Record Keeping for International Employees
Employing international workers comes with documentation obligations. Proper record-keeping protects your business during audits and demonstrates compliance.
Document Categories
Identity and Immigration Documents
Must retain:
- Copy of passport (photo page)
- Work permit or visa
- Immigration registration (IRP card Ireland, BRP UK)
- Right to work check records
Retention period:
- Duration of employment + 2 years (UK)
- Duration of employment + 6 years (Ireland recommended)
Employment Documents
Standard employment records:
- Employment contract
- Job description
- Salary details and pay records
- Working time records
- Leave records
Permit Application Documents
Keep copies of:
- Original permit application
- Supporting documents submitted
- Correspondence with authorities
- Decision letters
Right to Work Checks
Ireland
Before employment starts:
- Request original documents (passport, permit)
- Take copies
- Record check date
- Store securely
UK
More detailed requirements:
- Check original documents
- Take clear copies
- Use Employer Checking Service for digital status
- Record date, document details, checker name
- Repeat for employees with time-limited permission
Expiry Tracking
Maintain a system to track:
- Passport expiry dates
- Permit/visa expiry dates
- Registration renewal dates
- Contract end dates
Recruitroo's dashboard provides automatic expiry tracking and alerts.
Audit Readiness
Ireland (WRC Inspection)
Inspectors may request:
- Employment permits for all non-EEA workers
- Proof of compliance with permit conditions
- Working hours and pay records
- Employment contracts
UK (Home Office Visit)
Sponsor licence audits check:
- HR systems and record keeping
- Right to work check evidence
- CoS assignment accuracy
- Reporting compliance
- Migrant tracking systems
Reporting Obligations
Ireland
Report to DETE:
- Changes to employment conditions
- Employee departure
- Permit not being used
UK
Report via SMS within required timeframes:
- Employee not starting
- Employee absent 10+ days without contact
- Significant change in duties
- Change in salary
- Employee sponsorship ending
Failure to report can result in sponsor licence downgrade or revocation.
Document Security
Storage Requirements
- Secure location (physical or digital)
- Access controls
- GDPR compliance
- Backup systems
Digital Systems
Recommended features:
- Encrypted storage
- Access logging
- Automatic backups
- Search functionality
Creating an Audit File
For each international employee, maintain:
Folder 1: Immigration
- Passport copy
- Permit/visa copy
- Right to work check record
- Registration documents
Folder 2: Employment
- Contract
- Job description
- Salary records
- Correspondence
Folder 3: Compliance
- Application documents
- Decision letters
- Renewal records
- Reporting evidence
Common Documentation Mistakes
- Not keeping copies – Always retain copies of everything
- Incomplete right to work checks – Follow full process
- Missing expiry tracking – Implement reminder systems
- Poor filing – Organise for quick retrieval
- Delayed reporting – Report changes within required timeframes
Recruitroo Documentation Features
Our platform helps with:
- Centralised storage – All documents in one place
- Expiry tracking – Automatic reminders
- Audit reports – Generate compliance reports
- Secure access – Role-based permissions
- History – Complete audit trail
Proper documentation protects your business and your employees. Invest time in systems that make compliance easy.