part 2

Every employee must at least be issued with a contract of employment and a job description. They get a copy of each document and you keep a signed copy of each document. So you need a place to file them.

You may need to issue them with an Employee Handbook and the company's Health & Safety Statement. At the very minimum they need to have signed a piece of paper to say they read each of them.

You need to keep a record of what safety training they have been given and in the case of Safe Pass certification you need to keep a copy of their cert on file.

If they drive s forklift, then they should have a certificate of competence to allow them to drive a forklift.

If you employed someone through an interview process you must keep any interview notes taken, a copy of their CV, their references and the replies from the references you called. An offer letter for the job. Their letter of acceptance for the job.

If they get promoted or their position changes you may need to amend their contract of employment and their job description e.g. change of hours, change of duties and responsibilities.

Other information you need to keep a track off

Salary
- How much do they get paid and what is their hourly rate to ensure compliance with the minimum wage.
- When there was a change in salary and when it took affect
- When is their next review date
- What needs reviewing at their next review date
- Copy of P60
- Copy of P45

Holidays
- What are their holiday entitlements
- When can they take their holidays
- Who decides when they can take their holidays

Overtime
- When does overtime start
- What rates of overtime apply

Qualifications
- What qualifications do they have
- What qualifications have they gained during this employment

Absenteeism & Attendance
- Record of doctors' notes and social welfare certs
- Number of days absent each year
- Record of lates' and days absent

Now do you think you need to set up a personnel file for each employee?

Part 2 of this article will start the process of setting up a personnel file and allow you to easily find information on an employee when you need it.

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(c) Nilsson Denver Ltd 2007