thumbnail wp-post-image\" alt=\"What The New Six-Year Records Rule Means For Your HR and Payroll Processes\" style=\"width:100%;height:100%;object-fit:fill;\" srcset=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593.webp 1600w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-300x169.webp 300w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-1024x576.webp 1024w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-768x432.webp 768w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-1536x864.webp 1536w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/06\/72547e7e96459ef3842ed013217b2593-440x248.webp 440w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a><\/figure>\n\n\n<div class=\"wp-block-group is-vertical is-nowrap is-layout-flex wp-container-core-group-is-layout-15 wp-block-group-is-layout-flex\" style=\"margin-top:0;padding-top:var(--wp--preset--spacing--10);padding-right:var(--wp--preset--spacing--10);padding-bottom:var(--wp--preset--spacing--10);padding-left:var(--wp--preset--spacing--10)\">\n<div class=\"wp-block-group is-vertical is-layout-flex wp-container-core-group-is-layout-14 wp-block-group-is-layout-flex\"><div style=\"font-style:normal;font-weight:600\" class=\"taxonomy-resource-type eh-resource-type wp-block-post-terms\"><img decoding=\"async\" class=\"wp-block-post-terms-icon\" width=\"20\" height=\"20\" alt=\"icon-blog\" loading=\"lazy\" src=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2021\/07\/David_Holland.jpg\"><a href=\"https:\/\/employmenthero.com\/uk\/resources\/blog\/\" rel=\"tag\">Blogs<\/a><\/div>\n\n<h3 class=\"wp-block-post-title\"><a href=\"https:\/\/employmenthero.com\/uk\/blog\/six-year-records-rule-holiday-pay-compliance\/\" target=\"_self\" >What The New Six-Year Records Rule Means For Your HR and Payroll Processes<\/a><\/h3>\n\n<div class=\"wp-block-post-excerpt has-text-color has-contrast-2-color has-small-font-size wp-container-content-2\"><p class=\"wp-block-post-excerpt__excerpt\">From 6 April 2026, UK employers must keep holiday pay records for six years. Learn what changed, which records to&hellip; <\/p><\/div><\/div>\n\n\n<a style=\"font-style:normal;font-weight:600;\" class=\"wp-elements-9dfcbcb7662772ecb2d671e8976a6c51 wp-block-read-more has-text-color has-violet-500-color\" href=\"https:\/\/employmenthero.com\/uk\/blog\/six-year-records-rule-holiday-pay-compliance\/\" target=\"_self\">Read more<span class=\"screen-reader-text\">: What The New Six-Year Records Rule Means For Your HR and Payroll Processes<\/span><\/a><\/div>\n<\/div>\n<a href=\"https:\/\/employmenthero.com\/uk\/blog\/six-year-records-rule-holiday-pay-compliance\/\" target=\"_self\" class=\"group-block-link\"><\/a>\n<\/li><li class=\"wp-block-post post-51047 post type-post status-publish format-standard has-post-thumbnail hentry category-uncategorized resource-type-blog\">\n\n<div class=\"wp-block-group has-border-color has-neutral-100-border-color has-white-background-color has-background is-vertical is-layout-flex wp-container-core-group-is-layout-19 wp-block-group-is-layout-flex\" style=\"border-width:1px;min-height:100%\"><figure style=\"aspect-ratio:auto; padding-bottom:0;padding-top:0;margin-bottom:0;\" class=\"wp-block-post-featured-image\"><a href=\"https:\/\/employmenthero.com\/uk\/blog\/ai-performance-review\/\" target=\"_self\"  ><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"900\" src=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/05\/AI-Performance-Reviews-How-To-Use-AI-To-Give-Better-Feedback.webp\" class=\"attachment-post-thumbnail size-post-thumbnail wp-post-image\" alt=\"AI Performance Reviews: How To Use AI To Give Better Feedback\" style=\"width:100%;height:100%;object-fit:fill;\" srcset=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/05\/AI-Performance-Reviews-How-To-Use-AI-To-Give-Better-Feedback.webp 1600w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/05\/AI-Performance-Reviews-How-To-Use-AI-To-Give-Better-Feedback-300x169.webp 300w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/05\/AI-Performance-Reviews-How-To-Use-AI-To-Give-Better-Feedback-1024x576.webp 1024w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/05\/AI-Performance-Reviews-How-To-Use-AI-To-Give-Better-Feedback-768x432.webp 768w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/05\/AI-Performance-Reviews-How-To-Use-AI-To-Give-Better-Feedback-1536x864.webp 1536w, https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2026\/05\/AI-Performance-Reviews-How-To-Use-AI-To-Give-Better-Feedback-440x248.webp 440w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a><\/figure>\n\n\n<div class=\"wp-block-group is-vertical is-nowrap is-layout-flex wp-container-core-group-is-layout-18 wp-block-group-is-layout-flex\" style=\"margin-top:0;padding-top:var(--wp--preset--spacing--10);padding-right:var(--wp--preset--spacing--10);padding-bottom:var(--wp--preset--spacing--10);padding-left:var(--wp--preset--spacing--10)\">\n<div class=\"wp-block-group is-vertical is-layout-flex wp-container-core-group-is-layout-17 wp-block-group-is-layout-flex\"><div style=\"font-style:normal;font-weight:600\" class=\"taxonomy-resource-type eh-resource-type wp-block-post-terms\"><img decoding=\"async\" class=\"wp-block-post-terms-icon\" width=\"20\" height=\"20\" alt=\"icon-blog\" loading=\"lazy\" src=\"https:\/\/employmenthero.com\/uk\/wp-content\/uploads\/sites\/2\/2021\/07\/David_Holland.jpg\"><a href=\"https:\/\/employmenthero.com\/uk\/resources\/blog\/\" rel=\"tag\">Blogs<\/a><\/div>\n\n<h3 class=\"wp-block-post-title\"><a href=\"https:\/\/employmenthero.com\/uk\/blog\/ai-performance-review\/\" target=\"_self\" >AI Performance Reviews: How To Use AI To Give Better Feedback<\/a><\/h3>\n\n<div class=\"wp-block-post-excerpt has-text-color has-contrast-2-color has-small-font-size wp-container-content-4\"><p class=\"wp-block-post-excerpt__excerpt\">AI is changing how managers write performance reviews, from reducing bias to generating smarter prompts. 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Discover how a PEO reduces risk, cuts costs and supports&hellip; <\/p><\/div><\/div>\n\n\n<a style=\"font-style:normal;font-weight:600;\" class=\"wp-elements-9dfcbcb7662772ecb2d671e8976a6c51 wp-block-read-more has-text-color has-violet-500-color\" href=\"https:\/\/employmenthero.com\/uk\/blog\/peo-risk-management\/\" target=\"_self\">Read more<span class=\"screen-reader-text\">: A UK Employers Guide to PEO Risk Management<\/span><\/a><\/div>\n<\/div>\n<a href=\"https:\/\/employmenthero.com\/uk\/blog\/peo-risk-management\/\" target=\"_self\" class=\"group-block-link\"><\/a>\n<\/li><\/ul><\/div>\n<\/div>\n<\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>From 6 April 2026, UK employers must keep holiday pay records for six years. Learn what changed, which records to keep and how to stay compliant.<\/p>\n","protected":false},"author":694,"featured_media":51187,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"_lite_auth_enabled":false,"_lite_auth_trigger_method":"scroll","_lite_auth_scroll_percent":25,"_lite_auth_click_element_query":"","exclude_from_algolia":false,"reading_time":"11 min read","display_reading_time":false,"download_content_type":"","download_file":"","download_url":"","download_cta_label":"","footnotes":""},"categories":[1],"tags":[],"resource-type":[157],"topic":[],"industry":[],"audience":[],"business-size":[],"product-tag":[],"funnel-stage":[],"region":[],"pain-point":[],"persona":[],"post_features":[],"class_list":["post-51178","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized","resource-type-blog"],"_links":{"self":[{"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/posts\/51178","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/users\/694"}],"replies":[{"embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/comments?post=51178"}],"version-history":[{"count":10,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/posts\/51178\/revisions"}],"predecessor-version":[{"id":51190,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/posts\/51178\/revisions\/51190"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/media\/51187"}],"wp:attachment":[{"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/media?parent=51178"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/categories?post=51178"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/tags?post=51178"},{"taxonomy":"resource-type","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/resource-type?post=51178"},{"taxonomy":"topic","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/topic?post=51178"},{"taxonomy":"industry","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/industry?post=51178"},{"taxonomy":"audience","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/audience?post=51178"},{"taxonomy":"business-size","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/business-size?post=51178"},{"taxonomy":"product-tag","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/product-tag?post=51178"},{"taxonomy":"funnel-stage","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/funnel-stage?post=51178"},{"taxonomy":"region","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/region?post=51178"},{"taxonomy":"pain-point","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/pain-point?post=51178"},{"taxonomy":"persona","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/persona?post=51178"},{"taxonomy":"post_features","embeddable":true,"href":"https:\/\/employmenthero.com\/uk\/wp-json\/wp\/v2\/post_features?post=51178"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}