Walter got a compliance audit letter he wasn't expecting. Suddenly, "keeping records" felt a lot more urgent.
Walter had been sponsoring an employee for over a year, and things had been running smoothly. Then a
routine compliance check landed in his inbox, and the Department wanted to see his records.
Walter's first thought was, "Which records, exactly?" Turns out, it was more than he
expected.
The Unexpected Audit Notice
Walter had been sponsoring an employee for over a year, and things had been running smoothly. Then a routine compliance check landed in his inbox, the Department wanted to see his records. Walter's first thought was, "Which records, exactly?"
Turns out, it was more than he expected. Good recordkeeping isn't a separate task you get to later: it is part of sponsor compliance from day one.
You Must Retain Records of:
1. Employment Contracts, Position & Duties
Original signed contract and job description aligning strictly with the nominated ANZSCO code and skill level.
Must prove the visa holder performs the tasks specified in the approved nomination
Location, duties, reporting lines, and terms must match Department approvals
2. Salary Paid (Meeting Threshold & Market Rate)
Complete payroll proof confirming lawful payments meeting statutory thresholds.
Payslips, PAYG payment summaries, and matching bank transaction statements
Must clear CSIT / SSIT benchmarks and Annual Market Salary Rate (AMSR)
Zero unlawful deductions or non-guaranteed allowance offsets
3. Hours Worked and Start/End Dates
Exact commencement dates, continuous work roster records, and approved timesheets.
Verifiable logs of regular full-time hours worked
Accurate records of leave taken, overtime (if permitted), and cessation dates
4. Changes to Worker's Role or Circumstances
Written documentation of any alterations to the employee's role, duties, or pay structure.
Proof of formal notification to the Department within mandatory 28-day window
Promotion, site relocation, or duties alteration requires strict compliance check
5. Recruitment & Migration Costs (Proof None Passed to Worker)
Tax invoices, agent receipts, and accounting audit trails confirming sponsor absorbed all mandated costs.
100% proof that sponsorship fees, nomination fees, and SAF levy were paid by
employer
Strict prohibition on clawback agreements or passing migration costs to worker
6. Labour Market Testing (LMT) Evidence
Verifiable records of recruitment campaigns conducted prior to lodgement.
Full text copies of job advertisements across approved platforms (e.g. Workforce
Australia)
Proof of 28+ day run duration, applicant assessment records, and hiring reasons
7. Correspondence with the Department
Complete archive of all communications, submissions, notices, and approval documents.
ImmiAccount acknowledgements, Request for Information (RFI) replies, and approvals
Retained securely and immediately retrievable upon Department request
The Realisation Walter Made
Walter realised good recordkeeping:
Required records must be maintained continuously
Must be available immediately whenever requested
Never scramble together after an audit letter arrives
A Proper System That Saves Stress
Thankfully, Walter had kept things reasonably organised. But the experience was a wake-up call; a proper system would save him a lot of stress next time.
He tidied up his records, filled the gaps: and made sure everything was ready if the Department ever came knocking again.
100% Compliant
Don't scramble during an audit. Establish your sponsor compliance recordkeeping system today.
For complete guidance & expert support, contact us today!
Contact Migration Republic to ensure your business is fully compliant and audit-ready under Australian migration law.
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