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Payroll File Contents



The employee payroll file is the repository for everything that has to do with an employee's pay check. The main reason to create a payroll file is to limit access to other employee confidential information. The payroll file enables accounting staff to pay the employee without accessing employee confidential information. Accounting staff can keep payroll records where it makes sense for paying the employee. See what belongs in an employee payroll file.

The payroll file limits accessibility to confidential employee information. The employee payroll file enables accounting and finance staff to have the information they need to pay the employee in a handy location. Human Resources does not need to monitor access to the employee payroll files.

Contents of an Employee Payroll File

  • Offer letter signed by hiring manager, Human Resources, and employee
  • Pay authorization signed by Human Resources and the hiring manager when an employee contract exists
  • W-4 Form
  • Paperwork and authorization relating to any employee benefit that involves a payroll deduction
  • Direct deposit authorization form
  • Salaried time accounting forms
  • Hourly weekly time sheets
  • Time clock records, where used
  • Attendance records
  • Expense reimbursement requests including documentation and receipts for travel and other authorized expenditures
  • Tuition reimbursement forms and receipts for payment, books, and so forth
  • Pay advance request form
  • Company loan documents and payment schedule
  • Garnishment orders and records
  • Authorization for release of private information
  • Paperwork relating to each employee raise
  • Paperwork related to any bonus, profit sharing, or recognition award
  • W-2 forms
  • Authorization for any other payroll actions that your company permits

Additional documents related to personnel files are available.

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Disclaimer – Please Note:

Susan Heathfield makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice both on this website, and linked to from this website, but she is not an attorney, and the content on the site, while authoritative, is not guaranteed for accuracy and legality, and is not to be construed as legal advice.

The site has a world-wide audience and employment laws and regulations vary from state to state and country to country, so the site cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct. The information on this site is for guidance, ideas, and assistance only.

Also Known As: employee files, employee records, human resources files, documentation
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