At SIZA, we often see that the most successful audits are not necessarily those conducted on the largest or most structured farms, but those where management pays attention to the basics every day. Audit findings are frequently linked to simple administrative gaps rather than major compliance failures.
One of the areas that continues to receive attention during audits is compliance with working hours and wages. Accurate records and clear communication with workers remain essential to demonstrating compliance and protecting both employers and employees.
Key Areas to Focus On
- Keep Time Records Accurate and Up to Date: Ensure that attendance registers, clocking systems, and timesheets accurately reflect the hours employees have worked. Records should be organised consistently and retained for the required period.
- Monitor Overtime Carefully: Overtime should always be properly authorised, recorded, and compensated in accordance with applicable legislation and company procedures. Regularly review overtime records to identify any discrepancies before your audit.
- Verify Wage Calculations: Regularly review payroll calculations. Ensure that ordinary hours, overtime, public holiday work, deductions, and leave payments are correctly reflected on payslips and payroll reports.
- Ensure Payslips Are Clear and Understandable: Employees should receive payslips that clearly explain earnings, deductions, and hours worked. Transparency helps build trust and reduces misunderstandings.
- Keep Employment Documentation Current: Employment contracts, policies, job descriptions, and worker records should be complete, signed where required, and easily available during audits.
- Train Supervisors and Administrative Staff: Many audit findings can be avoided when supervisors and payroll administrators understand the requirements for working hours, rest periods, leave, and wage payments. The SIZA programme offers regular training via webinars, which anyone in your business can attend.
- Conduct Internal Checks: Don’t wait for an audit to identify gaps. Periodic internal reviews of time records, payroll information, and worker files can help address issues early and prevent repeat findings.
Compliance Is a Continuous Journey
Audits should not be viewed as a once-off event that occurs every 2 or 3 years, but rather as an opportunity to showcase the good practices already in place in your business. By maintaining accurate records, applying policies consistently, and addressing issues proactively, producers can significantly improve their audit outcomes while strengthening worker wellbeing and business sustainability. Remember: good compliance starts long before the auditor arrives. Small improvements made consistently throughout the year often have the biggest impact during an audit.
For additional guidance, producers are encouraged to make use of SIZA’s Working Hours and Wages resources and to engage with the SIZA team whenever clarification is needed.
