A staff register is a list of everyone who works for the business, including unpaid and hired employees. The register must state when they start and end their working day. The register must be kept at the workplace and be available for inspection during the opening hours of the business.
Why do we need to keep registers?
In some industries, it has proven necessary to introduce measures to combat black labour. Experience from Sweden shows that staff registers are a way of quickly providing proof that the employment circumstances of a business are in order. The Norwegian Tax Administration will carry out checks and work with NAV, the Norwegian Labour Inspection Authority and others to monitor the situation and identify organisations that breach applicable regulations.
Which sectors must keep staff registers?
- Catering establishments include cafés, restaurants, pubs, takeaways and other catering businesses.
- Hairdressing and beauty care businesses. ‘Beauty care’ includes facials, manicures, pedicures, body treatments, spa treatments, eyelash and eyebrow dyeing, tattooing of eyebrows, eye contours and lips, teeth whitening and piercing. Solariums are exempt.
- Car workshops and car care covers car workshops, car washes and car bodywork repairs shops.
It is not necessary to maintain a staff register if the owner and his/her spouse and children under 16 years of age are the only employees. A register must be kept if the business hires or borrows other employees. Everyone on the register must be able to present identification with a photograph.
FAQ concerning staff registers
You can create and maintain staff registers electronically
You can keep staff registers electronically, e.g. in time booking or recording systems, if they meet the requirements for staff registers. You must find out for yourself which suppliers offer these systems. You cannot use a spreadsheet or word processing program in which the information can be corrected or altered directly.
Keeping a manual register?
The Norwegian Tax Administration will send a staff register book to anyone who requests one. The registers are bound with pre-numbered pages and have space to write names, national ID numbers and times (in/out). National ID numbers and D numbers can be replaced with unique codes. Enterprises can determine the codes themselves. In such cases, an overview of the codes and associated national ID numbers or D numbers must be prepared. The code overview is considered to be part of the staff register and must be available in the event of an inspection.
One staff register book must be kept per enterprise, not per department or person.
What happens if I don't keep a staff register?
You will be fined if the Tax Administration discovers irregularities in your records. The fine for failing to maintain a staff register is 10 court fees for the first offence, and 20 court fees for further offences within the next 12 months. A fine of two court fees will also be imposed for every person not listed in the register at the time of an inspection. The fee must be paid by the employer, not the employee.