{"id":2742,"date":"2019-05-19T19:20:00","date_gmt":"2019-05-19T19:20:00","guid":{"rendered":"http:\/\/hr4free.web-romandie.ch\/?p=2742"},"modified":"2019-05-19T19:20:00","modified_gmt":"2019-05-19T19:20:00","slug":"employee-file-management-and-hr-salary-calculation-sample-personal-data-sheet","status":"publish","type":"post","link":"https:\/\/hr4free.com\/en\/HR-Department-Toolkit\/Employee-Personnel-File-Management-and-HR-Salary-Calculation-Sample-Personal-Data-Sheet","title":{"rendered":"Employee File Management and HR Salary Calculation \u2013 Sample Personal Data Sheet"},"content":{"rendered":"

Keeping employee files up-to-date allows saving a significant amount of time in various administrative areas<\/strong>, such as salary calculations, benefit and allowances payments, etc. It is therefore important to determine how these files will be structured and to keep them regularly updated, in order to ensure the accuracy of the available data. As a rule, the management of personnel files and their\u00a0regular update is the responsibility of the\u00a0Human Resources Department<\/em>.<\/p>\n

TOOLS<\/strong><\/h5>\n

Employee personnel files are customarily divided into sections such as:<\/p>\n

    \n
  1. Job Application \/\u00a0Employment contract and specific clauses<\/a><\/strong><\/li>\n
  2. Employee assessment forms\u00a0<\/strong>(end of the probation period<\/a><\/strong>\u00a0\/\u00a0periodic appraisals<\/a><\/strong>)<\/li>\n
  3. Summary of the technical data for the calculation of the salary\u00a0<\/strong>(gross salary, contributions, allowances, vacation entitlement…)<\/li>\n
  4. Standard administrative documents<\/strong>\u00a0(copy of the AVS card, allocation requests, work permit applications, bank details, tax declaration forms\u2026)<\/li>\n
  5. Insurance statements and claims\u00a0<\/strong>(accidents, loss of income, illness\u2026)<\/li>\n
  6. Pension fund-related forms\u00a0<\/strong>(affiliation request, transfer and exit forms)<\/li>\n<\/ol>\n
    PRACTICE<\/strong><\/h5>\n

    As a rule, the creation of a personnel file for a new employee requires at least the following steps, whatever\u00a0personnel administration software<\/em>\u00a0is used:<\/p>\n

    1. Collecting basic employee HR data:<\/strong>\u00a0First of all, a special form tailored to request the specific information needed by the company should be filled in by new employees. This relates in particular to their\u00a0contact information<\/em>\u00a0and\u00a0bank details<\/em>\u00a0(for pension fund affiliation and salary payment and reach them in case of absence). This requires a\u00a0personal data sheet (sample)<\/a><\/strong>\u00a0to be filled in by each employee. The usual documents should also be considered, such as extracting a copy of the family register, the AVS card, the children\u2019s school attendance certificates, etc.<\/p>\n

    2. Processing the data necessary to the calculation of the salary, professional expenses and social insurance contributions:\u00a0<\/strong>It is also important to consider how the technical data used for the\u00a0calculation of salaries<\/em>\u00a0and\u00a0social insurance contributions<\/em>\u00a0may be processed. Moreover, any changes in one of these parameters shall be immediately modified in the payroll software\u2019s database; the accuracy of the data that will be passed on to the Accounting and Finance department \u2013 and thus the accuracy of the pay sheet itself! \u2013 indeed depends on this. Such technical data may typically include:<\/p>\n