smARTstart

When you hire an individual, whether as hourly or salaried, full-or part-time employee, your personnel file should include, at a minimum, the following records:

1. Job Application and resume
2. Letter of Hire or other document indicating rate of pay
3. Documentation of reference and background checks
4. Job Description
5. Form W-4 and Form IL-W-4 for withholding of taxes.
6. Form I-9 Employment Eligibility Verification.
7. Insurance and other benefit enrollment forms, or a form waiving the benefit.
8. Authorization of voluntary deductions for retirement, medical savings accounts, etc.

Over time, you will add:

1. Performance appraisals.
2. Pay change authorizations.
3. Records of benefits and hours worked.
4. Correspondence of any sort.
5. Separation notice and termination information.

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