Foodservice operations require a lot of employees. And employees require a lot of paperwork. Whether you have a full-time human resources administrator or you do it yourself, keeping accurate and complete personnel records for each employee is a must.
This is where consistency, checklists and comprehensive systems are indispensable.
Back when I had two restaurants of my own, before automated and computerized systems, we developed a complete business infrastructure to keep on top of the rules, policies and endless details of a human resources department. A key component was the personnel file. When done right, personnel files are easy to maintain, provide comprehensive details of an employee's history with you, and make your job infinitely easier.
What goes into a personnel file?
- Checklists, from new hire to termination
- Progressive discipline and complimentary records
- Employee evaluation forms
- Injury and worker's compensation information
- Promotion and wage records
- Training completion and certifications
- Uniform sign-out's
- W2 and/or I9 forms
- Reference letters
- Insurance and benefits information
This is only a partial listing, but you get the idea.
We've made available a New Hire Checklist itemizing many more of the documents needed for every employee you hire. Many of these forms and documents can be found in the Employee Recruitment & Hiring Protocols and Forms and Orientation Through Termination Protocols & Forms. We've also provided a customizable Personnel File Policy to download and add to your own policy handbook that outlines what to do when employees want access to their personnel file, or have disputes.