Employee Records Checklist

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1.Employee New Hire Records:

• Employee Prescreening Plan;
• Employment Application Request;
• Employee’s Original Employment Application;
• Employee Resume (CV);
• Employee Pre-interview Plan;
• Phone Screening;
• Employment Interview Report Form (Interview Record);
• Education Verification (diploma, certifications, etc);
• Employment Verification (employment history, references, discharge letter, etc);
• Background Checks (history on misconducts, incidents, criminal, credit, driver’s record, etc);
• Conclusions on Background Checks;
• Rejection Letter or Employment Offer Letter;
• Consent to Drug Testing;
• Employment Agency Agreement (if hired through a recruiting agency);
• I-9 Form (USA);
• Veterans/Disabled Self-Identification Form;
• Security Clearance Status;
• Employment Agreement;
• Confidentiality, Trade Secret, Non-Compete and Nondisclosure Agreements;
• Supporting Documentation (copy of Passport, Drivers License, Social Security Card, etc);

2. Employee Payroll Records:

• Documentation of compensation;
• Payroll Deductions (W-4 Form);
• Emergency Contact Information;
• Annual Salary, Hourly Rate and Vacation Records;
• Employee Retirement Income Security Act (ERISA) Rights Statement (USA);
• Changes in Employment (promotions, demotions, etc);
• Salary Change Requests;
• Salary Change Notification;
• Employee Time Sheets;
• Awards and Recognition;
• Individual Attendance Record;
• Union Membership Records and Withholdings;
• Compensation history;
• Annual Benefits Statement Acknowledgment;
  

3. Employee Medical Records:

• Life and Health Insurance Records;
• Emergency Contact Information;
• Medical Benefits Application Form;
• Physician Records of Examination;
• Records on Diagnostic, Laboratory Test, and Drug Screening;
• Records on Reasonable Accommodations;
• HIPAA Notice of Privacy Practices;
• Injury Reports;

4. Staff Training Records:

• Individual Development Program (Training Plan);
• Standard Operating Procedures Training;
• Safety Training;
• Meeting (Training) Attendance Reports and Summaries;
• Documentation Management Training;
• Sexual Harassment Training;
• Internal and External Trainings (of different types to increase employee education);
• Examinations, Certificates, etc (both internal and external);

5. Employee Performance Records:

• Reprimands and Disciplinary Actions;
• Absence Report Form;
• Peer, Manager and Customer Reviews.....

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