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(A) The township shall comply with federal and state laws regarding income tax and Social Security deductions. All voluntary deductions shall be authorized in writing. The Clerk shall be notified at least five days prior to the end of the pay period of any changes in voluntary deductions or withholding allowances desired by an employee.
(B) The township shall make appropriate deductions to satisfy any court orders for garnishments or for child or spousal support orders.
(Board and Administrative Policies Manual, § 5.21)
(A) A payroll change order or other documentation shall be used to make any employee changes (e.g., setting or changing compensation, and deductions or withholdings) or to add a new employee to payroll. A payroll change order or other documentation must be signed by the Clerk.
(B) A new employee change order shall also be accompanied by the following:
(1) New hire reporting form;
(2) I-9 form;
(3) W-4 form; and
(4) Direct deposit authorization and/or any other voluntary deduction forms.
(Board and Administrative Policies Manual, § 5.22)
PERSONNEL RECORDKEEPING
(A) The Township Clerk or Personnel Officer shall maintain a permanent personnel record of each township employee. The personnel records shall be kept complete and accurate in compliance with federal and state laws and any applicable general record retention schedules adopted by the state.
(B) Each employee’s personnel file shall contain at minimum the following:
(1) Personnel data, including full name, Social Security number, current address, resume or application submitted and records of any pre-employment examination(s) (if required);
(2) Performance evaluations;
(3) Attendance/absence and use of authorized leaves;
(4) Commendations or disciplinary actions;
(5) Tax withholding information;
(6) Beneficiary information;
(7) Record of positions held; and
(8) Insurance and pension records.
(C) A personnel file shall not include:
(1) Employee references supplied to an employer if the identity of the person making the reference would be disclosed;
(2) Materials relating to the employer’s staff planning with respect to more than one employee, including salary increases, management bonus plans, promotions and job assignments;
(3) Medical reports and records made or obtained by the employer if the records or reports are available to the employee from the doctor or medical facility involved (HIPAA requires this information be kept in a separate file);
(4) Information of a personal nature about a person other than the employee if disclosure of the information would constitute a clearly unwarranted invasion of the other person’s privacy;
(5) Information that is kept separately from other records and that relates to an investigation of the employee by the employer regarding criminal activity that may result in loss or damage to the employer’s property or disruption of the employer’s business operation;
(6) Records limited to grievance investigations that are kept separately and are not used for the purposes provided in this division (C); and
(7) Records kept by an executive, administrative or professional employee that are kept in the sole possession of the maker of the record, and are not accessible or shared with other persons. But a record concerning an occurrence or fact about an employee may be entered into a personnel record if entered not more than six months after the date of the occurrence or the date the fact becomes known.
(Board and Administrative Policies Manual, § 5.25)
(A) Upon written request that describes the personnel record, any employee may examine the contents of his or her personnel file under the direct supervision of the Clerk or the Personnel Officer. If an employee demonstrates that he or she is unable to review his or her personnel record at the township, then the township, upon that employee’s written request, shall mail a copy of the requested record to the employee.
(B) An employee may obtain a copy of the information or part of the information contained in the employee’s personnel record. The township may charge a fee for providing a copy of information contained in the personnel record. The fee shall be limited to the actual incremental cost of duplicating the information.
(Board and Administrative Policies Manual, § 5.26)
(A) Board members, the Supervisor and the Personnel Officer shall be allowed to view any personnel file when necessary within the scope of their authority and responsibility. Confidential information contained in a personnel file shall be released to others only with written authorization of the employee.
(B) The contents of an employee’s personnel file shall not be removed from the township offices by anyone.
(C) The contents of the employee personnel files shall be considered confidential.
(Board and Administrative Policies Manual, § 5.27)
(A) The Supervisor or Personnel Officer shall review an employee or former employee’s personnel record before releasing information to a third party and, except when the release is ordered in a legal action or arbitration to a party in that legal action or arbitration, shall delete disciplinary reports, letters of reprimand or other records of disciplinary action that are more than four years old.
(B) When notice is required by law, the Clerk or Personnel Officer shall provide written notice to an employee or former employee of a release of the employee’s personnel records.
(Board and Administrative Policies Manual, § 5.28)
Copies of documents contained in the personnel files that are requested pursuant to the Freedom of Information Act, being 5 U.S.C. § 552 may be released only after information that is exempt from FOIA disclosure that may be contained on the document is redacted (deleted or edited out). The FOIA Coordinator may contact the Township Attorney for advice in responding to a FOIA request involving personnel records.
(Board and Administrative Policies Manual, § 5.29)
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