Employer Or Employee - You Should Have These 10 Important Documents Up to Date

Paperwork is a reality even in today’s modern “paperless” world and if you are like everyone else, there is a pile somewhere on your desk or a drawer that is waiting to be tackled.

But how do you know which are to be to kept safely and which can end up in the shredding room? In this article, we will look at the 10 most important documents that you need to keep up to date and why.

Employment Contracts

A signed contract tends to be filled and forgotten until a dispute arises.To avoid liability, it is essential to make sure that the contract is updated whenever any changes occur. It is essential that the HR department and employees ensure that all amendments of salary, timings or promotions are added. It is too late to make changes once a disagreement has started.

Standard Operating Procedure (SOP) Manual

SOP Manuals guarantee that every process in the company is done in the same way, every time and by each member. If you have an outdated manual, your processes are outdated and that’s when things go wrong with productivity, customer care and quality control. Effective HR procedures must include setting a reminder to review the SOP Manual every 3, 6 or 12 months.

Record time off

Do you want to go on leave or do you have to plan for cover during the holidays? Having accurate and up to date time records save time. These records indicate that employees are using their time efficiently and effectively and not costing your business unnecessary loss of income. Ensure that you have an accurate system in place to keep track. Time is money.

Knowledge is power and a great HR manager with up to date records can make all the difference during promotional and salary discussions.

Payslip with company stamp and Bank statements

Your payslip is proof of what you are earning and how long you have been in a stable working position. This is the required information when applying for bank accounts, loans or any financial accounts. Make sure you don’t lose your payslip because you could be liable to pay for a reprint.

Employee relations is a critical part of any HR role. By providing a salary slip, that confirms earnings and deductions for a particular month will allow employees to understand how their salary is calculated. Open and clear communication leads to fewer conflicts, less conflict means happier employees.

Bank statements should be filed for easy access and reference. Getting a back dated bank statement will cost between 150 AED to 200AED, so save time and money and file them carefully.

Important documentation required by law

Labour Law in the UAE requires that companies have copies of the following documents to apply for work permits, medical insurance and other necessary permits.

●     Passport
●     Residence visa
●     Emirates ID,
●     Medical insurance card
●     Education certificates
●     Birth certificates
●     Marriage certificates
●     Parents passport or birth certificate - Other Arab states

An experienced and knowledgeable HR manager knows the importance of keeping these documents up to date. No delays in applications mean less chance of receiving a fine when applying or renewing staff work permits, labour cards, medical cards and other related permits.

Next of kin details - name, contact details, home address, language

Emergencies occur and you don’t want to be running around wasting time contact the wrong person. Each employee folder should have the relevant emergency contact person’s details: name, work number, home number, home address and preferred language.

Ejari (“My Rent” in Arabic)

Ejari is the legal registration portal provided by RERA in the UAE. All rental agreements have to be registered to ensure the rights of both parties when renting a property. This document is essential when obtaining any of the following:

1.    New Residency permit
2.    Media or Internet connection at your rental home
3.    Employing domestic staff
4.    Connecting DEWA - water and electricity
5.    Liquor license (not sure if you want to include this)
6.    Commercial license

Each emirate might have slight differences in rental agreements and related documents. Make sure you inquire about what is required in your area.

Personal Details

If you landed in hospital today, incapacitated, would your spouse or relatives be able to access your important information? Your filing system might be obvious to you,  but what about passwords and relevant login details for accounts and devices?

Create a master emergency file that includes all the required information: bank account details, passwords, login details and social media account details. Keep track of any changes you make, you don’t want your family stranded without any means to support themselves.

Registered will

The UAE has very specific rules when it comes to inheritance. They are guided by Sharia rule and this will apply to any person without a local, registered will.

Upon death, the bank account of the person is frozen, including any joint accounts. The dependants’ visas will be cancelled. All debts are settled and then the distribution of assets can occur.

If there is no registered will for the deceased then Sharia law states that the wife is entitled to 1/8th of the estate and that sons receive double the amount than the daughters. Furthermore, there are parents and siblings that will also benefit.

Most expats have a clear financial plan and without a registered will it can take relatives months of costly court cases to make sure the deceased wishes are fulfilled.

Summary

Whether you are a business owner or employee, having current documentation is going to save you time and money. Don’t fall behind, take a few minutes every day to go through the paperwork to avoid that hazardous pile up.