Florida Personnel Payroll Associate Checklist
Description
How to fill out Personnel Payroll Associate Checklist?
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FAQ
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.More items...
The purpose of keeping an employee personnel file is twofold: to document what your company needs for its own purposes and to keep documentation as required by law.
Definition Employee Personnel Files are defined to include the application for employment, and records which are used or have been used to determine an employee's qualifications for promotion, compensation, termination, or disciplinary action.
The Human Resources department usually maintains personnel files. Other members of the company may have access to some parts of the personnel file, but generally, the information is confidential.
Whether you use paper, electronic files or both, consistency is the key to effective recordkeeping. For example, if your hiring records are sorted by employee name, organize payroll records the same way. Keep the same system across all types of records, and make sure your file folders have accurate, uniform names.
Employers should keep all job-related documentation such as hiring records, performance reviews, disciplinary actions and job descriptions in an employee's general personnel file. Consider whether the document would be relevant to a supervisor who may review this file when making employment decisions.
Effective File ManagementAvoid saving unnecessary documents.Follow a consistent method for naming your files and folders.Store related documents together, whatever their type.Separate ongoing work from completed work.Avoid overfilling folders.Organize documents by date.Make digital copies of paper documents.
Examples of these are letters, emails, diaries, photographs and daily planners. Personal records also include things like student identification cards and drivers' licenses. Dance cards, in which people kept a record of their dance partners at various social events, could be considered a type of personal record.
Consider the following tips for sorting personnel files:Create some file backups.Use both electronic and physical filing systems.Use a consistent organization method.Create a checklist for tasks.Input formal company documents.Train HR staff members.
How Should Employee Files be Organized?I-9 File. Keep all Form I-9s in a separate master file or three-ring binder.Medical File. This file should contain everything related to an employee's medical history, including health insurance enrollment forms.Personnel File.Payroll Records File.Injury File.
