What is the purpose of an employee register in Africa?

It is legally obligated in Africa for employers to have an employee register that provides information about the history of each of their employees except for certain cases.  Whether it is a big company, a SME or a small business, the rule is the same for everybody. Beyond the fact that it is mandatory by law, we can’t help but admit however that keeping this register makes it easier to manage staff.

An employee register: a legal obligation 

From the minute you hire a new employee or a new employee leaves the company, as an employee you must think about filling up the employee register form. This obligation is something provided by the law that is also severely punished for any company that did not abide by it. The goal is to provide clear and detailed information about the work history for every employee that is up to date and available. The law also provides data protection or information for all employees in the best possible conditions. Those data must also be included in all the different steps of the employees.

A multi-use and long term tracking tool 

An employee register is crucial for staff management. It allows you to always know about the work history of the employer and about any updates on his legal status. Moreover, in cases of inspection or disputes, the company can use this document as proof. The work inspectors, the staff representative, the employee representative committee can all have access to it. No matter what payroll software companies use, it should be available for at least 5 years. This time period starts from the day the employee leaves. But since the register keeps information of several employees it will have to last longer than usual.

What is an employee register about? 

When it comes to the employee register what we need to know is that the law is very flexible about it and doesn’t require to use any formal template. However, certain elements need to be present to help have a better follow-up of the employees: first name,surname, nationality, current job, qualifications, date of new hire, date of poaching, events prior to hire, work authorization, type of contract (short term, long term, apprenticeship contract, seasonal contract, contract of employment, part time contract etc.).  

Focus on the situation of the interns

If interns were not included in the register in the past, it has changed since 2004 because they are now obligated to appear on it just like any other employee of the company. But, their information would appear in a different chapter to avoid any mix-up. The name of the intern supervisor, the sending institution, and the host department are among the information that need to appear on the register. If any event was to happen during the internship, the employer had to mention it. Regarding posted workers, the company must inform the work inspection about his intention to move the employee or the employees before really starting the process. Also, the recipient business of the posted employee or employees must receive a copy of a certificate of posting. Just like the sending company, the recipient business of the employee has to enroll them in their own personal register.