Common use of Personnel and Payroll Records Clause in Contracts

Personnel and Payroll Records. Adequate security must be maintained over personnel and payroll records with access restricted to authorized individuals. Any automated personnel and payroll records which contain confidential information such as employee addresses, medical condition information, etc. should be adequately encrypted to prevent unauthorized access and use using the latest encryption standards. Personnel and payroll records shall include, but are not limited to, the following:  Employee’s authorized salary rate  Employee information sheet (e.g., employee contact information, emergency contact information, etc.)  Resume and/or application  Proof of qualifications for the position, if required (e.g., notarized copy or original diploma, license(s), etc.)  Performance evaluations  Criminal record clearance (if required)  Citizenship Status  Benefit balances (e.g., sick time, vacation, etc.)  Health Clearances (if required) Benefit Balances Employee benefit balances (e.g., sick time, vacation, personal time, etc.) should be maintained on at least a monthly basis. Benefit balances should be increased when benefit hours are earned and decreased as hours are used.