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employee file checklist

I. Personal Information

  • Record the employee's full legal name.
  • Ensure correct spelling and format.
  • Collect the current residential address.
  • Include city, state, and zip code.
  • Obtain the primary phone number.
  • Include area code and preferred contact times.
  • Gather the employee's personal email address.
  • Confirm the email is active and accessible.
  • Record the employee's date of birth.
  • Use the format MM/DD/YYYY.
  • Collect the employee's Social Security number.
  • Ensure confidentiality and secure storage.
  • Obtain the name of the primary emergency contact.
  • Confirm accuracy of spelling.
  • Collect a reliable phone number for the emergency contact.
  • Verify the number is current.
  • Document the relationship of the emergency contact to the employee.
  • Examples: spouse, parent, friend.
  • Record the employee's current marital status.
  • Options may include: single, married, divorced, widowed.
  • Ask for the employee's gender identity.
  • Options may include: male, female, non-binary, prefer not to say.
  • Collect preferred pronouns from the employee.
  • Options may include: he/him, she/her, they/them.
  • Document the employee's nationality or citizenship status.
  • Ensure compliance with legal requirements.
  • List languages spoken fluently by the employee.
  • Include proficiency level if relevant.
  • Record the employee's driver's license number if relevant.
  • Verify expiration date if applicable.
  • Collect details of current health insurance provider.
  • Include policy number and coverage type.
  • Gather names and contact information for references.
  • Ensure permission has been granted by references.
  • Document the highest degree obtained by the employee.
  • Include the institution name and graduation year.
  • Collect details of military service if applicable.
  • Include branch, rank, and service dates.

II. Employment Documentation

  • Collect completed job application form.
  • Ensure all sections are filled out.
  • Verify candidate's signature.
  • Check for date of submission.
  • Store in employee file.
  • Obtain the most recent resume or CV.
  • Ensure it aligns with the job applied for.
  • Check for candidate's contact information.
  • Review for relevant experience and qualifications.
  • File in employee record.
  • Ensure offer letter is signed by the candidate.
  • Confirm the start date is clearly stated.
  • Include salary and benefits information.
  • Store the signed copy in employee file.
  • Verify acceptance of terms.
  • Collect signed employment contract.
  • Check for all necessary clauses.
  • Ensure compliance with company policies.
  • Verify start date and position details.
  • File in employee records.
  • Obtain results from background check agency.
  • Ensure compliance with legal regulations.
  • Review findings for any discrepancies.
  • Store results securely in employee file.
  • Document any follow-up actions taken.
  • Collect signed acknowledgment form.
  • Confirm employee received the handbook.
  • Ensure understanding of policies.
  • File acknowledgment form in employee file.
  • Review periodically for updates.
  • Secure signed NDA or confidentiality agreement.
  • Ensure all terms are clear to the employee.
  • Confirm understanding of confidentiality obligations.
  • Store signed agreement in employee file.
  • Review regularly for relevance.
  • Gather documents verifying previous employment.
  • Confirm legitimacy of provided references.
  • Check dates of employment and positions held.
  • Store verification documents securely.
  • Document any discrepancies found.
  • Obtain copies of relevant licenses or certifications.
  • Verify authenticity of documents.
  • Ensure they are current and valid.
  • File in employee records.
  • Review renewal dates if applicable.
  • Collect employee's tax identification number.
  • Ensure accuracy of the information provided.
  • Store securely in employee file.
  • Confirm compliance with tax regulations.
  • Review for any updates or changes.
  • Document feedback from references contacted.
  • Ensure notes are clear and concise.
  • File results in employee record.
  • Review for any concerns raised.
  • Consider feedback in hiring decision.
  • Collect signed conflict of interest statement.
  • Ensure understanding of potential conflicts.
  • File the signed statement in employee file.
  • Review annually or when circumstances change.
  • Document any disclosed conflicts.
  • Gather necessary immigration documents.
  • Verify work eligibility status.
  • Ensure compliance with employment laws.
  • Store documents securely in employee file.
  • Review expiration dates for renewals.
  • Collect completed emergency contact form.
  • Ensure all fields are filled out.
  • Verify accuracy of contact details.
  • Store form in accessible area.
  • Update regularly as needed.
  • Obtain signed direct deposit authorization form.
  • Confirm bank account details are accurate.
  • File securely in employee records.
  • Verify employee's understanding of the process.
  • Ensure compliance with payroll procedures.

III. Tax Forms

IV. Benefits Enrollment

V. Performance and Development

VI. Payroll Information

VII. Compliance and Legal

VIII. Miscellaneous

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