How Should I Handle a Missing Employee File Delaying Final Payment? Seeking Advice

Dear HR Community, I m working in an FMCG group as an "Assistant Manager HR" Currently we don't have any HR Manager and I am directly reporting to GM. A personal file of employee is missed place due to negligence of finance department in final settlement of employee from Manager Finance, due to this final payment of employee is going to late and employee is directly contacting with CEO of the company but our GM is not signed the payment without file. I would like to have your kind comments on it and suggestions for me what to do next Looking forward Sara Malik

If you are maintaining all the details of that employee in a Master Roll, regenerate a new file and present it to your GM. Hope this will help you.

We won't have any other related documents of that person like academic certificates, promotions, past experience, etc.

Please see the PF deduction started from the date of joining and get the Leave balance if PL/EL encashable. Also, get to know if ESI is deducted too. Based on his designation and grade, get the CTC. Write if more is required.

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Hi,

Apart from all those suggestions, I would say that it's not a bad idea to talk to the leaving employee on a friendly note. Don't tell him that the personal file is misplaced, but you can request him to provide you with a copy of all those employment-related documents that you have collected for your records. It definitely helps you in closing the file properly with all details back into your kitty. I am suggesting this because only that employee will have his copies, and it's not wrong to ask him again. Good luck.

This is a good idea to ask him to provide his copies. Otherwise, you can directly approach your GM and tell him the truth since the cheques for final payments are ready. However, it is the responsibility of the Manager of Finance, and when he has no problem, then it should not be an issue. The details of attendance, PF, Gratuity, Leave Encashment are all with you; therefore, I don't find anything missing. Please let me know.

Ashok Juyal

This is a good idea to ask him to provide his copies. Otherwise, you can directly approach your GM and tell him the truth since the cheques for final payments are ready. However, it is the responsibility of the Manager Finance, and when he has no problem, then it should not be an issue. The details of attendance, PF, Gratuity, Leave Encashment are all with you; therefore, I don't find anything missing. Please let me know.

Ashok

Hello, can you suggest to me how to maintain the employees' personal files? I tried some ideas I found myself, but they are not useful for me properly. Kindly help me.

Thank you.

Hi,

A document management system can be helpful here. It can be used to track, manage, and store documents, thereby reducing the need for paper. greytHR, an HR and payroll software, has a document management module (URL: [https://www.greythr.com/in/features/document-management-software/](https://www.greythr.com/in/features/document-management-software/)) that helps you manage your documents. It enables you to carry out all these responsibilities with ease while automatically updating the employee records.