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Per the PA Dept. of Labor & Industry (PAPL&I)
"Personnel file." If maintained by the employer, any
application for employment, wage or salary information, notices
of commendations, warning or discipline, authorization for a
deduction or withholding of pay, fringe benefit information,
leave records, employment history with the employer, including
salary information, job title, dates of changes, retirement
record, attendance records and performance evaluations.
The term "personnel file" shall not include records of an
employee relating to the investigation of a possible criminal
offense, letters of reference, documents which are being
developed or prepared for use in civil, criminal or grievance
procedures, medical records or materials which are used by the
employer to plan for future operations or information available
to the employee under the Fair Credit Reporting Act (84
Stat.1127-1136, 15 U.S.C. §1681 et. seq.).
Local Union
614 strongly recommends each member review their personnel file once a year.
HERE’S HOW:
·
Send a written request to your local Human Resource
Representative via e-mail, fax or company mail.
·
Keep a copy of the request for your file.
The Company has a
reasonable amount of time to show your personnel file to you. If this does not
happen, contact your Steward.
Your written request should
read very simply:
“I wish to view my full and complete personnel file as soon as possible.”
When
viewing your file:
·
List on a separate sheet of paper, each
document that is in your file. Sign and date your list. Ask the HR
representative if they would also sign and date your list (they’ll likely
refuse).
·
Put original list in your file and keep copy for
yourself.
Why? Your request is
to review your full and complete personnel file as of that date. If any
document is added to your file at a later date that should have been included at
your review, it cannot be used against you.
Remember, there
is only ONE personnel file and that is the one you are being shown. It
is your Human Resource Representative’s responsibility to review your
supervisor’s file to determine if any documents he/she has or should be included
in your personnel file. This is to be done prior to your review of the record.
This is why it is very important to list all documents that are in your file at
the time of your review.
For more information, visit:
Pennsylvania Department of Labor and Industry
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