Resource Administration

Maintaining Employee Records

Employees have three official files: personnel, payroll and medical (if needed). The files for non-bargaining unit employees are kept in the Office of the Vice President. Personnel file documents can include resume, transcripts, performance reviews, commendation letters and any disciplinary actions.  The payroll file typically contains annual salary letters, data sheets, and other documentation of pay history.  Medical files contain any medical documentation that is submitted for FMLA or other work-related purposes.

Employees have the right to review their personnel files and may do so by making a request at least one full business day in advance to hr@studentaffairs.duke.edu  Supervisors and managers wishing to review their employees’ personnel files should contact hr@studentaffairs.duke.edu to schedule a time.  Review of personnel files will be on site as files cannot leave the office.