This document provides Human Resource Partners (HRPs) guidance on what to include and exclude in the electronic personnel file.  HR Partners are responsible for ensuring that each employee’s personnel file is uploaded accurately and completely in Workday. 

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• For more information, review the Policy 705 - Employee Access to Personnel Records.

What to Include in the Personnel File

When determining which documents to upload to Workday as part of an employee’s personnel file, use the following list as a guideline of what needs to be included (if applicable):

1. Offer letters (for original job and subsequent promotions)
2. Compliance forms (Unit or System related)
3. Performance reviews
4. Performance improvement plans (PIPs)
5. Corrective action documentation
6. Resignation letter / layoff letter / severance agreement / termination letter
7. Other University of Chicago documents that capture an employee's qualifications for employment, performance, promotion, transfer, compensation, termination, or other disciplinary action.
8. Other related notes (i.e. attendance related or any signed or written agreement of acknowledgment between the employee and UChicago manager)

Do not store documents with medical information or anything that would violate HIPPA laws.

Documents related to the application, selection and hiring process for employees should be maintained in the applicant management system. If recruitment and selection does not funnel through the applicant system (i.e., hiring of a temporary employee), then the hiring documents (resume, job description, etc.) should be uploaded to Workday.

The following list of documents should not be included as part of an employee’s personnel file:

1. Suspension/Termination justification form
2. Reduction of Hours/Layoff justification form
3. Documents with medical information or anything that would violate HIPAA laws
4. Documents related to the application, selection and hiring process for employees

Documents related to the application, selection and hiring process for employees should be maintained in the applicant management system. If recruitment and selection does not funnel through the applicant system (i.e., hiring of a temporary employee), then the hiring documents (resume, job description, etc.) should be uploaded to Workday.