Employee Files Policy

Employee Files Policy

Intent

The purpose of the employee files is to maintain current employee data and information for business and employment related purposes, or where authorized or required by law. A personnel file is a record of facts about the employee and related employment status changes. It also contains a record of events including promotions, transfers, absenteeism, performance appraisals, letters of discipline and so on. Employee files are the property of (Company Name).

Policy

(Company Name) shall maintain three (3) separate personal files for each employee, which will include Personnel information, Payroll information, and Medical information. All 3 files will be stored in separate locations, and kept confidential using appropriate safe guards. No one will indiscriminately reveal such information to anyone without permission from the employee unless required by law or as permitted under the Freedom of Information policy.

Notwithstanding the above, access to Personnel Files is permitted without the employee’s permission to the employee’s line management representative.

An employee may inspect, in the presence of a designated Human Resources representative, his/her personnel file during normal working hours upon a request to the Human Resources Services Advisor.

All information placed in the employee files is confidential in nature and it will only be divulged to individuals who have been authorized to receive such information. The right of every staff member to privacy shall be recognized and protected, consistent with (Company Name) policy guidelines and legislative and collective agreement provisions.

Documents that the employee may not review include: references or reference checks, records of any investigation undertaken by management, medical records, documents related to a judicial proceeding, any document that would violate the confidentiality of another employee, and documents used for employee planning.

Management Responsibilities

·  Managers shall forward any and all information regarding the status of an employee to the Human Resources Department that he/she wishes to be placed in the official human resources file.

·  Managers shall ensure that information is accurate.

·  Managers shall ensure that the employee is aware that the information will be placed in his/her official human resources file.

·  Managers shall ensure that the employee is aware of the nature (disciplinary or non-disciplinary) of the information that is placed in employee’s file.

Personal File Maintenance

In maintaining faculty personal files the following guidelines apply:

·  Any and all information that affects a staff member’s employment relationship/status will be placed in his/her file.

·  Information placed in the file will be accurate.

·  All information placed in employee files will be maintained for a period of six (6) years after their last date of employment with (Company Name)

·  The location of the file will be known to the staff member.

·  Staff members will be advised as soon as practicably possible of the contents placed in his/her personnel file.

·  The staff member has the right to view his/her personnel and/or payroll file with appropriate (Company Name) officials present.

·  The staff member has the right to comment on the accuracy of the contents in his/her personnel file.

·  The staff member has the right to require that any statement of disagreement be attached to the information reflecting any correction requested to the contents in his/her personnel file but not made.

·  An employee who wants to review the allowable contents of their personnel file should contact Human Resources with 24 hours notice. Former employees, or people unknown to the Human Resources staff, must present identification and / or proof of permission to access the personnel file.

·  Personnel files must be reviewed in the presence of a Human Resources staff person.

·  No part of the personnel file may be removed from the office by the employee.

·  Photocopies of the file, or portions of the file, may be requested by the employee. Within reason, the Human Resources staff person will provide photocopies. For extensive copying, the employee will need to pay for the photocopies.

·  All information held in employee files is the sole property of (Company Name).

Personnel Files

Documents stored in (Company Name) personnel files shall include (but not be limited to):

·  Employment application

·  Family emergency contact form

·  Documented disciplinary action history, including documentation of verbal and written warnings

·  Documentation of any grievances filed by the employee

·  Performance improvement plans

·  Resume

·  Employee Handbook and Policy Manual signed acknowledgement and agreement forms

·  Current personal information, including address, phone number, etc.

·  References

·  Employment Contract

·  Offer of Employment

·  Performance reviews

·  Career planning documentation

·  Attendance records

·  Dates of vacation taken

·  Accident / incident report forms involving the employee

·  Records of recognition / commendation

Payroll Files

Documents stored in (Company Name) payroll files shall include (but not be limited to):

·  (Company Name) employment history, citing dates of positions held and levels of compensation

·  Employment Contract

·  Applicable tax forms (e.g. T-4 slips)

·  Records of taxable benefits

·  Records of contractual bonuses, incentives, or salary increases

·  Records of accrued sick leave, vacation, and overtime

·  Records of rewards / bonuses granted

·  Compensation records

·  Records of commissions (where appropriate)

·  Records of any loans / advances granted, with appropriate repayment information

Medical Files

Staff members’ medical information is strictly confidential. Any medical information will be kept in a separate file and maintained using appropriate safeguards.

The contents of the medical file are not available to anyone except Human Resources designated staff and the employee whose records are retained in the file. Medical files receive the highest degree of safe storage and confidentiality.

Documents stored in (Company Name) medical files shall include (but not be limited to):

·  Medical documentation for any required absence(s), including sick leave, maternity/parental leave, Short-term disability, long-term disability, etc.

·  Insurance claims forms for workers compensation

·  Accident / incident forms resulting in an injury to the employee

·  Functional abilities forms

·  Documentation regarding reasonable accommodation

·  Return to work plans, including documentation of any updates or dialogue during this period

·  Attendance records with documentation stating rationale for absences

Acknowledgement & Agreement

I, (Employee Name), acknowledge that I have read and understand the Employee Files Policy of (Company Name). I agree to adhere to this policy and will ensure that employees working under my direction adhere to this policy. I understand that if I violate the rules of this policy, I may face legal, punitive, or corrective action, up to and including termination of employment and/or criminal prosecution.

Name: ______

Signature: ______

Date: ______

Witness: ______

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