We all have them….employee files. Whether they are the old tried and true paper files, or the more high tech electronic files, the guidelines are the same….some things do not belong together!
Below is an overview of what you should have in your employee files and how they should look:
Main Personnel file. One file should contain employees’ personnel-related records and information that can be viewed by the employee. This can include:
- Job application and résumé
- Employment contract
- Offer letter
- Job description
- Tax forms
- Attendance records
- Compensation records
- Employee acknowledgment forms for handbook and policies
- Payroll authoriza
- Direct deposit authorization
- Wage garnishment information
- Personnel change forms, such as changes in pay, title, seniority
- Commendations and disciplinary notices
- Performance evaluations
- Notices of termination, resignation, layoff, leaves of absence (excluding FMLA)
- Records of property assigned to the employee, such as pagers or credit cards
- Records of references provided after the worker’s termination
- Vacation requests
Benefits file. This additional file should contain all of the information regarding employee’s health and benefit information such as:
- Employee benefit and enrollment forms
- Medical information
- Work restrictions or accommodation requests
Third file. When necessary, a third file should be created if the employee has confidential or sensitive information such as:
- Survey of ethnic, disabled or veteran status
- Records of grievances or complaints affecting employment status
- Discrimination charges and related documents filed with EEOC or state agencies
- Harassment investigation results
- Confidential references
- Domestic violence information
- Any information that could be defamatory or is not job-related
Fourth file. When necessary, a fourth file should be created if the employee has anything having to do with FMLA (or other Leaves of Absence) or Worker’s Compensation Claims:
- Workers’ compensation claims
- FMLA documentation
I-9 Binder:
All Form I-9 work verification data should be stored in the I-9 Binder
All E-Verify verifications should be stored with the Employee I-9 form
When in doubt on where something belongs, give us a call and we will help you sort it out!
