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 the Human Resources Information Systems (HRIS) office. 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, HRIS 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 in the tables below.
Hiring department:
Required records and responsibility for initiating and forwarding
to Human Resource by Hiring Department |
||
| Appointments forms (faculty and staff) | Transaction forms (faculty and staff) | |
| Faculty Credential Summary | Recommendation for Appointment (faculty) | |
| Letters of appointment and acceptance | Probationary Report forms | |
| Performance Management forms | Written disciplinary action | |
| Written commendation | Employment contracts | |
| Suspension and layoff notices | Letters of resignation | |
| Leave of Absence forms | Written reprimands | |
Individual employee:
Required records and responsibility for initiating and forwarding
to Human Resource by Individual Employee |
| Employee Personal Data forms (as appropriate to report/change personal information) |
| Training certificates, as appropriate |
| Written commendations, as appropriate |
| Diplomas, as appropriate |
Human Resources:
Required records and responsibility for initiating and forwarding
to document file by Human Resources |
||
Employment and Transfer applications and related documents |
||
Retirement and tax-deferred savings enrollment forms and related documents |
||
| Insurance enrollment and change forms | Long-Term Disability Claims | |
| Pre-Employment Health Questionnaire & Reports | Orientation Notice and Checklist | |
| Employee Handbook Receipt | Dependent Eligibility Forms | |
| Benefits Statements | Salary/Pay Notices | |
| Leave of Absence forms and documents | FMLA forms and documents | |
Payroll:
Required records and responsibility for initiating and forwarding
to Human Resource by Payroll |
| Wage assignments, garnishments, and tax levies |
Additions to content
No one other than the Human Resources Information Systems/Processing 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 Information Processing (HRIP). HRIP 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.