PERSONNEL FILE CHECKLIST
· Personnel Files should be maintained at each parish/school for all employees.
· Files should contain:
1. Application & Resume
2. Copy of Contract & Certification (for teachers & principal)
3. Copy of Offer Letter (employment in all diocesan entities is also contingent on a satisfactory Criminal Background check)
4. Current Job Description
5. Federal W-4 Form
6. State W-4 (In most cases this is for Michigan, but may be Wisconsin)
7. Direct Deposit Authorization Form
8. 403(b) Salary Reduction Agreement (if applicable)
9. I-9 Form
10. Copy of State of Michigan New Hire Reporting Form (mail or fax in to state)
11. Acknowledgement of employee Receipt of Code of Ethical Standards for Ministry to Minors and Policy on Sexual Misconduct.
12. Copy of Criminal Background Form (Originals should be sent to the diocese for processing)
13. Acknowledgement of Employee Receipt of Parish/School Personnel Policies
14. Copy of Michigan Catholic Conference Employee Benefit Form (if applicable) (original is mailed to MCC)
15. Copy of Michigan Catholic Conference (MCC) Flexible Benefit Form (if applicable)
16. Employer Compensation Account Enrollment Form (if applicable)
17. Acknowledgement of employee receipt of Crisis Response Manual (Emergency Preparedness Plan)
18. Annual Reviews
19. Reprimands
20. Grievances
21. Employee Termination Check (at end of employment)
22. Signed timesheets for hourly employees (kept either in payroll file or personnel file)
Note: Files are to be destroyed upon expiration of the required retention period and must be disposed of in a manner that ensures protection for any sensitive or confidential information.
BOOKLETS TO GIVE TO EMPLOYEES:
Retirement (MCC)
Short Term Disability
Long Term Disability
Life
Flex Benefit Plan
Dental
TSA (Prudential 403[b])
OTHER ITEMS
Keys
Computer Passwords
Door Codes
Door Name plate
Parking Fee
Business Cards
DIOCESE OF MARQUETTE
EMPLOYEE LAST DAY CHECKLIST
The following should be discussed with the employee on/or before his/her last day of employment.
□ Obtain keys for the office
□ Obtain keys for the residence, if applicable
□ Obtain keys for vehicle, equipment, file cabinets, and other buildings, if applicable
□ Final payroll check/pay stub (Home email address: ______)
□ Accrued vacation, if any (will be included in final payroll)
□ Benefit program termination date (______)
Date
□ Notification to Michigan Catholic Conference (MCC)
□ Unemployment employee claim information
□ Return of all employer records and property
□ Door code will be deactivated on (______)
□ Computer password, telephone password, & email will be deactivated
□ Do telephone calls need to be re-directed
(If yes, they should go to ______)
Name
□ Does email need to be re-directed
(If yes, they should go to ______)
Name
□ Do H drive files need to be put in a different folder
(If yes, what file ______)
Name
(Who need access to these files ______)
Name(s)
EMPLOYEE NAME: ______
SUPERVISOR: ______
Signature
DATE: ______
Revised April 2012