|Title||What Belongs in the Employee's Personnel File|
|Preview||What Belongs in the Employee's Personnel File|
What Belongs on the Employee's Personnel File?
As a school administrator for many years, I only had one file for each employee. It contained everything about that employee—job application, evaluations, financial forms, medical information, insurance forms, and I-9. The personnel file of many long-time employees just grew to be full!
Today, with a number of federal and state laws regarding privacy and such, Christian schools should keep separate files on employees. Employee files can continue to be paper files, or they can be kept electronically. However, you need to keep at least three separate files on employees.
1. The first should just be the personnel file. In that file would be the following:
This file would be viewed by the head of school and principals and possibly department heads.
2. The next separate file should be the employee payroll file. That file would contain the following:
This file would be kept confidential, and it would only be reviewed by those handling payroll or finance. It is important to keep this file protected, especially since this is where identity theft can occur.
3. The third separate file should be the employee medical file. This file would contain the following:
Because of the Health Insurance Portability and Accountability Act (HIPAA) and other laws, this file must be kept secure and must only be reviewed by those on a need-to-know basis.
I would recommend one other separate file for employees. This would be the I-9 file. In this file, the school would put every employee's I-9 form and copies of all documentation. This file would contain each employee in alphabetical order. Over the past several years, the federal government has increased the number of I-9 audits throughout the country. Christian schools are not immune to one of these audits. As a U.S. employer, every school is required to have an I-9 on file for every employee that he or she is authorized to work in the United States. There are large fines for those that are not in compliance. The reason for one file would be the ease of being able to hand an auditor one file with everyone's I-9 form in it. This would prevent you from searching if an auditor can and asked. It would also keep auditors from seeing anything in personnel files, except the I-9, which is what they are there for.
Some Other Helpful Hints
Notice: This article is designed to provide accurate and authoritative information in regard to the subject matter covered. It has been provided to member schools with the understanding that ACSI is not engaged in rendering legal, accounting, tax, or other professional services. If legal advice or other expert assistance is required, the services of a competent professional should be sought. Laws vary by jurisdiction, and the specific application of laws to particular facts requires the advice of an attorney.
Association of Christian Schools International
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