​​​​​​​​5.5.4 Personnel File/Payroll Set-Up

​​​​​​​​​​A separate file must be set up for each employee to hold all personnel documents accumulated through the course of the employee's employment. Personnel files are confidential and must be kept in a secure, locked file. Access is limited to the person in charge or appropriate personnel designated by the person in charge, such as a business manager.

The following documents should be completed and filed in the personnel file for each new employee:

• Employment Ap​plication​​

• Resume

• Job description

• Offer letter​ (sam​ple)

• Position His​tory form​

• Emergency Information Sheet​​

• Form​ W-4

• Employee's Withholding Allowance Certificate​ EDD DE4​

• New Hire Orientation Checklist​

• Signed policy acknowledgment sheets listed in the New Hire Orientation Checklist​ of ​the Univers​al New Hire Packet

• Wage​​ Disclosure Notice​​ (California Wage Theft Protection ​Act​ Notice)

• Results of skills tests, if applicable

• Notice to Employees of Unemployment Disability Exemption​​​

• ​Workers' Compensation Pr​edesignation of Pe​rsonal Physician​

• Any other information that directly pertains to the employee and the work relationship​

​​See Employee Personnel Files.

5.5.4.1 Separate Confidential Files

The location must keep the following files separate and confidential:

• Reference Check /verification of employment

• Enrollment/Change Form​ for benefits

• Medical files

• ​Form I-9​​ (kept in a separate binder dedicated to I-9 f​​orms to make it easier for an audit to be completed and to protect the confidentiality of the personnel files)

• Investigatory notes and documentation​