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Personnel Files Are You Compliant?

By May 14, 2011 February 19th, 2015 No Comments

EMPLOYER DOCUMENTATION GUIDELINES

Employers receive, generate, and accumulate substantial volumes of documents beginning with hiring documents, including job postings, employment applications, resumes, and reference checks and once a worker is employed, personnel files, wage and hour records, payroll records, and disciplinary files. At the conclusion of employment, there may be separation documents generated as well. Part of being a successful employer is properly generating, drafting, and retaining quality professional records, before, during and after the employment relationship.

Recommended Contents of Personnel Files

A. Employment

• Resume

• Online job inquiries (i.e., through monster.com, etc.)

• Original employment application

• Education verification

• Employment verification

• Other background verification

• Rejection letter, if any

• Employment offer letter, if any

• Employment agency agreement, if hired through an agency

• Employee Handbook acknowledgment form showing receipt of Handbook

• Checklist from new employee orientation showing subjects covered

• Transfer requests

• Relocation records

 

B. Payroll

• W-4 Form

• Weekly time records, i.e. timesheets or timecards

• Individual attendance record

• Pay advance request records

• Garnishment orders and records

 

C. Training and Development

• Training history records

• Training program applications/requests

• Skills questionnaire

• Training evaluation forms

 

D. Wage/Salary Administration

• Job description form

• Payroll authorization form

• Compensation history records

• Notification of wage and or salary increase/decrease

 

E. Employee Relations

• Report of discipline/counseling session

• Commendations

• Employee written warning notices

• Employee progress reports

• Performance appraisal forms

• Performance improvement program records

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