How long do employers have to keep copies of your payslips?

[rrra]

I've done a bit of googling but can't see a definitive answer.

I've requested my payslips from April 2017 to March 2020 as I can't access them due to a change of payslip provider. We were warned about this and advised to download them, but that we could contact HR after the old portal was shut down.

I though I had downloaded them, but can't find them anywhere. I've also had a new work laptop so a chance I didn't move them across. Anyway I requested them from HR as the emails described. But I I've been told they can't give me any other payslips from before April 2020, so the same ones I can access myself.

Is there a set amount of time that this data should be stored by a company? I would have though less than two years worth is not enough?

I thought it was 6 years as an HMRC requirement.

That's more like the timescale I thought too!

I would have thought they need to keep your P60s not necessarily each months payslips

Thanks for the responses. I've just realised that there is money matters area which probably would have been more appropriate , so going to duplicate over there. Thanks again.

They need to keep payroll records for up to 6 years, but as far as I know that doesn’t include payslips and it might only be year end data that is kept rather than month by month data. Unfortunately I suspect they’re no longer available if they’ve changed system - as they warned you.

You don’t need to duplicate the thread, you can just report and ask mumsnet to move it for you.

Payroll records don’t necessarily include individual payslips abs records must be held by employers for current year plus 2, so not the same as other accounts records.
They are obliged to provide them, nothing to say they must provide them again.

Why do you need them?

I've just discovered as an accidental US citizen I should have been filing us tax returns, so trying to gather it all. And need it from Jan 2018.

6 years plus current tax year.

Payroll should have copies of every payslip from the old system even if they cannot now access a "live" version.

@rrra

I've just discovered as an accidental US citizen I should have been filing us tax returns, so trying to gather it all. And need it from Jan 2018.

Even if they have been inept enough to not have payslip copies (which is really bad and would make them fail most audits) then they will still have a proper gross to net report or copies of the HMRC submissions so they can extract the data from there.

As an ex employee if it's a bit of a job to get that data together some employers will charge you but it shouldn't be any more than £10-£20.

(Speaking as a payroll manager who has done 3 different systems changes throughout the years!)

It’s actually now 3 years.

They should still be able to pull all payslips off from their payroll software but they may charge you for this abs they are entitled to.

I'm happy to pay to get them, as I said I thought I had downloaded them but tbh mid pandemic WFH full time while also home schooling was a dark time!

I have downloaded the info from my tax account on HMRC, but I was after the additional info on pension contributions. I can see these in my pension statements but it is one number, rather than what I have salary sacrificed and what my employer added directly.

I'm also hoping I don't need the lower level detail but am waiting on my new us tax account to answer that question - I'm just stressing in the meantime.

It's the same employer as I've been there 14 years.

@rrra

It's the same employer as I've been there 14 years.

Ah sorry - I misread your OP and thought it was an old employer.

I think they have to keep records but not necessarily payslips. When I worked with the payroll person - she kept reports of the payroll and only the payslips for those who had changes, so that I could do a double check to confirm they were correct.

We changed systems - but as far as I know she didn’t download old payslips. I think she still had read only access to them though.

I guess if they warned you and have now changed providers and say they no longer have access to previous system there’s not a lot you can do.
I presume if same system in place it would not be an issue but it’s the change of system that is the problem. I download and print off my payslip each month and bring it home just in case.
You could complain to your head of HR but it is is literally impossible ( rather than they can’t be bothered) to get the info I think you are stuck.

If its just the pension contributions you are missing, you can ask your pension provider for that information. They'll have details of each contribution made (I work in pensions, the portal members can see only shows them an overall balance but we can provide a breakdown of every employee and employer made if it's asked for)

@LG93

If its just the pension contributions you are missing, you can ask your pension provider for that information. They'll have details of each contribution made (I work in pensions, the portal members can see only shows them an overall balance but we can provide a breakdown of every employee and employer made if it's asked for)

Thank you, that is really good to know and gives me a plan B!

By law they would have to retain the information contained within them, but not necessarily the actual payslips themselves, which are just printed out when required.

Whoever was doing their payroll at the time must have the records.

I don't know the law but ours are only accessible for the tax year they relate to. Come end of April the previous 12 are deleted and only the April one shows. Previous P60s are there. I assume this must be legal as I work for a large national company.

Do you have your P60s? They summarise the year's payslips.