EMPLOYER DOCUMENTATION GUIDELINES
Employers receive, generate, and accumulate substantial volumes of documents beginning with hiring documents, including job postings, employment applications, resumes, and reference checks and once a worker is employed, personnel files, wage and hour records, payroll records, and disciplinary files. At the conclusion of employment, there may be separation documents generated as well. Part of being a successful employer is properly generating, drafting, and retaining quality professional records, before, during and after the employment relationship.
Recommended Contents of Personnel Files
A. Employment
• Resume
• Online job inquiries (i.e., through monster.com, etc.)
• Original employment application
• Education verification
• Employment verification
• Other background verification
• Rejection letter, if any
• Employment offer letter, if any
• Employment agency agreement, if hired through an agency
• Employee Handbook acknowledgment form showing receipt of Handbook
• Checklist from new employee orientation showing subjects covered
• Transfer requests
• Relocation records
B. Payroll
• W-4 Form
• Weekly time records, i.e. timesheets or timecards
• Individual attendance record
• Pay advance request records
• Garnishment orders and records
C. Training and Development
• Training history records
• Training program applications/requests
• Skills questionnaire
• Training evaluation forms
D. Wage/Salary Administration
• Job description form
• Payroll authorization form
• Compensation history records
• Notification of wage and or salary increase/decrease
E. Employee Relations
• Report of discipline/counseling session
• Commendations
• Employee written warning notices
• Employee progress reports
• Performance appraisal forms
• Performance improvement program records