The Master Employee Personnel File
This file may contain, but is not limited to, the following records:
1. Applications
2. Evaluations and other performance documentation
3. Salary records
4. Payroll withholding records
5. Summary record of leaves taken
6. Personal information including, but not limited to: name, address, telephone number,
emergency numbers, and spouse
7. Individual employment contract
8. Employee benefit records
In accordance with the retention schedule established by the Missouri Secretary of State's Office,
records in this file will be retained for 75 years from the date of hire with the following
exceptions:
1. Employee benefit records, other than year-end leave balance reports and the official copy
of retirement enrollment records, will be retained for three (3) years after employee
separation or eligibility for the benefit has expired. Year-end leave balance reports and
the official copy of retirement enrollment records will be retained for the full 75 years.
2. Withholding allowance certificates (W-4 forms) and wage and tax statements (W-2 forms)
will be retained for five (5) years after employee separation or after the form has been
superceded.
3. Records relating to employee leave requests will be retained for three (3) years after
completion of an audit of these records.
Eligibility Verification Form (I-9)
These forms will be retained for the length of employment plus one (1) year and shall be
maintained and kept in a file separate from the employee's other personnel records.
Employee Health and Medical File
These records shall be kept in a file separate from the employee's other personnel records. This
file may contain, but is not limited to:
1. Medical examination records and related documentation
2. Records pertaining to an employee's disability, including documentation of employer
accommodations
3. Documentation of work-related illnesses or injuries
4. Records of exposure to hazardous conditions or materials
5. Drug-testing records
6. Physician statements
7. First aid incident reports
8. FMLA-related records
In accordance with the retention schedule established by the Missouri Secretary of State's Office,
records in this file will be retained for seven (7) years after separation except that records relating
to hazardous exposure shall be retained for 30 years after separation.
Record Access
Personnel records are closed, as authorized by law. Only authorized school officials shall have
access to an employee's personnel records without the written consent of the employee. Medical
records and I-9 forms will be available only to school officials who need to know the information
contained in those records. Board members will have access to an employee's personnel file only
when necessary for Board business as determined by the Board.
* * * * * * *
Note: The reader is encouraged to review policies and/or forms for related information in
this administrative area.
Implemented: 03/01/2007
Jefferson City School District, Jefferson City, Missouri
Top of Page
|
