the municipal secretary desktop reference manual - Southwestern ...

PERSONNEL RECORDS
GENERAL
Employees are permitted to review their personnel file upon request; however, all
personnel records, except as they deal with compensation and benefits, are confidential and ARE
NOT a matter of public record.
In accordance with the Federal Wage-Hour Law, the minimum payroll records required
for each employee are:
a. Name in full
b. Home address
c. Date of birth
d. Occupation in which employed
e. When the employee’s work week begins
f. Regular hourly rate of pay
g. Hours worked each workday (could be a copy of payroll sheet at end of month)
h. Total daily or weekly straight time earnings or wages
i. Total weekly overtime excess earnings
j. Total additions to or deductions from wages paid for each pay period
k. Total wages paid for each pay period
l. Date of wage payment and period it covered
Make it a practice to include other personnel-related correspondence in each employee’s file,
such as, among others, employee award certificates (or copies thereof), employment history
records, letters of appreciation and written reprimands.
NEW EMPLOYEES
If not already in place, a policy should be adopted, in the form of an employee manual,
that requires all new employees, whether part-time or full time, to report to the secretary in order
to sign and complete necessary personnel, payroll, and benefit forms. The employee manual
should be accompanied by a form which requires the new employee to sign that he/she has read
and understands the manual and the policies that it contains.
LEAVE RECORDS
Maintain accurate leave records which are to be kept a part of each employee’s
permanent personnel file. Use the following examples of forms used to keep these records, and
establish a workable system of keeping them UP TO DATE.
Completed forms should be signed by the appropriate department head and forwarded to
the secretary. This information is then recorded on an annual attendance card or report form for
every employee, thus constituting the official record of employee leave.
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