This website uses cookies to ensure you have the best experience. Learn more

File Retention Essay

537 words - 3 pages

Employee Files and Retention
In Human Resources the managers must make sure the files are maintained properly, stored properly, and the documents are filed in the appropriate files within the company. There are state laws that have to be followed. When determining where to place a document, the HR department has to consider what information the document contains. Personnel files cannot have documentation with medical, social security numbers or sensitive information (Personnel Records: What should, and should not, be included in the personnel file?, 2015). Most employers have three or four different employment record filing systems (Audit: Personnel Files: Employment (Personnel) Records Audit Checklist (Including Form to Audit Individual Employee Personnel Files), 2014). Personnel files contains employee performance information; confidential records contain non job-related or confidential information; payroll records are usually maintained by ...view middle of the document...

Confidential Files
* Medical records (retention 6 years after plan year)
* Drug testing (retention: negative test 1 year from test date; positive test 5 years from test date)
* Background check/credit checks (retention: 5 years)
* Worker’s compensation (retention: 30 years after date of injury)
* Family and Medical Leave Act (FMLA) forms (retention: 3 years from date of leave)
Payroll Files
* Child support/garnish
* W-4 Form
* Pay and deductions acknowledgements
* Time keeping
* State withholding forms ( retention: 4 years after report is filed)
* Retention of payroll files are 3 years but it is recommended that employers retain the length of employment, plus an additional 5 years.
I-9 Forms
* Are never filed in personnel files
* Should be kept locked in cabinet or filed in secure database.
* Retention: 3 years from date of hire or 1 year after termination
* EEO Record
* Equal Employment data should be filed separately and used only for reporting to programs such as the Affirmative Action Program (AAP) or for diversity tracking.
* Retention: EEO 2 years after report filed,
* Retention: AAP 2 years close of AAP year.
In conclusion, as a manger in HR there are many guidelines that need to be followed with the filing system to make sure the company is in compliance with all laws no matter what state the company is in.

References
Audit: Personnel Files: Employment (Personnel) Records Audit Checklist (Including Form to Audit Individual Employee Personnel Files). (2014). Retrieved from SHRM: http://www.shrm.org/templatestool/samples/hrforms/articles/pages/personnelfuleaudit.aspx
Cadrain, D. (2007). HR Magazine: Setting the Records Straight. Retrieved from SHRM: http://www.shrm.org/publications/hrmagazine/editorialcontent/pages/0607cadrain.aspx
Personnel Records: What should, and should not, be included in the personnel file? (2015). Retrieved from SHRM: http://www.shrm.org/templatestools/hrqa/pages/includedinpersonnelfile.aspx
Recordkeeping Policy: Record Maintenance, Retention and Destruction . (2014). Retrieved from SHRM: http://www.shrm.org/templatestools/samples/policies/pages/cms_017186.aspx

Other Papers Like File Retention

Faqs On Electronic Filing And Payment System Of Bir

3160 words - 13 pages available on the Internet, taxpayers can file and pay for their taxes anytime, anywhere as long as he or she is using a computer with an internet connection. What are the expected benefits of the system? The eFPS is: - Convenient to use - it is quick and simple to use, as well as secure. - Interactive - information exchange is immediate and online, users get immediate feedback from the system when enrolling, e-filing or performing e-payments

Student Survival Guide Essay

2994 words - 12 pages recognizing and overcoming time wasters and procrastination. 5. Fostering Reading Comprehension and Retention * Action Plan * Best Practices for reading and retention optimization * Implementing SQR3 into my study habits 6. Applying Personality and Learning Styles * Action Plan * Multiple Intelligence and Personality Characteristic Strengths * Personal Action Plans * Multiple Intelligence and Personality

Employment Laws

1501 words - 7 pages results in improved employee performance and morale and higher employee retention. To be successful in diversity training, the workplace needs to be voluntary and designed to advance a company’s business goals rather than mandatory and focused merely on avoiding liability in discrimination lawsuits. When workplace diversity training is successfully implemented, employees are motivated to perform better. The company is likely to experience financial

Relationship Management

1471 words - 6 pages . (2011). Customer Engagement: Conceptual Domain, Fundamental Propositions, and Implications for Research. Journal of Service Research, 14(3), 252271. Egol, M., Hyde, P., Ribeiro, F. and Tipping, A. (2004) The Customer-Centric Organization: From Pushing Products to Winning Customers’ http://www.booz.com/media/file/The_Customer_Centric_Organization.pdf Roland Rust, Valarie A. Zeithaml ,and Katherine N. Lemon (2004), “Customer-Centered Brand Management

Myself

6753 words - 28 pages laborers and casual or temporary or contractual workers, shall file under oath their statement of assets, liabilities and net worth and a disclosure of business interests and financial connections including those of their spouses and unmarried children under eighteen (18) years of age living in their households, in the prescribed form, Annex A. (b) Contents of Statement (1) The Statement of Assets and Liabilities and Net Worth shall contain

Human Capital Management

3330 words - 14 pages -level positions, rank and file and up to the supervisory level. The management positions from mid to senior managers were mostly recruited from Joey Ibanez’s personal connections: former colleagues, friends, relatives or referrals from people who Joey knew very well. SSI/JTC job vacancies are posted on a web recruitment site JobOpenings.ph. JobOpenings.ph is a Philippine job site that offers free venue to advertise their job openings. To aid the

Aaaa

2654 words - 11 pages marketing objectives of customer acquisition and retention? • Assessment of the business relevance of technological innovation. David Chaffey, E-Business & E-Commerce Management, 5th Edition, © Marketing Insights Limited 2012 1 Slide 4. 4 Activity 4.1 Introduction to Social, Legal and Ethical Issues • List all the social, legal and ethical issues that the manager of a sell-side e-commerce website needs to consider to avoid

Case 1.6 Nextcard, Inc

1986 words - 8 pages working papers, AU 339.01 Principle record of work contains information and conclusions the auditors have reached concerning significant matters in the working papers, AU 339.08 the auditor is required to “adopt reasonable procedures for safe custody of his working papers and retain them for a period sufficient to satisfy any pertinent legal requirements of records retention"(Katz). AU 15 was violated when Trauger requested revisions to the workpapers

Ethical Issues In Research

2373 words - 10 pages significance is just as important as finding something of significance. * Faulty data-gathering procedures If machines are not calibrated correctly, if subjects do not follow procedures correctly, if untrained research assistants are used (may give different instructions), if testing occurs at different times of the day. Others? * poor data storage and retention unethical because it should be available for verification by others

Training

2630 words - 11 pages lock - the job. The perfect candidate's credentials match the job requirements in all respects. Only an exact fit guarantees top employee performance. Cook, McClelland and Spencer capture the precise matching idea in the AMA's Handbook for Employee Recruitment and Retention: The final selection decision must match the 'whole person' with the 'whole job.' This requires a thorough analysis of both the person and the job; only then can an

Gender Discrimination

3353 words - 14 pages reason to commit to the company and increase employee retention. The eighth item to consider is establishing clear policies and procedures that highlight the company’s position on the prohibition of discrimination in the workplace, how to file complaints, and procedures for addressing and responding to complaints, as well as including features to prevent retaliation for complaints made. The next item suggested in preventing gender discrimination is

Related Essays

Lit1 Part A Essay

1209 words - 5 pages incapacitated, the business will normally cease to exist. Control: The owner has complete control over all decisions regarding the business. Profit retention: All profits and losses pass through to the owner and are taxed only once at the individual tax rate which enable them to keep more of the profits. Location: A sole proprietorship is easily expanded or moved to another state. A DBA needs to be registered in each state, along with

Testing Essay

9695 words - 39 pages |1.4 |Added details on Common utilities that will be used by |Krishna Mudhiganti | | | |the process, file retention policy, made correction as | | | | |suggested by the review. Added detail on table

Lit1 Task 1 A Wgu Essay

2297 words - 10 pages entity. •         CONTROL – The Owner has complete control of the business. He can make decisions without having to consult a partner or shareholders. The business owner may assign an employee to make decisions as well. •         PROFIT RETENTION – The Owner keeps all profits from the business and is subject to all losses. Therefore, the owner is allowed to not only recoup his investment into the business, but is also allowed to keep all

Tuition Reimbursement Essay

1088 words - 5 pages recommendation letter needs to be completed by the manager. The recommendation letter, the employee file and the last two evaluations will be reviewed by upper management and our human resources department. Tuition reimbursement program equals employee retention. A study by Spherion indicates that; less than half of all workers are satisfied with their jobs