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CAUTION
The following information is not intended to represent legal
or other professional advice. If you have specific issues
regarding personnel file contents, you should discuss them
with your human resources consultant or lawyer. |
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Suggested Documents
to be included in an Employee's file
Employment
- Request for application
- Employee's original employment application
- Prescreening application notes
- College recruiting interview report form
- Employment interview report form
- Education verification
- Employment verification
- Other background verification
- Rejection letter
- Employment offer letter
- Employment agency agreement if hired through an agency
- Employee Handbook acknowledgment form showing receipt of Handbook
- Checklist from new employee orientation showing subjects covered
- Veterans/Disabled self-identification form
- Transfer requests
- Relocation offer records
- Relocation report
- Security clearance status
Payroll
- W-4 Form
- Weekly time sheets
- Individual attendance record
- Pay advance request record
- Garnishment orders and records
- Authorization for release of private information
- Authorization for all other payroll actions
Performance Appraisals
- New employee progress reports
- Performance appraisal forms
- Performance improvement program records
Training and Development
- Training history records
- Training program applications/requests
- Skills inventory questionnaire
- Training evaluation forms
- In-house training notification letters
- Training expense reimbursement records
Employee Separations
- Exit interview form
- Final employee performance appraisal
- Exit interviewer's comment form
- Record of documents given with final paycheck
Benefits
- Emergency Contact Form
- Medical/Dental/Vision coverage waiver/drop form
- Vacation accrual/taken form
- Request for non-medical leave of absence
- Retirement application
- Payroll deduction authorizations
- COBRA notification/election
- Hazardous substance notification and or reports
- Tuition reimbursement application and or payment records
- Employer concession and or discount authorization
- Annual benefits statement acknowledgment
- Safety training/meeting attendance/summary forms
Wage/Salary Administration
- Job description form
- Job analysis questionnaire
- Payroll authorization form
- Fair Labor Standards Act exemption test
- Compensation history record
- Compensation recommendations
- Notification of wage and or salary increase/decrease
Employee Relations
- Report of coaching/counseling session
- Employee Assistance Program consent form
- Commendations
- Employee written warning notice
- Completed employee suggestion forms
- Suggestion status reports
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Disclaimer
None of the information in this web site should be construed as legal advice.
All forms policies, terms, information and
procedures should be reviewed by your legal counsel before being used in any
way. |
