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Employee personnel files — what should and shouldn’t be included

BMT Office Administration

Cover letter. Job offer letter. Agreements related to the use of a company car or business credit card. Health insurance forms. Pay authorization forms. Payroll deduction forms. That is fine as long as the process is organized, systematic, and — above all — legal. Educational transcript.

Filing 121
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Employee Files: What to include, what to leave out, and what’s confidential

BMT Office Administration

Besides the EEOC, the IRS also has requirements for employee documents, including which forms you need to have for each employee, such as W-4s. Also, you’re legally obligated to retain these records for at least one year by the EEOC. That means there aren’t any crucial files that you must include by federal or state law.

Filing 52