Personnel Records
Employee’s personnel records are solely the property of Donnelly College and may be accessed only by persons with a legitimate need in the performance of their duties as determined in Donnelly College’s sole discretion, or by others as required by law, subpoena, or court order. Without limiting the foregoing, an employee does have the right to view that employee’s own personnel records in the presence of Human Resource Personnel.
To keep personnel, payroll and benefit records current each employee is responsible for updating their own Paylocity payroll data of the following changes by logging into Paylocity:
• Name
• Address
• Telephone number
• Emergency Contact
• Marital status - requires a marriage certificate to be uploaded
• Dependents - new dependents will require a birth, adoption, or foster care certificate to be uploaded
• Change in Benefit eligibility; Marriage, Birth or Adoption of a baby, Spouse employment change, Medicare eligibility, etc. - requires documents to be uploaded – 30 days to enroll for benefits or end benefits from date of change.
The employee is responsible for notifying the Human Resources office in writing via email of any of the following changes:
• Citizenship or work authorization - new identification will need to be loaded into EVerify and the I-9 reverified. Please contact Human Resources.
• Registration, certification, licensure
• Legal matter; misdemeanor or felony that occurs while in employment
• Other information having a bearing on employment
The employee will be responsible for providing the Human Resources Office with proof documentation for approved leave for jury duty, bereavement, emergency leave and extended sick leave. Personnel records are maintained to document employment-related decisions and to comply with government recordkeeping and employment requirements.