As an employer, you need to collect and securely store certain forms for each of your employees. Federal and state agencies, including the Equal Employment Opportunity Commission, U.S. Citizenship and Immigration Services, and the Department of Labor, dictate and regulate strict rules and privacy obligations for handling employee information (fines for non-compliance can range up to $2,500 per employee per day of employment). Therefore, you need to come up with a system that works for your organization, yet complies with employment rules and regulations.
There are many systems out there. At the very least, you should have a personnel file and a benefits file for each employee and store I-9 forms separately from the other files.
The top 10 Documents Relating to Employee File Checklist
- Employment application
- Offer letter
- Form W-4
- Direct deposit authorization
- Background and/or drug testing signed acknowledgment
- Signed acknowledgment of employee handbook
- Signed confidentiality agreement and/or non-compete
- Signed performance evaluations
- Any disciplinary notices