Employee documents

In the United Kingdom, employee documents refer to all the official papers and records that are kept by an employer for each member of staff. These documents serve as a permanent record of an individual’s employment history with the company.

The key components of employee documents typically include:

1. Application Form: A detailed form completed by the job applicant, which provides information about their education, work experience, skills, and qualifications.
2. Contract of Employment: A legally binding document that outlines the terms and conditions of an individual’s employment, including job title, salary, working hours, holiday entitlements, and notice period.
3. Job Description: A written summary of the key responsibilities and duties associated with a particular role within the organisation.
4. Personal Details Form: A form used to record an employee’s personal details, such as their name, address, date of birth, National Insurance number, and bank account details (if applicable).
5. P45/P60 Forms: These are official HMRC forms that detail an individual’s tax deductions and year-end pay statements.
6. Payroll Records: A comprehensive record of an employee’s salary payments, including dates, amounts, and any deductions or additions made to their pay.
7. Holiday Entitlement Record: A document used to track an employee’s annual leave entitlement, including the number of days taken and remaining.
8. Sickness Absence Record: A record of an employee’s periods of absence due to illness or injury, which may be used to monitor attendance and potential disciplinary action.
9. Disciplinary Records: A document that details any formal disciplinary actions taken against an employee, including warnings, suspensions, and dismissals.
10. References: Written statements from previous employers (or other relevant individuals) that provide information about an individual’s work history, skills, and character.

These documents are essential for maintaining accurate records of an employee’s employment history, which can be used to inform future HR decisions, such as promotions, transfers, or disciplinary actions.

AceRota allows employees to electronically sign and store important documents, such as contracts, policies, and procedures, making it easier for them to access and understand their terms of employment.