Personnel File Sheet

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.

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.

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.

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.

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.

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 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.