EmployEE Handbook - Marymount University
EmployEE Handbook - Marymount University
EmployEE Handbook - Marymount University
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Personnel Records<br />
Employee personnel records are established and maintained in the Office of Human<br />
Resource Services for all <strong>Marymount</strong> <strong>University</strong> employees. Employee files are kept<br />
and maintained in accordance with applicable Federal and Commonwealth of Virginia<br />
statutes. Employee files include information pertaining to: applications, certifications,<br />
appointments, reappointments, performance reviews, promotions, reassignments,<br />
transfers, separations, change in status, change in rate of pay, changes in the position title<br />
or rank, leaves of absences, sabbaticals, benefits documentation, and any other transaction<br />
pertinent to the employment record.<br />
To establish an employee record, an authorized Personnel Action Form is required from<br />
the department head. The document identifies the employee, employing department,<br />
position, effective date, appropriate pay and funding information. Along with this form,<br />
the new employee must complete all the required tax and employment forms before pay<br />
processing can begin.<br />
Employees desiring to examine their personnel file should contact the Office of Human<br />
Resource Services to arrange a mutually convenient time. Employee files will not leave<br />
the Office of Human Resource Services. An employee may request copies of material in<br />
his/her file; these copies are to be made by a Human Resource Services employee. The<br />
<strong>University</strong> may charge reasonable fees when requested to provide copies of all materials<br />
contained in the official employment record or when frequent requests for copies of<br />
materials are received from the same employee.<br />
It is vital for all employee data to be current. Should a change in residence or status occur,<br />
the employee must notify the Office of Human Resource Services as soon as possible.<br />
All name and address changes must be submitted in writing on an Address Change Form,<br />
which is downloadable from the Human Resource Services website, with the employee’s<br />
signature and date. Whenever a marital status change occurs, new beneficiary forms for<br />
life insurance should be completed by the employee and returned to the Office of Human<br />
Resource Services. In some cases, new tax forms may be needed or desirable.<br />
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