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Managing employee records in a restaurant

Maintain complete and comprehensive Employee Files is one of the most important things a restaurant owner does in limiting their liability as a business owner. Properly kept employee files help reduce workers comp claims, lawsuits and even insurance premiums. Take our advice and read the following article to learn what it takes for a restaurant owner to keep comprehensive Employee Files.

There are a lot of human resource management softwares on the market today. Some are integrated into timekeeping and payroll softwares like ADP, but may cost upwards of $10,000. How does a small restaurant on a tight budget track employee information when they can’t afford an expensive employee management software solution?

I would like to share with you a tool we have that helps you maintain your employee records. It is a spreadsheet that allows you to input lots of vital information and calculates employee absence and tardiness. I’ll share a detailed description as to what exactly is on the spreadsheet so you can take with you the knowledge without having to buy anything if you like. If so inclined, you may also purchase our Employee Record & Attendence Spreadsheet download from the webstore at www.bodellconsulting.com/webstore.html to make things simple and easy. I will also cover the other information you need to make sure you are keeping a comprehensive Employee File.

Employee Record & Attendence Spreadsheet

One of the main functions of an Employee Record is to record vital employee data. The following information should be included in any basic employee record:

  • Last name
  • First name
  • Birth date
  • Gender
  • Street address
  • City
  • State
  • Zip code
  • Cell/Home phone number
  • Email
  • Position hired for
  • Direct supervisor
  • Department supervisor
  • Emergency contact
  • Contact relationship
  • Contact work number
  • Contact cell/home number
  • Start date

In addition to all this basic information that you should be keeping on every employee, you should also have a digital or written record of every occurrence of all tardies, unexcused absences, excused absences, sick days used, vacation days used and personal days used.

Our spreadsheet allows you to track every occurence listed above day by day. It also adds all the occurrences into total columns for each occurrence so you can view the total number of tardies, excused and unexcused absences, sick days, vacation days and personal days.

With a spreadsheet, your employee information can be tracked digitally to cut down on paperwork. You can also print it to put a copy in the actual paper file for the employees.

Other information to include in an Employee File

Some other items you should store in your employee’s paper file include:

  • Job application and Resume
  • Written Employment Offer
  • Signed receipt for your Employee Policy Manual
  • Signed Job Description
  • Employee Contract
  • Signed Training Manual receipt
  • Copies of completed and signed Employee Evaluations
  • Completed W-2
  • Signed Reprimandsalong with copies of Employee Policy Manual pages showing which policy the employee violated
  • Signed Customer Complaint Reports or Employee Incident Reports involving employee
  • Signed Employee Benefit acceptance or denial
  • Awards or Bonuses earned
  • Any other contract, agreement or receipt signed by employee
  • Employee Termination record

One common form that employers make the mistake of putting in the Employee File is the I-9. I-9s should all be kept together in one file separate from employee records. This helps keep the employee records private from federal immigration agents should your I-9s be requested. Medical records should also not be kept in Employee Files to make sure you remain compliant with HIPAA rules on patient privacy.

I hope this article helps you as a restaurant or food service owner to keep employee records that will keep your business safe from fines, lawsuits and other liabilities. Visit our main website at www.bodellconsulting.com to see if there are any other operating, cost control or marketing issues we can assist you with.

Brandon O’Dell
O’Dell Restaurant Consulting
(888) 571-9068

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