Employee Personnel File Audit Checklist

Table of Contents

    Employees are the lifeline of any organization, which entails maintaining employee personnel files to ensure proper onboarding, work process, and legal compliance. It is important to maintain employee personnel file audits to keep a record of the employee’s performance and workplace ethics in addition to compliance reasons.

    The personnel file audit checklist is one of the important parameters to consider when the company has to undertake decisions regarding employees, such as layoffs and promotions. Moreover, the employee personnel file audit checklist is crucial evidence that protects the company from legal hassles if any employee files a lawsuit claiming unjust and unfair termination.

    Scope and purpose

    The scope and purpose of the employee personnel file audit checklist consist of basic payroll and HR information that an employee is familiar with, including job applications, performance reviews, and employment contracts.

    Company managers can easily access and review these file audit checklists to make important and well-informed employment decisions. However, the scope of an employee personnel file audit checklist doesn’t comprise an employee’s confidential data, which is one such confidential piece of information that must be kept separate from the personnel file audit checklist.

    The primary scope and purpose of forming and maintaining an employee personnel file audit checklist are to comply with the company’s data privacy and security parameters. Most companies only recognize the importance of maintaining these files if they’re served with a lawsuit or audited.

    Employee personnel file audit checklist

    An employee personnel file audit checklist consists of the following:

    1. Employee Information and Identification

    • Personal Details
    • Contact Information
    • Social Security or National Identification Numbers

    Employee information and identification details in an employee personnel audit checklist include their names, phone numbers, emergency contacts, and addresses. Proof of identification must consist of copies of government-issued documents such as voting ID or driving license. However, information like social security or national identification numbers must be kept in a separate file.

    2. Employment Documentation

    • Offer Letters
    • Employment Contracts
    • Job Descriptions
    • Performance Reviews
    • Promotion or Demotion Records

    Employment documentation consists of pre-hiring and hiring as well as employment history documents. It comprises interview notes, resumes, cover letters, educational transcripts, letters of recommendation, references, and employment contract details.

    This category also includes employment history to confirm certain facts regarding the employee and in case of information is to be cross verified. Employment history includes previous pay and compensation, promotion records, job transfer, layoff, etc.

    3. Compensation and Benefits

    • Salary Records
    • Bonus or Incentive Programs
    • Benefits Enrollment and Changes
    • Time-off and Leave Records

    Apart from keeping a track record of the employee’s legal details, an employee personnel file audit checklist also comprises salary records to showcase and comply with the individual and the company’s tax particulars. It also consists of any period of absence and bonus awarded to the employee.

    4. Training and Development

    • Training History
    • Certifications and Licenses
    • Professional Development Plans

    Most employees undergo a brief training period before commencing their roles officially. These are at the company’s expense, and keeping a record of training and development in the employee personnel file audit checklist showcases that the employer undertook measures at his end to prepare the employee for the role as per company standards.

    5. Disciplinary Actions and Grievances

    • Disciplinary Notices
    • Investigations and Findings
    • Grievance or Complaint Records

    Disciplinary actions and grievances hold evidentiary value in case of non-compliance or illegal activities at the employee’s end or in case the employee files a lawsuit against the company. Hence, it is important that disciplinary notices and any findings are part of the audit checklist.  

    6. Termination and Separation

    • Resignation or Termination Letters
    • Exit Interviews
    • Separation Agreements

    Please consider the employee personnel file as keeping track of their employment and onboarding to their termination or resignation. This employee file checklist must include records of exit interviews and separation agreements indicating mutual consent. These particulars are imperative for legal compliance and protection.

    Best practices and recommendations

    Now that you are equipped with the importance, scope, and particulars of the employee file checklist, we recommend that the best practice for an employee file checklist is proper maintenance.

    More than merely adjoining initial employment information and personal details will be necessary and instead will cause trouble when the audit checklist is needed. Hence, the employment file checklist must be updated regularly for every employee, from their promotion to keeping track of leaves.

    As an employer, one must also implement regular audits and reviews. That’s because these files consist of information relating to an employee’s performance, such as self-evaluation, performance reviews, and records of goal setting.

    Since this employee’s personal file contains information confidential to the employee and the company, keep its data safe even after the said employee’s termination. Correctly dispose of these files; non-compliance will make you liable for a fine.

    Confidentiality and Data Security:

    • Check that all employee personnel files are stored securely and accessible only to authorized personnel.
    • Ensure that sensitive information, such as social security numbers, bank account details, medical records, and other protected data, is properly safeguarded.
    • Review company policies on data security and ensure compliance with relevant privacy laws and regulations.

    An employee file checklist is as important as other legal compliance documents for any company and must be maintained correctly.

    The employee file checklist is an amalgam of the employee’s personal and professional information, from their government issues documents to the payroll audit checklist and hr compliance checklist shrm.

    It is one of the best company practices to form and regularly maintain employee file checklists. Also, implement regular file audits and reviews for the same.

     

    cookie image

    By clicking “Accept", you consent to our website's use of cookies to give you the most relevant experience by remembering your preferences and repeat visits. You may visit "cookie policy” to know more about cookies we use.