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USA Operations Centers Requests to Review Human Resources Information May 2017
Specific details on each exception may be found within the General Information.
The following policy provides guidance for processing an employee or former employee’s request to review their Human Resources Information.
Subject to any applicable legal requirements, the following standards should be utilized by Joyner Human Resources when responding to a request from an employee or former employee to review their Human Resources information.
Access to personal Human Resources information, including Personnel Files, Personnel Records, or the Official Employee Drop Files, will be made available upon written requests from current and former Joyner employees or their designated representative.
Current active employees make their request by completing the Request to Review Human Resources Information Form, available via the intranet on Joyner Forms. Former employees or employees on leave who cannot access the form, may instead submit a written request (paper or electronic), specifying the information sought.
An employee or former employee requesting to review their Human Resources information will have the responsive records mailed directly to the requester’s home mailing address. Upon written request from the employee or former employee, a review with an HR Representative may be available. Such a review may be performed in person, or virtually, via telephone. Reviews with an HR Representative will be conducted during business hours. It is the requester’s responsibility to travel to the specific location, when an in-person review is requested.
Except as provided by law, requests will be limited to one request every 60 days.
Joyner will not charge current/former employees or their designee for copies of documents created for the review.
The standards for responding to requests to review Human Resources information shall be administered subject to applicable law. State specific information and contact information for questions on the State Regulations and contact information for questions can be made available by contacting Legal Services and should be taken into account when collecting the documentation for review.
Human Resources Information Available for Review
Except as required by law, the following provides a list of the records Joyner makes available for review upon the request of a current or former employee.
Records contained within the Official Employee Drop File
Compensation/Payroll Records
Benefits Records
Medical Records (as approved by Safety & Insurance Services)
Americans with Disabilities Act (ADA) records (as approved by the ADA Team)
Pre-Electronic Code of Conduct Acknowledgement and Disclosure Forms
Electronic Code of Conduct Acknowledgement and Disclosure Forms - available to the requester through HR Employee Care (HREC).
Job Posting records
Note: Due to the storage nature of some records (electronic repositories vs. paper documents), the use of third party administrators, and/or privacy requirements, some records cannot be compiled by Human Resources staff members. In these cases, the requester may be referred to internal or external parties to self-collect these records as permitted by law. Some examples of these situations include, but may not be limited to:
Payroll records – Available via the “My Paycheck” intranet application.
Worker’s Compensation records – Provided directly to the employee only.
Benefits records (including Pension records) – Provided directly to the requester via HR Employee Care or The Joyner Benefits Center
Human Resources Information Not Available for Review
Except as required by law, the following provides a list of record Joyner does not make available for review by a current or former employee, or their designated representative:
Reference Checks (including letters of reference)
Security Checks
Background Checks
Employment Test Documentation (Except for cumulative rating/score).
OSHA and Safety Reports
Supervisor Drop Files
Termination and Post-Termination Documents
Note: State laws vary regarding information that can be withheld from review. Resources regarding State Regulations and contact information for questions can be made available by contacting Legal Services and should be taken into account when collecting the documentation for review.
Following is the process and required steps for review of personal Human Resources Information:
Active employees: Complete the Request to Review Human Resources Information form available on Joyner Forms.
Former / On-Leave employees: Send an e-mail to hr@joynertransportation.com or, a written request to Records Specialist, Joyner, HR Records Division, Human Resources Department, 1201 W. Peachtree Street NW Suite 2304, Atlanta, GA 30309, identifying the records being requested.
Depending on the nature of the request, the employee/former employee may be contacted by an HR Records Specialist to clarify the specific documents needed.
Copies of all documents being provided, in the form of a records packet, will be sent to the requester’s home mailing address. No original documents will be provided. If review with an HR Representative is desired, the requestor should contact the HR Representative to specify this request. The HR Representative’s contact information will be provided with the records packet. Requests for in-person reviews will be conducted at the closest feasible Joyner location with Human Resources presence. It is the requester’s responsibility to travel to the specific location as needed.
The employee/former employee may question the pertinence or retention of any document. The employee/former employee may also request a change or correction to any document. These requests should be made in writing to the assigned HR Representative. The current or former employee will be notified in writing of Joyner’s response to the written request. If Joyner refuses a request to change or amend any part of an employment related record, individuals who disagree with the refusal may prepare a written statement for placement in the file, giving the reason for the disagreement.
Managers and Supervisors who receive requests by employees to review their personnel files should direct employees to the Request to Review Human Resources Information form and this policy.
Managers and Supervisors may receive requests from the Human Resources Department for documents relating to the employee. These requested documents should be provided to the Human Resources Department Representative or HR Records Specialist in a timely manner.
The following procedures should be followed when the HR Records unit receives a request for review of Human Resources information.
Providing the HR Records:
The HR Records Specialist should review the request, and contact the current/former employee, if necessary, to clarify the specific types of records being requested for review.
The HR Records Specialist will send a copy of the request to the assigned HR Representative and ask for approval to proceed with fulfilling the request, or ask for assistance if the request is to review HR records not contained in the Official Employee Drop File.
Once a request to review the Official Employee Drop File is approved, the HR Records Specialist should then review the Human Resources Information Available for Review and the Human Resources Information Not Available for Review sections in this policy, to assemble the records packet. The records packet will be mailed to the employee’s home mailing address. A signed receipt may be required.
The HR Records Specialist will attach a Records Packet cover letter to the Records packet. The cover letter will include the assigned HR Representative’s contact information.
Only photocopies of the requested documents will be provided. Original documents from the Official Employee Drop File or other sources will not be provided for review. Similarly, original drop files will not be released from the HR Records area, for any internal reviews.
The HR Records Specialist will date and initial the Request for Review of Human Resources Information form and send to the Supervisor Drop File to be filed. If the request is from a former employee, whose Supervisor Drop File had met all information retention requirements, the request may be stored in the Official Employee File.
If a Review is Requested with the Assigned HR Representative:
When an in-person or virtual review is requested, the HR Representative should contact HR Records to request a copy of the Official Employee Drop File and will assemble any additional records to be provided. The HR Representative will contact the current or former employee to schedule a time for the review. Some States require a specific timeframe for the employer to schedule or complete the review. Resources regarding specific questions on State Regulations can be made available by contacting Legal Services and should be taken into account when collecting the documentation for review
If an in-person review is requested, the requester will be required to travel to the closest Joyner facility with Human Resources presence. The review will be conducted during the business hours of the selected facility. For virtual reviews (telephone, on-line with video, etc.), a mutually convenient time for the requester and HR Representative will be determined.
During an in-person or virtual review, the HR Representative meets with the current/former employee or their designated representative and provides the opportunity for review and discussion.
At the conclusion of the review, the HR Representative will document the handling of the review and file in the requestor’s Supervisor Drop File along with the Request for Review form, or written requests from former employees. If the request is from a former employee, whose Supervisor Drop File had met all information retention requirements, the request may be stored in the Official Employee Drop File.
Addressing Change/Correction Requests or Questions of Document Pertinence:
If an employee/former employee sends a written request for a change or correction of documents, and/or questions the pertinence of a document, the HR Representative should assess the request and notify the current or former employee in writing of Joyner’s decision regarding the request. If Joyner refuses to make the requested changes, individuals who disagree with the refusal may prepare a written statement for placement in the file.
The HR Representative will document any actions taken and file in the Official Employee Drop File. Statements from the current/former employee should also be placed in the Official Employee Drop File.