Personnel Files

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All personnel files should be maintained in a locked file cabinet with limited access. A typical file includes:

Section 1 - New Hire/Set up

  • Offer Letter
  • Background Check forms and results
  • Employee Information Sheet
  • Reference Information
  • New Hire Checklist
  • Application

Section 2 - Personal Development/Receipt of Policies

  • Receipt of Handbook Acknowledgement
  • Assessments
  • Performance Review
  • Development Plan
  • Performance Counseling forms

Section 3 - Payroll Information & Change of Status

  • W-4 forms
  • Direct Deposit forms
  • Compensation Agreements
  • Change of Status forms

Section 4 - Miscellaneous

  • Verifications of Employment
  • Letters of Commendation or Complaint
  • Subpoenas
  • Jury Summons forms
  • Employee Photograph