An individual’s employee personnel file will consist of documents relevant to the employment relationship. Maintenance of the file is the responsibility of the division/department head and files are to be kept in a secure manner that prevents unauthorized access.
Documents that SHOULD be maintained in the Personnel File
- Employment Application/Resume (and all other documentation provided by hired applicant)*
- Degree Verification Information (if required to at time of hire)*
- Offer Letter with Indication of Acceptance of Offer by Employee
- Position Description (with indication employee and supervisor reviewed upon employment and annually as part of performance review)
- In Processing Checklist
- Confirmation of Access to Electronic Systems and Databases
- Approval of Offer for Faculty
- Annual Appointment/Salary Letter
- Annual Performance Evaluations (prior to 2019)
- Work Adjustment Documentation: Wellness Release, Educational Release, Alternate Work Location or Alternate Work Schedule Requests
- External Employment Authorization
- Training Certificates Not Documented in TrainTraq
- Written Reprimands or Other Disciplinary Action
- Promotion Materials and Documentation
- Resignation/Termination Correspondence
- Out-processing Checklist
*Position File
The employing division is to maintain a Position File to include:
- Hiring Matrix
- Interview Notes (only for the person hired)
- Reference Checks (only for the person hired)
Documentation relating to individuals interviewed and not hired is maintained my Engineering Human Resources according to the A&M System retention schedule.
Documents Maintained in Workday
- Orientation/Onboarding Paperwork
- Direct Deposit Authorization
- Employee Contact Information
- Form W-4
- Total Rewards Statement
- Performance Evaluations (beginning 2019)
Note: Employee and manager may view several Workday documents relative to the employment relationship, including position summary, leave documents and payroll information from the Employee Profile Summary Page / Print Icon. The information will be made available as a PDF report
Documents that should NOT be placed in the Personnel File
- Copy of Driver’s License
- Copy of Social Security Card
- Documents that Include the Social Security Number (if document required the SSN should be blocked out)
- Medical Information such as FMLA, Sick Leave Pool, Physician Certification (to be kept in a confidential medical file)
- Workers’ Compensation Documents (to be kept in a confidential medical file)
- Documentation of a Disability Accommodation (to be kept in a confidential medical file)
- Health Insurance Forms
- Wage Garnishment Documentation