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Employee files are typically organized into categories to keep information accessible and confidential. For instance, employment records might include resumes, contracts and job descriptions, while performance-related documents can capture feedback, evaluations, promotions and disciplinary actions.
What should be contained in an employee file?
Most, but not all, important job-related documents should go in the file, including: job description for the position. job application and/or resume. offer of employment. IRS Form W-4 (the Employees Withholding Allowance Certificate) receipt or signed acknowledgment of employee handbook. performance evaluations.
What must exist in every employees payroll file?
Medical file: This file should contain everything related to an employees medical history, including health insurance enrollment forms. Its important to separate this file because you cannot legally base personnel decisions on an individuals medical history.
How should an employee file be organized?
Employment history must exist in every employees payroll file. This includes records related to the employees start date, job title, salary or wage information, hours worked, and any changes in employment status or position.
How should I organize employee files?
Arrange documents in each file in date order, file alphabetically. Get yourself an alphabet sorter, it will help immensely if you have a bunch of random papers. Once everything is put away, then audit files to make sure you have what you need for each employee.
The employee file checklist is an amalgam of the employees personal and professional information, from their government issues documents to the payroll audit checklist and hr compliance checklist shrm. It is one of the best company practices to form and regularly maintain employee file checklists.
Related links
Checklist: Contents of a Staff Employee General File
Checklist: Contents of a Staff Employee General File Letters of recognition Staff service awards Education and training records Attendance and absence
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