Outreach and Extension Guide on Personnel Records for County Paid Staff

Date: 9/21/99

To: County Program Director

From: Rhonda Gibler, Asst. Dir. UOE Admin. Mgmt.

Subject: Personnel Files and Records

Following recommendations from University Internal Auditing, enclosed/attached is guidance, guidelines and a format, for basic personnel records for council-paid staff. These recommendations and records should be implemented and maintained for all council paid staff in all offices. If you have personnel records plan in place, take some time to compare your records with these recommendations and assure that the necessary information is available and up-to-date. Such records are maintained in UOE Admin. Mgmt. Personnel Services and/or University Human Resources for all O/E University paid staff.

If you have questions or need additional information contact this office at your convenience.

cc: Regional Directors

Mark Stillwell – Interim Dir. of Field Operations

UM – Internal Auditing Department

Jim Ollar – Asst. V.P. UOE

Outreach and Extension

Administrative Guidance

Personnel Records for County Council Paid Staff

Effective management and various regulations dictate maintaining certain records for all current and former employees. All Outreach and Extension County Councils are expected to create and maintain secure, confidential, individual employee records containing, at a minimum, items of information as follows:

1. Employee Name
2. Current Employee Mailing Address
3. Social Security Number
4. Emergency Contact Information
5. Date of employment
6. Employment Application
7. Employment offer letter and documentation of employee acceptance of the offer
8. Current Position Description/Job Description
9. Record of changes in rate of pay including effective date of each change
10. Vacation and Sick leave records
11. Date of Separation (if applicable)
12. Any records concerning employee grievances and disposition of grievances
13. Performance evaluations (last five years)
14. Staff benefit information indicating participation in or declinations to participate in benefit plans (if applicable)
15. I-9 (Immigration and Naturalization form, if applicable)
16. Current W-4 (tax withholding status)
17. Veteran Status (if applicable)

It is recommended that personnel and payroll information be kept in separate files. The timesheets and payroll information should be kept in one file, as it is used each pay period, while the more static information should be kept in a personnel file.

Complete records should be maintained for 5 years after an individual is no longer a Council employee.

The attached form can be used to record items number 1 – 5, 9 and 11. The form is a potential aid, not a requirement. However, all information should be represented in an individual employee’s file.

7/99