What documents should not be in a personnel file?
Examples of items that should not be included in the personnel file are: Pre-employment records (with the exception of the application and resume) Monthly attendance transaction documents. Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate.
How long does an employer have to keep employee records in Canada?
Records of each employee's name, address and employment start date must be kept for three years after the employee ceases to be employed by the organization.
What information needs to be in an employee file?
What to Include in an Employee Files Checklist Job description. Job application and/or resume. Job offer. IRS Form W-4. Receipt or signed acknowledgment of employee handbook. Performance evaluations. Forms relating to employee benefits. Forms providing emergency contacts.
What personnel records need to be retained for 7 years?
Payroll records The IRS, however, requires payroll tax records to be stored for four years, and state tax laws may prescribe an even longer retention period. To be safe, it's best to store all of these records for seven years.
What records must be kept for 10 years?
Legal Documents For example, documents such as bills of sale, permits, licenses, contracts, deeds and titles, mortgages, and stock and bond records should be kept permanently. However, canceled leases and notes receivable can be kept for 10 years after cancellation.
Which types of records must be stored and retained for at least three years?
Invoices, receipts, employee payroll, purchases, expenses, VAT records, tax returns and any supporting documents are all accounting records. They must be stored for at least three years.
Which documentation should be retained for seven years?
Bank statements: All business banking, credit card, and investment statements, as well as canceled checks, should be kept for seven years, possibly longer, depending on your business or tax circumstances.
What should be in an employee personnel file Canada?
Employee's name and address. Employee's date of birth if the employee is a student and under 18 years of age. Date of hire. Hours worked—if the employee is salaried, then the company is only required to keep records of the hours worked in excess of the regular work week (or not at all if overtime provisions do not ...
What does a personnel file contain?
An employee personnel file is an electronic or paper record of a past or current employee's history with their employer. In general, a personnel file contains job-related documents associated with an employee's performance, knowledge, skills, abilities, and behavior.
Should garnishments be kept in a personnel file?
Examples of records that should be kept in a separate, confidential file include medical records, Forms I-9, wage garnishment documentation, and documents pertaining to sensitive matters, such as harassment investigation records.