5 Legal Documents Your HR Department Maintains

5 Legal Documents Your HR Department Maintains

HR departments are responsible for maintaining compliance with federal and state laws and liaison between the company and the employees. As a result, there are several legal documents that your HR department will keep on file.

1. Employment Agreement

Employees need to be able to show who hired them with the legal backing of a formal contract. The reason is, if the company changes hands, employees may need to get a new document reflecting their employment. It’s best to have a signed legal agreement in place from the beginning.

Signature Bonus Contract

Signing bonuses are legal, and many companies keep a record of who received which one. This is particularly important for hourly workers, who often earn under the same salary. It also helps keep track of bonuses paid out twice a year (on average) or when one bonus is lost in a merger or acquisition. Signing bonuses need to be paid out monthly, in a lump sum, in addition to the regular salary.

2. Employee Manual

An employee manual shows details on how employees should follow company policies and how HR should address any issues. It also includes training, written requests for time off, disciplinary matters, and information about wellness programs.

Meeting Minutes

A meeting record book is an excellent way to document critical information about business functions, including business goals and practices. A meeting minutes book should include general information about a company meeting and individual responsibilities and attendance.

3. Career Path

The career path serves as a way to outline the courses and opportunities available to employees. The careers section shows the percentage of employees with each job title, location, and career advancement.

4. HR Policy and Procedure Manual

HR Policy and Procedure Manuals, are regularly updated documents that outline the guidelines of your HR department. Although not typically shared with employees, they provide the basic rules for efficiently conducting work.

Employee Handbook

Your employee handbook typically focuses on fundamental employee rights and responsibilities. It may be required for all new employees to complete and sign, but it is more likely that they update their employee handbook after a few years of employment. Manuals should include company policy related to several issues, including performance, time, and attendance, potentially criminal or legal repercussions, and work hours.

5. I-9 Form

It is essential to obtain copies of the I-9 form to determine if an employee can work in the United States. The I-9 form is to verify your employees’ work authorization status in the United States. An I-9 form is issued electronically, so employees can electronically file it and file it from anywhere in the world.

USDS Form I-278E

The United States Department of State will mail a USDS Form I-278E directly to you. The form is to verify the status of employees who have undergone the Department of Homeland Security’s procedures for admitting foreigners into the United States.

USDS Form W-2

The United States Department of State will also mail you a Form W-2 to verify that an employee can work in the United States.

Payroll Records

In addition to tax documents, employee and salary records are kept by HR departments. These are commonly called pay stubs. However, many other payroll documents can be used by HR departments to process and pay the workers they employ. These include annual salary, wages, overtime, and commissions.

Records of Leave for Sick or Vacation Time

The company will hold information about how many sick or vacation days it provides to its employees. However, there will also be information about how many of the days employees take. HR departments will keep this information in records that include time sheets.

Look for the best legal document management system to secure all this information. A document management system that is cloud-based and allows you to manage your legal documents safely and securely all in one place. They have guided templates to help you add new information and documents and allow family members to collaborate.

Now that you know the top legal documents HR Departments maintain, you should get a legal document management system to help with your legal document needs. It can save you from a lot of hassles and issues.

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