Maintaining Employee Files

Employers typically keep many different personnel documents for their employees, but making sure they are organized is key for companies. In all cases, documentation on employees works as supportive data for any issue(s). Employee files can include many different types of files, some might include; hiring records, payroll records, benefit information, performance records, and retirement/termination information. 

HIRING RECORDS
Hiring records should include interview notes, resumes, application, drug test result, orientation checklists, and any other documentation related to the hiring process.

PAYROLL RECORDS 

There are so many different types of payroll documents out there, but according to the DOL companies should keep payroll records, collective bargaining agreements, and sales and purchase records for at least 3 years. Some other documents that should be kept in a file include, time cards, piece work tickets, wage rate tables, work and time schedules, and records of additions and deductions from wages. 

BENEFITS

Maintaining benefit documentation is important, some of this documentation may include family information, benefit plan packet, and any other benefit related information. 

PERFORMANCE RECORDS

Performance records are important to keep on file, they are important because employers might need that information to go back and look at. Some examples of performance records include performance reviews, disciplinary slips, and attendance slips. Any other documentation that deals with employee performance should go here. 

RETIREMENT/TERMINATION RECORDS 

Retirement and termination records are important to keep even though the employee isn’t with the company anymore. These records might be retirement plan documents, termination information, and exit interview paperwork. Any additional information that deals with an employees retirement or termination process would go here. 

Maintaining employee files is very important for companies, making sure information is organized can save a ton of time and money. If your organization needs help with maintaining employee files, AZ HR Hub can help you out – we’re your #HRPartner, so you can focus on business!

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