Parish Human Resources

Managing Personnel Records

All congregations should keep a personnel file on record for each employee, including clergy. Clearly, these files are confidential and should be kept under lock and key.

Personnel files should include:

• Materials from the original application (resumé, cover letter, application form)
• Any letters of agreement
• Salary history
• Data such as address, phone, Social Security number
• Performance reviews and any disciplinary documentation

Other information which might be found in the primary personnel file:

• Verifications of employment
• Federal and state tax forms (W-4 and MW-507 for employees in Maryland)
• Annual housing allowance declarations
• Benefits enrollment forms

A second, separate file should be created for employees if medical information is required. This might include return-to-work releases from doctors or an application for disability leave. Any medical history should be kept separate from the primary personnel file.

All personnel files are “recoverable.” That is, if a congregation were to be sued under employment law, the congregation might be legally asked to submit the personnel files. Given this, it is important that the files be complete and consistently managed.

A separate binder should contain a Form I-9 for each employee. These federally required forms should not be put in personnel files, since Immigration and Customs Enforcement rules allow agents to take the files which include I-9s, along with all the other contents of those files. Follow this link for more information in the Form I-9.