Personnel File Sheet
What this document covers
The Personnel File Sheet is a critical document used by employers to maintain a comprehensive record of an employee's performance history. This form specifically tracks bonuses, raises, promotions, and transfers, providing a centralized and organized way to manage employee information. Unlike generic employee records, this sheet focuses on specific financial and promotional aspects of an employee's career within the organization.
Key components of this form
- Name of the employee
- Current address of the employee
- Hire date
- Emergency contact and phone number
- Social Security number
- Marital status
- Spouse information
- Records of bonuses and raises
- Promotion or transfer details
Common use cases
The Personnel File Sheet should be used whenever an employee receives a raise, bonus, or undergoes a transfer or promotion. This form is essential for HR departments to ensure accurate recordkeeping and compliance with company policies regarding employee compensation and career advancements.
Intended users of this form
- Human Resources professionals managing employee records
- Company managers responsible for employee performance evaluations
- Employers wanting to track promotional histories and financial compensations for staff
- Employees who wish to keep a record of their career advancements within the organization
How to complete this form
- Identify and enter the employee's full name and current address.
- Provide the hire date and Social Security number for verification purposes.
- List the emergency contact details and relationship to the employee.
- Document any bonuses or raises received, including the date and amounts.
- Include any transfers, promotions, or other significant changes in employment status.
- Ensure that the form is signed and dated by the appropriate authority.
Does this document require notarization?
Notarization is generally not required for this form. However, certain states or situations might demand it. You can complete notarization online through US Legal Forms, powered by Notarize, using a verified video call available anytime.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Typical mistakes to avoid
- Failing to update the form promptly after each change in employee status.
- Not including complete and accurate financial details for bonuses and raises.
- Omitting critical information such as the hire date or Social Security number.
- Allowing the form to go unsigned or undated, which can lead to legal issues.
Advantages of online completion
- Convenient digital access allows for easy updates and edits.
- Enhanced security measures ensure sensitive information is protected.
- Instant availability for audits and compliance checks.
- Streamlined sharing between departments without physical paperwork.
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FAQ
Job description for the position. job application and/or resume. offer of employment. IRS Form W-4 (the Employee's Withholding Allowance Certificate) receipt or signed acknowledgment of employee handbook. performance evaluations. forms relating to employee benefits.
Employers should use caution before deciding to maintain copies of employees' Form I-9 supporting documents.This is especially true if the copies show that the ID did not reasonably relate to the employee. If employers decide to keep even one copied document, they must make and keep copies of all workers' documents.
Job application, CV and cover letter. Education and past employment info. Role description. Job offer letter and employment contract. Emergency contact information. Training records. Payroll and benefits information (but not bank details) Performance appraisal forms.
A variety of personal information is kept in a personnel file, especially once an individual is employed. These files usually include records obtained elsewhere, such as college transcripts or employment recommendations; as well as records generated within the agency, such as filed grievances or payroll information.
Take an inventory. First, you will need to take an inventory of what you already have for each employee. Figure out what you are missing and from whom. Hold a meeting. Give each employee a personal list of documents you need from them. Follow up and secure files within one week.
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.
Job description for the position. job application and/or resume. offer of employment. IRS Form W-4 (the Employee's Withholding Allowance Certificate) receipt or signed acknowledgment of employee handbook. performance evaluations.
Personnel files usually contain documents that the employee has already reviewed and so he or she is familiar with their content. This includes documents such as job applications, performance evaluations, letters of recognition, training records, and forms that relate to transfers and promotion.
