Iowa Employment Personnel Files and Evaluations Package
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How to fill out Employment Personnel Files And Evaluations Package?
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FAQ
How to organize personnel files Determine which documents to store. Review company policy, federal law and state regulations to learn which documents to include in a personnel file. ... Choose a filing method. ... Format your documents. ... Learn who can access the files. ... Create a file retention policy. ... Update the files as needed.
Employee files should also include documents related to recruiting and hiring, such as: Job applications. Resumes and cover letters. Educational transcripts. Letters of recommendation and references. Job descriptions. Interview notes. Job offer letters and employment contracts.
Employers should keep all job-related documentation such as hiring records, performance reviews, disciplinary actions and job descriptions in an employee's general personnel file. Consider whether the document would be relevant to a supervisor who may review this file when making employment decisions.
Iowa law has very few requirements governing personnel files. It requires only that an employee have access to such a file, and that the right of access includes, but is not limited to, ?performance evaluations, disciplinary records, and other information concerning employer-employee relations.?
The following documents are required to be maintained by law: Basic employee information, including name, phone number, address, and emergency contact details. Payroll and compensation data as listed above. IRS tax withholding forms, including W-9s and W-4s.
N. A file containing duplicates of records kept by an individual for ease of reference.
A personnel file is a paper or electronic folder kept for each employee?new, existing, and past?that contains HR and payroll documents. The documents within an employee personnel file should cover the entire employment lifecycle, from offer letters and W-4 forms to performance reviews and termination paperwork.
An employee's personnel file usually contains information related to their performance, salary, and any investigations of misconduct or medical issues. As a result, these records are generally considered private and can be accessed by only the employer and the employee.