| Pull the employee’s entire personnel record | - This includes the following files:
- General file
- Payroll file
- Confidential file
- Medical file
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| Ensure the files contain the appropriate documents | - Refer to the appropriate checklists:
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| Determine if the employee has been paid on a contract and/or grant | - If Yes, separate out the employee’s payroll file and retain in the department.
- If No, purge the employee’s payroll file of all time records that are more than 5 years old.
If an employee is a work-study student, do not purge any timesheets; forward with rest of documents. |
| Seal the medical and confidential files | - Place the medical and confidential files in a tamper-proof envelope and label with the:
- name of each file
- transfer date
- employee identification number
- employee name
- your department name.
These files should remain sealed by the new department until there is a legitimate business need to access the information |
| Forward all appropriate files to the employee’s new department | - Access the EDB, verify the employee's new UCI department and forward their personnel record to that department in one of the following ways:
- Hand-delivered by a department representative in a tamper-proof envelope.
- Interoffice mail in an appropriately secured envelope.
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