Employee Documents Checklist

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Employee Documents to be collected and kept:

• Employment Eligibility Verification Form;
• Driver’s License (copy);
• Social Security Card (copy);
• Job description for the position (goals, tasks, etc);
• Security Clearance Status;
• Employee’s Resume (CV);
• Offer (letter) of Employment;
• Letters of Reference (see this Employee Reference checklist for more info);
• Employment Application;
• Interview Record form;
• Documents to approve Qualifications, Educations, Skills (copies are to be kept);
• Drug Testing Policy Acknowledgment and Results;
• Medical Records (Health Card and Immunization Record);
• Injury and Health Impairment Reports;
• Absenteeism Reports and Lateness Notices;
• Insurance Coverage Documents;
• Attendance control timesheets;
• Police Check Policy Acknowledgment and Results;
• Driver\'s Record  Policy Acknowledgment and Results;
• Emergency Contact Information (names, statuses, telephones, addresses);
• Personnel Data Form (see more in this Employee Information checklist);
• Pay Records (including Annual Salary, Hourly Rate and Vacation Records);
• Forms and records referring to Employee Benefits;
• Union Membership Records;
• Employment Agreements;
• Employee Handbook Acknowledgment;
• Employee Safety Training Folder;
• Transfer Notices, Layoffs and Recall Notices;
• Confidentiality, Trade Secret and Non-Disclosure Agreements;
• Copies of legal documents as necessary (marriage certificate or divorce decree, birth certificate, etc);
• Wage and Tax Statement (“Form W-2”);
• IRS Form W-4 (the Employee\'s Withholding Allowance Certificate);
• IRS I-9 Forms;
• Termination documents (like employee separation checklist, etc);
• Exit Interviews (agenda and results);
• Training plans and Calendar of employee development;
• Test/Examination templates;
• Examination reports and results;
• Safety Skills Certificates;
• Performance Evaluations (monthly, annual, etc);
• Performance........

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