Employee file management
- Sections in the handbook
- 19
- Paid time off, hours a year
- 120
- PTO accrued per period, hours
- $4.62
Every figure on this page is computed from the inputs you enter, by the method stated below it. The only constants HeadcountDesk supplies are the published federal payroll tax rates and the overtime multiplier, each cited where it is used. The defaults are a worked example to replace with your own.
Employee file management for a small employer is one file per person, the same shape for everyone, with the documents an audit or a dispute will ask for: the signed handbook acknowledgement, the contract, the onboarding record with the forms, the timesheets, the reviews, the letters and the change forms, and the medical and I-9 material kept apart from the rest as the law requires. The employee handbook template on this site produces the first document in every file, free; HeadcountDesk Pro is the file.
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One shape for every file
The same sections in the same order for every employee: acknowledgement, contract, onboarding, timesheets, reviews, letters, changes. A file found in seconds is a file that gets used; a shared drive organized by whoever set it up is not.
What is kept apart
Medical information, the I-9 and its supporting documents, and anything about a protected characteristic are kept in their own place with their own access, not in the general file. The system enforces that; a folder does not.
Retention and the reminders
Each document has a date it can be destroyed and a reminder before then; each open item, an unsigned acknowledgement, a review due, has a reminder to the person who has to act. Pro does both.
The documents, produced free
The handbook, the contract, the onboarding checklist, the timesheet and the review are each a free tool on this site with no account. Pro is where the file lives. From the vendors' own pricing pages: Homebase lists Essentials at $24 per location per month billed annually or $30 monthly, with a free Basic plan for one location of up to ten employees; BambooHR lists Core at $10 and Pro at $17 per employee per month; Deputy lists Core at $6.50 per user per month. HeadcountDesk Pro is $24 a month per location.
Employee file management: common questions
What must be in an employee file?
The signed handbook acknowledgement, the contract, the onboarding forms, the timesheets, the reviews and the letters, with medical and I-9 material kept separately.
How long do I keep employee files?
Each document has its own retention period under federal and state rules; the file records the date for each and reminds you before it.
Is it free?
The documents are free tools on this site. Pro, the file with the reminders, is $24 a month per location.
Will it do what you need for Employee file management?
Tell us what your business needs and we will tell you straight whether HeadcountDesk Pro does it today, whether it is coming, or whether you are better off with something else. A person reads these and replies.