How to Build an Audit-Ready HR File for Sponsored Workers
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Why this matters
When a Home Office officer asks for a file, speed and completeness count. A tidy, consistent structure saves time and removes anxiety.
What to include in every file
- Identity & visa documents (clear scans, front/back where relevant).
- Contract & role data (contract, JD, SOC code, hours).
- Recruitment history (adverts, shortlist, interview notes, offer).
- Salary evidence (payslips, payroll reports, any allowances).
- Attendance & leave (clock-in/out or timesheets + absence records).
- Changes (title/hours/salary changes with dates).
- Training & policies (issued and acknowledged).
- Org chart position (where they sit in the structure).
Template you can copy
/Employee_Name
/01_ID
/02_Role_Contract
/03_Recruitment
/04_Pay
/05_Attendance_Leave
/06_Changes
/07_Training_Policies
/08_OrgChart
Make quality non-negotiable
- Ensure scans are legible and complete.
- Use a consistent file-naming pattern.
- Lock down access to HR users only; log who viewed or changed files.
Periodic housekeeping
- Quarterly mini-audit of a random sample: are all documents present and current?
- Fix gaps immediately and record the fix.
LuwaSuite tip
Store everything in the employee record with date-stamped updates, use expiries and task reminders, then produce the audit pack when needed.
FAQ
Q: Is a PDF bundle enough?
A: Bundles are fine if the index is clear and documents are current and legible.
Q: Can managers upload files?
A: Yes—give them limited permissions and an approval workflow.
