Employee information forms - or personnel information forms - are used for keeping an up-to-date record of your employees' information starting from their first day on the job. They provide the necessary data that can be used to keep track of past and current staff. These forms are also used to catalog the emergency contact information for all personnel to use in the event of any serious workplace injury, making them a priority on any employer’s new hire checklist.
An employee information sheet must contain the employee’s personal information - their full name, address, phone number, Social Security Number (SSN) and marital status - along with their position, department, start date, and salary. Over time, these records will be populated with the following additional information:
- The employee’s wage rate, pay periods and vacation pay records;
- Paid benefits and any written agreements to work excess hours;
- The employee’s leave of absence records and records of vacations taken;
- Date of termination.
Check local laws for legislation regarding the amount of time during which an employer is legally obligated to keep employee records after the employment relationship has ended.