Page 89 - 100 - HR Management Manual

I-9 Forms (3-Ring Binder): legal requirement and locked away

o Each employee’s completed I-9 form and supporting documents
 (Copy of Driver’s License or passport AND Social Security Card)
 This will be kept in the labeled I-9 binder in the Executive Director’s/Director of
Administrations’ office.
 If not a US Citizen you ALSO need a current visa or alien registration card.
o I-9 records are kept for at least three years following the date of hire, or for one year
following the employee’s date of last work, whichever point is reached last
o The I-9s are filed alphabetically by last name.
o The binder will be kept in the DOA’s lower desk drawer.
 The drawer will be locked when the ED and DOA are out of the office.

RED Employee File:

 Red Folders are filed alphabetically by last name
 Kept in file cabinet in ED/DOA Office.
 This folder NEVER LEAVES THIS OFFICE OR THE OWNER’S OFFICE EVER!!
 Six separate sections inside the red folder: Records in each section are kept in reverse
chronological order (newest on top).

1. Attendance and Vacation (may also be kept electronically):
a. Kept Up-to-Date DAILY!
b. Tardiness records
c. Attendance records
d. Vacation requests
e. Availability form
f. Shift trade signature page
2. Hiring/Legal doc’s:
a. Resume/Application
b. Interview Forms/Questions
c. Acceptance Letter
d. Contract and Non-compete agreement
e. Background Check
f. Drug Test
g. Emergency Contact Form
h. Authorization for Wage Deduction
3. Benefits and Payroll
a. W-4 Form
b. Direct Deposit Form
c. Worker’s Comp Information (if applicable)
d. Doctors notes for absence go under “attendance”
e. Payroll deductions, Payroll advance agreements, etc.
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