Fayette Employee Records ordinance (§ 125.450)

A. Certain records must be kept in accordance with the Fair Labor Standards Act (FLSA). The City Clerk will be responsible for maintaining a current and accurate file on each employee under his/her direction. Department head/Superintendents will maintain work logs and time sheets for all personnel and will submit same to the City Clerk or designee. Personnel files will be preserved according to the State of Missouri retention manual.

B. Information To Be Included In Each Employee File. The following information is required by Part 516, FLSA, to be maintained within each employee's personnel file:

1. Name of employee, in full.

2. Home address, including zip code.

3. Date of birth, if under nineteen (19).

4. Gender.

5. Occupation (job classification, including step and grade).

6. Job description signed.

7. Total additions to or deductions from wages paid.

C. The following must also be maintained and filed.

1. Employee's anniversary date (day, month and year employee reported to work).

2. Employee's attendance record.

3. Records of accumulated vacation time and sick leave.

4. Records of any benefits accruing to the employee.

5. Documentation regarding the employee's status - reprimands, commendations, legal actions, resignations, and such other documentation that is relevant.

6. All employees hired after November 6, 1986, must have on file an Employee Eligibility Verification Form (I-9).

7. Time of day and day of week on which the employee's workweek begins.

8. Daily and weekly hours of work.

9. Regular hourly rate of pay in any workweek (used as base rate to calculate overtime pay or compensatory time.) (See Part 553, FLSA).

10. Total daily or weekly straight time earnings.

11. Total overtime compensation for any workweek.

12. Total wages paid each pay period.

13. Date of payment and the pay period covered by the payment.

14. Social security number.

D. Repository. The City Clerk shall designate the repository(s) for all personnel files and records.

E. Confidentiality. Personnel files will be maintained as confidential and information will be revealed to only those persons who submit a written request and who have a reasonable and documented "need to know", and approved by the Board of Aldermen.

F. Public Records. Salary ranges, position classifications, and basic employment information shall in all cases be made available to the public on request at reasonable times with the approval of the City Administrator.