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employee records checklist

Personal Information

Full name

Date of birth

Social Security number

Contact information (address, phone number, email)

Emergency contact details

Marital status

Dependents information (if applicable)

Employment Information

Job title

Department

Employment start date

Employment status (full-time, part-time, contract, etc.)

Work schedule

Compensation details (salary, hourly rate, bonuses, etc.)

Payroll information (bank account details, tax withholdings, etc.)

Performance evaluations and disciplinary actions

Education and Credentials

Educational qualifications (degrees, certifications, etc.)

Professional licenses

Training programs or workshops attended

Skills and expertise

Employment History

Previous employment details (companies, positions, dates)

Reason for leaving previous jobs

References from previous employers

Benefits and Leave

Employee benefits enrollment (health insurance, retirement plans, etc.)

Vacation and leave records (paid time off, sick leave, maternity/paternity leave, etc.)

Family and Medical Leave Act (FMLA) documentation (if applicable)

Performance and Development

Performance improvement plans or goals

Training and development plans

Career progression or promotions within the organization

Disciplinary and Legal Matters

Written warnings or disciplinary actions

Grievances or complaints filed

Legal documents (non-disclosure agreements, employment contracts, etc.)

Workers' compensation claims (if applicable)

Resignation or Termination

Resignation letter or termination notice

Exit interviews

Return of company property (laptops, access cards, etc.)

Final paycheck details

Miscellaneous

Employee acknowledgments (code of conduct, employee handbook, etc.)

Performance awards or recognitions

Employee photographs (if applicable)

Any other relevant documentation or records

Note: It is important to ensure compliance with local laws and regulations while maintaining employee records. Additionally, the checklist may vary based on the specific requirements and policies of the Human Resources organization.

Employee training records

Employee emergency contact information

Employee personal property agreement

Employee confidentiality agreement

Employee equipment or tool sign-out agreement

Employee parking or transportation information

Employee uniform or dress code agreement

Employee health or allergy information

Employee emergency evacuation procedures

Employee workspace or office assignment

Employee access or security badge information

Employee computer or technology access agreement

Employee social media policy acknowledgment

Employee benefits enrollment forms

Employee payroll or tax withholding forms

Employee direct deposit authorization

Employee expense reimbursement policy acknowledgment

Employee travel or business expense policy acknowledgment

Employee professional memberships or affiliations

Employee professional development plan

Employee performance improvement plan

Employee workplace accommodations request

Employee commendations or commendation letters

Employee disciplinary actions or warnings

Employee resignation or termination documentation

Employee exit interview questionnaire

Employee final paycheck or compensation details

Employee exit survey or feedback form

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