When you hire any employee, you are required to establish and maintain employee records. Remember that you must keep these records in a confidential manner and in conditions that prevent damage or destruction. You can keep and maintain employee records in both paper and electronic form. Make sure it is complete and correct or you may be fined by a labor inspector. Read the article to the end and learn how to keep employee records.
What does a personnel file consist of?
An employee personnel file consists of 4 parts and includes:
- Part A – materials related to applying for a job,
- B – documentation connected with establishing the employment relationship, as well as with the course of employment (they include, among others, the employment contract, confirmation of OHS training, scope of duties. In addition, these are documents related to the award, granting of unpaid leave, maternity or paternity leave),
- C – documents concerning termination of employment (notice of termination, a copy of the certificate of employment issued),
- D – files related to the liability of the employee, which provide for erasing the punishment after a certain period of time, a copy of the notice of punishment.
All materials must be numbered and kept in chronological order. In addition, each section must contain an index of the documents and statements contained therein.
How to keep employee records – Documentation related to the employment relationship
In this respect you must keep separate records for each employee:
- records of time worked (including excused and unexcused absences from work),
- paid remuneration for work and payment of other benefits,
- records related to the application for and use of holiday leave,
- records in the case of allocation of work clothing and footwear and documents related to the payment of cash allowances for the use of own clothing and footwear and their laundering and maintenance.
When to give a copy of the documentation to the employee
Both current and former employees have the right to request a copy of all or part of their employment records. The letter can be submitted on paper or electronically. You must issue a copy of the materials specified in the request within 30 days of receiving it. Remember, you attach such a request to the employee’s personnel file in Part B (if the request was received during employment) or Part C (if the request was made after employment ended). The copy you issue must be certified as a true copy with the signature of the employer or an authorized person.
