Personnel Files
Documents
that belong in an employee's departmental personnel file
Please note: This is not an all-inclusive list.
Q & A about Personnel Files
| Approval of Vacation Leave |
| Attendance Reports |
| BELI Form |
| Check Requests (ex. - Documentation for early payroll check release) |
| Complaints about the employee that have been investigated |
| Compliments about the employee (i.e., customer service) |
| Corrective Action Letters: i.e., Letter of Counseling |
| Designation of Personal Physician for Workers' Comp Injuries |
| Disciplinary Action Letters: i.e., Letter of Warning, Suspension, Demotion, etc. |
| Employment Application (See ** in next section below) |
| Job Card including standards for performance |
| Letter re: Salary Reduction due to Budget Cuts |
| Letters requested by the employee to be placed in his/her personnel file |
| Memo: TRIP hours used during a given month |
| Nominations for departmental or campus awards |
| Payroll Absence Notice for Salary Reduction |
| Personnel Action Forms (PAF) |
| PEM Form (Physical, Environmental, and Mental Demands Form) |
| Performance Appraisals/Evaluations |
| Personal Data Form |
| Personal Emergency Info Sheet |
| Receipt for Registration Fees |
| Request for reduction in time |
| Resume |
| Sabbatical Leave/Special Leave of Absence |
| Service Credit Verification Request |
| Sick leave verification from doctor (short-term) |
| Staff Service Award Requests |
| State Oath of Allegiance |
| Summons for Jury Duty |
| Unemployment Insurance Termination Report |
The following items do not go in the personnel files or to the employee:
| Request for Verification of Employment (i.e., bank, other employer) | OHR |
| Employment Eligibility Verification (I-9 form)Note: Keep until OHR has information, then destroy dept. copy. | OHR Record Management |
| **Documents from the pre-employment process such as letters of reference, background check material go into the recruitment file and stay in the hiring department for a minimum of 3 years. | Put in recruitment file that stays in hiring department |
The
following items are part of the overall personnel file, but may be
placed in a separate medical section, which would not normally be
shown to another department asking to see an employee's file in a
pre-employment background check. They are considered part of the file
to which the employee has access for viewing.
| Claim for Medical Services |
| Extended Disability Leave |
| Letter from Doctor |
| Release/Readiness to Return to Work after Disability |
| Return to Modified Work Agreement |
| Short Term Disability Letter/Claim |
| Temporary Disability Claim |
| Workers' Compensation Forms: Injury Reports, Status Reports |
The following
items are never placed in a personnel file except as noted:
| Grievance materials | Labor Relations is office of record; dept. copy in admin file |
| Investigation Notes | Separate admin file unless part of personnel action |
| Memo/info regarding lawsuits | LR is office of record; dept. copy in admin file |
The following items are not placed in the personnel file, but are
given to the employee to keep for his or her own personal records:
| Benefit Forms |
| Benefit Programs DCP: Telephone Transfer Authorization |
| DCP: Fund Designation |
| Designation of Beneficiary for Benefits |
| Disability/Dental/Optical/Legal Insurance |
| Dissolution of Marriage |
| Employee Fee Lot Request Form |
| Employee Organization Membership - Payroll Deduction Authorization |
| Enrollment, Change, or Cancellation |
| Fidelity Investments 403b (7) Program |
| Health Plan Enrollment |
| Leave w/o Pay Checklist |
| Medical/Life/AD&D Insurance UPAY 716 |
| Parking Permit Application |
| Payroll earnings Distribution Authorization UPAY 544A-1 |
| Salary
Reduction Agreement - Tax Deferred 403b (7) UPAY 801 W4 |
Generally, if you are keeping information about an employee, s/he
has the right to know about it. You don't have to notify the employee
every time a PAF or similar document is placed in the file; however,
employees have the right to view their complete personnel files upon
written request (refer to PPSM or applicable union contract).