A monthly check that starts before you press “finalize”.

1. Find the contract that covers the period

Check the helper’s name, statement dates, signed contract reference and effective salary and food arrangement. If a renewal happened recently, make sure the month points to the appropriate contract version.

A complete calendar month with unchanged compensation is the pilot’s ordinary case. A start or end during the month, a compensation change, unpaid leave or a statutory pay question needs review before a total is treated as complete.

2. Compare the plan with what happened

Booked leave is not actual leave. Scheduled work is not completed work. Confirm dates with the helper and retain an actual event record before including an agreed extra.

Look for overlapping rest, annual leave and replacement holiday entries. If two categories describe the same day, preserve the records and resolve the meaning. Do not remove one just to make the warning disappear.

• Which leave days were actually taken?
• Was a moved rest day recorded with its replacement date?
• Did any statutory holiday work leave a replacement arrangement pending?
• Has an event already been used in an earlier statement?

3. Check the payer and the reviewed HKD amount

For every receipt, identify who paid, who will receive money and the purpose. A ticket paid directly by the employer to a vendor belongs in employer costs. An approved amount owed back to the helper belongs in reimbursements.

For foreign currency receipts, keep the original currency and amount, any exchange-rate evidence and the final reviewed Hong Kong dollar amount. Avoid entering the same receipt as both vendor cost and helper reimbursement.

4. Close the statement and payment records deliberately

Review the item descriptions with the helper. Retain the finalized original. Then record the actual payment amount and reference; if the payment is partial, leave the remainder visible.

Keep wage payment records and a written acknowledgment. Plan the review around the Labour Department’s monthly payment and seven-day timing guidance rather than treating the PDF issue date as the payment date.

Source: Labour Department: foreign domestic helper employer responsibilities

5. Carry forward the questions, not duplicate amounts

A replacement holiday planned for next month should remain linked to the original date. A disputed acknowledgment should stay visible. A used expense should not become a second reimbursement in the next statement.

Export the reviewed records and retain the supporting files in the household’s agreed secure location. If a mistake is found later, use a linked correction so the original month remains explainable.