Employer Guidance
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Employer Responsibilities Guide
A comprehensive reference for statutory obligations, employment law requirements and best practice — helping you build a compliant, fair and productive workplace.
Statutory Requirements
Legal obligations every UK employer must meet — non-compliance may result in fines, tribunals or prosecution.
National Minimum & Living Wage
You must pay workers at least the National Living Wage (NLW) or National Minimum Wage (NMW) depending on age and status.
- NLW: £11.44/hr (aged 21+, April 2024)
- 18–20: £8.60/hr
- Under 18 / Apprentice: £6.40/hr
- Keep pay records for 3 years
- Penalties up to 200% of underpayment
Written Employment Contracts
All employees and workers must receive a written statement of particulars from day one of employment.
- Job title, start date and pay
- Hours of work and holiday entitlement
- Notice periods and sick pay
- Pension scheme details
- Disciplinary and grievance procedures
Workplace Pension (Auto-Enrolment)
Eligible workers must be automatically enrolled into a qualifying workplace pension scheme.
- Employees aged 22–State Pension Age
- Earning over £10,000 per year
- Minimum employer contribution: 3%
- Total minimum contribution: 8%
- Register with The Pensions Regulator
Health & Safety Obligations
Employers have a legal duty to protect the health, safety and welfare of all employees and others affected by business activities.
- Conduct and record risk assessments
- Provide adequate PPE (free of charge)
- Display the HSE law poster
- Maintain Employer Liability Insurance
- Report RIDDOR incidents to HSE
Holiday & Leave Entitlements
Workers are legally entitled to paid annual leave and other statutory leave entitlements from day one.
- 5.6 weeks (28 days) annual leave for full-time
- Statutory Sick Pay (SSP): £116.75/week
- Statutory Maternity / Paternity Pay
- Shared Parental Leave entitlement
- Carer's Leave: 5 days unpaid per year
Data Protection & GDPR
Employers must handle employee and candidate data lawfully, fairly and transparently in line with UK GDPR.
- Register with the ICO (if required)
- Publish a Privacy Notice for staff
- Conduct DPIAs for high-risk processing
- Respond to Subject Access Requests
- Appoint DPO if required
Employment Law Advice
Key areas of employment law explained — with practical guidance on compliance.
Quick Compliance Reference
| Area | Key Legislation | Action Required | Status |
|---|---|---|---|
| Equality & Diversity | Equality Act 2010 | Policy + Training | Required |
| Right to Work Checks | Immigration Act 2014 | Pre-employment check | Required |
| Grievance Procedures | Employment Rights Act 1996 | Written policy | Required |
| Disciplinary Process | ACAS Code of Practice | Follow ACAS Code | Best Practice |
| Whistleblowing | PIDA 1998 | Policy + reporting line | Required |
| Working Time Rules | Working Time Regs 1998 | 48hr opt-out + records | Required |
As an employer you must:
- Have a written Equality & Diversity policy
- Make reasonable adjustments for disabled employees
- Ensure recruitment processes are free from bias
- Prevent and address workplace harassment
- Carry out equal pay audits (250+ employees)
Key steps for disciplinary action:
- Investigate the issue thoroughly before taking action
- Inform the employee in writing of the allegations
- Hold a formal meeting — the employee has the right to be accompanied
- Issue an appropriate sanction: verbal warning, written warning, or dismissal
- Allow the employee to appeal the decision
Statutory Redundancy Pay Formula:
- ½ week's pay per year under age 22
- 1 week's pay per year aged 22–40
- 1½ week's pay per year aged 41+
- Maximum capped at £643/week (2024)
- Maximum 20 years' service counted
Acceptable check methods:
- Manual document check (passport, birth certificate + NI)
- Home Office online share code service
- Certified Identity Service Provider (IDSP) for British & Irish citizens
- Retain copies of documents for duration of employment + 2 years
Best practice steps:
- Conduct stress risk assessments using the HSE Management Standards
- Train managers to recognise signs of poor mental health
- Provide access to an Employee Assistance Programme (EAP)
- Appoint trained Mental Health First Aiders
- Create a Mental Health at Work policy
- Make reasonable adjustments for those with mental health conditions
New Employee Onboarding Timeline
Key actions and legal obligations when taking on a new member of staff.
Before First Day
Carry out Right to Work check · Issue written statement of particulars · Carry out DBS check if required · Set up payroll and PAYE registration · Check auto-enrolment eligibility
Day One
Provide health & safety induction · Introduce workplace policies · Issue PPE if required · Confirm emergency contacts · Complete new starter declaration (P46 if no P45)
Within 8 Weeks
Auto-enrol eligible workers into pension scheme · Issue pension scheme information · Complete probation review plan · Confirm DBS certificate received (if applicable)
Within 3 Months
Conduct first formal probation review · Identify training needs and enrol on relevant courses · Confirm holiday entitlement in writing
Ongoing
Annual appraisals · Refresher training · Pay review in line with NMW uplifts · Monitor working hours compliance · Keep personnel records up to date
Recommended Courses
Browse relevant courses from the Learning Library to support your compliance journey.
Compliance Checklist