Personnel File Audit Software | Employment Procedures, Systems and HR Policy Reviews

Performance Evaluations

This reference letter provides documentation of the high-level of customer satisfaction my company has experienced since partnering with Triton for insurance and human resource services. After becoming increasingly dissatisfied with our previous agency, we selected Triton from several candidates, and continue to use them, for the following reasons:

> Their ability to aggressively negotiate with insurance companies, helping us obtain the coverage we desire at a price that appears to be reserved for companies much larger than our current level of 150 employees.

>Triton’s management team is very knowledgeable of the insurance industry and of a wide variety of human resource issues; this provides us the confidence to rely on their input when making decisions in these areas.

> Strong administrative support has been provided by Triton during our annual open enrollment and throughout the remainder of the year. Many insurance agents’ administrative departments can not support the promises made by their sales staff which in turn places an undue burden or additional costs on the client. Our company unfortunately experienced frequent billing errors, were forced to make the same requests numerous times and were constantly correcting errors involving employee’s coverage and pay when we were with a much larger agency.

Triton’s professionalism and ethical integrity has been a major factor in our companies success in reducing the administrative burden and costs related to areas of insurance coverage and human resource support. I strongly recommend Triton’s services to others.

Robert A. Lockhart, COO

How would your company rate if its policies, procedures, and personnel files were audited right this very minute?

Even small companies need to conduct audits of their HR policies, procedures, and personnel documents. Triton HR takes the stress out of developing and managing performance policies with our sample HR policies, templates on employee performance evaluation, performance appraisal software, sample HR letters, sample job descriptions and tools for training meetings.

Companies of all sizes are subject to federal and state wage and hour laws, laws related to safety, workers compensation and unemployment insurance, and state and federal laws related to tax withholding. Triton HR provides useful t ools to manage performance policies including: performance appraisal software, sample HR letters, templates on employee performance evaluation, sample HR policies, sample job descriptions and tools for training meetings.

Many of the posting and recordkeeping requirements apply to all employers regardless of size. Michael Fishberg, a partner at the law firm of Brown Raysman Millstein Felder & Steiner, recommends the following steps for conducting an audit of personnel files and related documents:

Review personnel files to make sure the basic employment documents have been retained, e.g., signed employment applications, offer letters, authorizations for background checks, signed employment agreements, employee handbook acknowledgments, signed noncompetition agreements, copies of all performance evaluations, documentation relating to any disciplinary action, records related to training, records related to pay increases, promotions, or transfers, and separation agreements and paperwork.
Review medical files to make sure copies of any medical records or FMLA paperwork have been retained and are kept in separate, confidential files.
Audit I-9 forms to make sure there is a completed form on file for each employee.
Review job descriptions to make sure they are up to date and accurately reflect current duties and job requirements.
Review FLSA designations to make sure jobs are properly classified as exempt or nonexempt and employees are paid accordingly.
Consider what laws apply (e.g., Title VII applies to employers with 15 or more employees and the FMLA to employers with 50 or more employees) and whether changes in the company might mean there are additional laws to consider.
Review the employee handbook and/or personnel policies at least annually to make sure they are up to date.
Check to make sure the required notices are posted in the workplace and that the most recent information is posted, e.g., has the minimum wage in the state changed recently requiring a new poster.
Review forms such as employment applications, authorizations for background checks and/or drug testing, employee handbook acknowledgments, COBRA notices, FMLA notices, forms related to benefits, etc. to make sure they are up to date and comply with the law.
Audit performance evaluations and other performance-related documentation to make sure they are completed in a timely manner for all employees.

This sounds like a lot of work and it is. However, the investment of time and energy in making sure the company has the policies, procedures, and documents it needs to manage employees and the business, and to defend itself if a complaint or lawsuit is filed, is well worth the effort.

For useful tools to manage personnel policies including performance appraisal software, templates on employee performance evaluation, sample HR letters, sample HR policies, sample job descriptions, and tools for training meetings, call Triton HR today at (866) USTRITON.