Southeastern Technical College shall maintain an official personnel file on all Southeastern Technical College employees. Files will be maintained in accordance with TCSG Policy III. N. Personnel Files.
Filing Guidelines
Personnel files will be subdivided as follows:
Green File Folder
(Human Resources file):
Panel 1: State tax forms and
federal tax forms
Panel 2: New Hire
Paperwork (ex: signed policies and
procedures)
Panel 3: All payroll
information (ex: direct deposits, foundation authorization cards, state
charitable contributions, 401, 457, and/or 403 deduction authorizations,
garnishments, etc.)
Panel 4: Credit check and
criminal background checks
Panel 5: Pension
information only for ERS and TRS (ex: beneficiaries, applications to
the plan, and miscellaneous TRS or ERS letters to the employee)
Panel 6: All State health
benefits information (ex: confirmation statements, application to state
health, flex information, etc.)
Brown File Folder
(performance file):
Panel 1: Application for
employment, position announcement, job description, request to hire, and
employment offer letter.
Panel 2: Employee resume,
cover letter, certifications, and transcripts
Panel 3: Confirmation
letter of salary
Panel 4: Personnel Action
Forms
Panel 5: Staff Development
Plans and forms
Panel 6: Performance
evaluations
Green files are for HR use only. Brown files may be viewed by the President, Provost, Vice Presidents, or an employees supervisor.