ALL DOCUMENTS MUST BE COMPLETED (NECESSARY SIGNATURES AND DATES) TO
BE INCLUDED IN EMPLOYEE FILE OR SUB FOLDER
MANILLA PART-TIME EMPLOYEE FILE
ITEMS TO BE PLACED IN FILE:
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All new hire orientation completed documents
PAFs
Application
Disciplinary Action Form
Coaching Form
Memos of Record Form
GA 800s Form
Other Documents Approved by VLPRA Director
Miscellaneous Documents to include:
o Wage Requests (excluding documents pertaining to garnishments)
o Work References
MANILLA BENEFIT FILE (FOR FULL-TIME EMPLOYEE)
ITEMS TO BE PLACED IN THIS FILE:
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Retirement Plan Enrollment
Retirement Plan Deferral
Retirement Plan Designation of Beneficiary
Enrollment Change/Cancellation Documents for Group Benefits and Supplemental
Benefit Payroll Deduction Authorizations/Agreements (excluding authorization for
direct deposit)
Certifications of Credible Coverage
Support Documents for Qualified Changes Outside of Open Enrollment Period
Other Documents Approved by VLPRA Director
Memos/Notices to Employee
o Benefit Information and Status
DO NOT STORE THESE ITEMS
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EOBS
Enrollment/Application Pages Containing PHI
SHORT TERM DISABILITY & LONG TERM DISABILITY SUB FILE
LABEL EXAMPLE:
Last Name, First Name M.I. STD or LTD
Start Date:
End Date:
MEDICAL FILE: STORED AWAY FROM EMPLOYEE FILE
ALL DOCUMENTS MUST BE COMPLETED (NECESSARY SIGNATURES AND DATES) TO
BE INCLUDED IN EMPLOYEE FILE OR SUB FOLDER
ITEMS TO BE PLACED IN THIS FOLDER:
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Any Document that has PHI (Private Health Information)
Post-Hire Medical Questionnaire
Employment Physical Results/Documents
Drug Screen Results
Medical Review Officer Toxicology Reports
Explanation of Benefits (EOBs) from Insurance Career
Doctor’s Notes/Excuses for Absenteeism (excluding such for FMLA or WC of STD/LTD)
PHI Waiver for Insurance Claim Assistance/ Investigation on Behalf of Employee
Other Documents Approved by VLPRA Director
DO NOT STORE THESE ITEMS:
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Documents Pertaining to WC or Potential WC Injuries or Claims
Documents Pertaining to a FML Claim
PHI or EOBs for Family Members
Documents Pertaining to a STD/LTD Claim
(STD/LTD Claims should be Tracked/Kept in a Manilla Sub Folder of the Blue Medical
File)
PART-TIME OFF FILE: STORED WITH EMPLOYE FILE
ALL DOCUMENTS MUST BE COMPLETED (NECESSARY SIGNATURES AND DATES) TO
BE INCLUDED IN EMPLOYEE FILE OR SUB FOLDER
ITEMS TO BE INCLUDED IN THIS FILE:
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VLPRA
Reports of Leave of Absence
Acceptable Attachments:
Jury Summons
Subpoena
Clerk of Court Excuse
Document from Valid Agency
National or State Defense Deployment or Training
Other Documents Approved by VLPRA Director
DO NOT STORE THESE ITEMS:
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Doctor Excuses/Notes/Documents Containing PHI
Documents Pertaining to a FML Claim
Documents Pertaining to WC or Potential WC Claim
Documents Pertaining to a STD/LTD Claim
o STD/LTD Claims should be Tracked/Kept in a Manilla Sub Folder of the Blue
Medical File
CRIMINAL HISTORY/MOTOR VEHICLE REPORT FILE
ALL DOCUMENTS MUST BE COMPLETED (NECESSARY SIGNATURES AND DATES) TO BE INCLUDED
IN EMPLOYEE FILE OR SUB FOLDER
ITEMS TO BE INCLUDED IN THIS FILE:
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Criminal History Request Form
Criminal History Results
Motor Vehicle Request Form
Motor Vehicle Results
Driver’s License
All Documents Including Criminal History Record
Other Documents Approved by VLPRA Director