The Human Resource Department shall establish and maintain an official personnel file for each City employee. Access to these official files will be controlled by the Human Resource Department and the files will be maintained in a locked file cabinet. Employees are allowed access to their own official personnel files if they so request through the Human Resource Department. All other access to official personnel files will be handled by the Human Resource Department and will be provided on a need-to-know basis only.
All items of an adverse nature contained in an employee's official personnel file will be signed by the employee, indicating that he/she is aware the document is going to be placed and maintained in the personnel file. Any employee who refuses to sign such an item may be subject to disciplinary action based on that refusal.
The official personnel file should contain, at a minimum, the following:
- The employee's full name, address and phone number
- Emergency contact name and phone number
- The original application for employment and resume (if available)
- Payroll deduction authorizations
- Personnel Action Notices (PANs)
- Position and pay rate
- Job Description
- Performance evaluations
- Letters of recognition or commendation
- Records of disciplinary action
- Certificates of required training
- COBRA forms
- Signed drivers license status form
- Signed conflict of interest form
- Items the employee would like included in his/her file
Employees do not have the right to purge their official personnel file. Once something is placed in an official personnel file, it will remain there unless the employee submits a written request to the Department Director asking that the item be removed. The item may only be removed if the Department Director, in consultation with the City Manager, determines that it should be removed or maintained at another location. No such request will be considered prior to one year from the time the item was placed in the personnel file.
Information in personnel files should not be released to outside parties without written permission from the employee, except as permitted by policy 3006 entitled "Employment References". However, if the City is required by law to release information, the information will be released without the employee's consent. If possible, the employee should be notified of the release of information under these types of circumstances.
The payroll clerk should establish and maintain a payroll file for each pay period that is to contain the following:
- Signed Personnel Action Notices (PANs)
- Departmental payroll time sheets
- Payroll adjustments
The payroll clerk should in addition maintain the following information for each employee:
- Total straight time earnings
- Total overtime earnings
- Additions and deductions from wages paid
- Net wages paid during each pay period
- The pay period covered by each pay check
- Annual, sick and comp time accumulated, accrued, used or converted
- W-2 forms
- Such other payroll information as required by law.
Payroll records should be retained for such periods required by the Wage and Hour Division of the Department of Labor or as required by law.