PPM Section 18 - Employment Files and Forms
PPM Section 18 - Employment files and forms
Human Resources is charged with maintaining the official University records for all employees. These records are compiled and maintained in Human Resources. The Provost's office also maintains files for faculty members. The faculty contract should be consulted when questions arise concerning faculty personnel files. Individual departments may also maintain employment and performance records for their employees. However, the official employment record for all employees is the document file retained in Human Resources.
Establishing files
Upon receipt of an Appointment Form indicating an appointment to faculty or staff with benefit eligibility, Human Resources establishes a University document file. Because the Appointment Form is the official University document for faculty and staff appointments and the instrument by which an individual is placed on the University payroll, it is critical that the information given on the form be complete and accurate.
Content
All official employment records and documents pertaining to employment are placed in each employee's document file maintained by Human Resources.
The standard records required and responsibility for the initiation of the record and/or forwarding of the record to Human Resources are listed below.
Hiring department
Required records and responsibility for initiating and forwarding to Human Resources by hiring department:
- Appointment forms (faculty)
- Employment and transfer applications (signed) and related documents
- Employment contracts
- Faculty Credential Summary
- Leave of absence forms
- Letters of appointment and acceptance
- Letters of resignation
- Performance management forms
- Probationary report forms
- Recommendation for Appointment (faculty)
- Suspension and layoff notices
- Transaction forms (faculty and staff)
- Written commendation
- Written disciplinary action
- Written reprimands
Individual employee
Required records and responsibility for initiating and forwarding to Human Resources by individual employee:
- Diplomas, as appropriate
- Training certificates, as appropriate
- Written commendations, as appropriate
Human Resources
Required records and responsibility for initiating and forwarding to document file by Human Resources:
- Appointment forms (staff)
- Benefits statements
- Dependent eligibility forms
- Employee Handbook receipt
- FMLA forms and documents
- Insurance enrollment and change forms
- Leave of absence forms and documents
- Long-term disability claims
- Orientation notice and checklist
- Pre-employment health questionnaire and reports
- Retirement and tax-deferred savings enrollment forms and related documents
- Salary/pay notices
Payroll
Required records and responsibility for initiating and forwarding to Human Resources by Payroll:
- Garnishments
- Wage assignments
- Tax levies
Additions to content
No one other than the Human Resources staff may physically add
a document to any employee's official employment document file.
University employees who wish to have certain documents added to their official employment document
file should submit the documents to Human Resources. Human Resources will
determine if it is appropriate to add the documents to the respective file.
Removal of content
No original material on file may be removed or taken out of an employment document file by anyone
other than the Manager of Human Resources Information Processing.
A request to remove documents in a file which have no probable future usefulness may be directed
to the Manager of Human Resources Information Processing, who will investigate, seek any appropriate
approval, and make a determination.
Employees who object to the content of document in their own official employment document file
may seek redress by through a formal grievance or by submitting a written statement of objection
to the Manager of Human Resources Information Processing, who will investigate, seek any appropriate
approval, and make a determination.