Simple Timesheets Could Have Prevented This Disaster
If you think record-keeping is just boring admin work, this might change your mind.
The University of New South Wales just copped a $213,120 fine. Not for underpaying staff (though they did that too, to the tune of $12 million). Not for unfair dismissal. For poor record-keeping.
Let me say that again: $213,000 for not keeping proper records.
And here’s the kicker, the judge said the solution was “very simple and immediate.”
WHAT HAPPENED:
The Federal Circuit Court fined UNSW $213,120 after finding their record-keeping failures were “systemic, long-standing and long-lasting.”
Fair Work Ombudsman Anna Booth said UNSW’s record-keeping was so poor that inspectors couldn’t even assess what hours employees had worked or whether they’d been paid correctly.
The university had already paid back more than $12 million to current and former casual academics for underpayments. But they never voluntarily disclosed the record-keeping failures that made it impossible to calculate the full extent of those underpayments.
Judge Brana Obradovic noted that UNSW failed to implement simple timesheets even after the first complaint was raised and record-keeping issues were discovered.
THE LESSON:
If a major Australian university with entire HR departments can get record-keeping this wrong, any business can.
Here’s what makes this case so important:
1. Record-keeping isn’t optional
Under the Fair Work Act, employers must keep records of:
- Employees’ start and finish times
- Hours worked (including overtime)
- Pay rates and amounts paid
- Leave taken and leave balances
- Superannuation contributions
These aren’t suggestions. They’re legal requirements.
2. Poor records = impossible to defend
When Fair Work investigates underpayment claims, your records are your only defence. If you can’t prove what hours someone worked or what you paid them, you’re exposed.
UNSW couldn’t even calculate the full extent of their underpayments because their records were so poor. That’s a nightmare scenario.The solution is simple
Judge Obradovic specifically noted the solution was “very simple and immediate”, implement proper timesheets.
Not complex software. Not expensive consultants. Basic timesheets that record when people start and finish work.
3. Self-reporting doesn’t excuse poor systems
UNSW self-reported the underpayments. That’s the right thing to do. But they didn’t disclose the record-keeping failures until Fair Work discovered them during investigation.
Even organisations trying to do the right thing can get caught if their systems are broken.
WHAT YOU NEED TO DO:
Whether you have 5 or 500 employees, you need:
✅ Accurate timesheets – Start times, finish times, breaks
✅ Payslip compliance – Every payment must have a compliant payslip
✅ Leave records – Track accrual and usage of all leave types
✅ Employment agreements – Signed, dated, filed properly
✅ Modern Award compliance – Know which award applies and keep records proving compliance
✅ Retention for 7 years – Keep all employment records for at least 7 years
THE BOTTOM LINE:
$213,000 fine. $12 million in backpay. Years of Fair Work investigations. Reputational damage.
All preventable with basic record-keeping systems.
Don’t wait for a Fair Work investigation to discover your records aren’t up to scratch. Get it right now, while it’s still simple.
Need help getting your record-keeping sorted?
👉 Download my Free HR Checklist to see what you should have in place
👉 Book a 15-minute discovery call to discuss your specific situation
👉 Get an HR Audit ($997) to identify gaps before Fair Work does
Because “simple and immediate” solutions are a lot cheaper than $213,000 fines.