In Turkey, the management of worker’s personnel files is regulated by specific laws and regulations to ensure transparency, compliance, and fair treatment of employees. The Worker’s Personnel File, often referred to as “İşçinin Kişisel Dosyası” in Turkish, is a critical document that contains various records pertaining to an employee’s employment history and personal details. Understanding the documents required to be included in this file is essential for both employers and employees to maintain a structured and lawful employment environment. Here is an overview of the key documents that should be included in the Worker’s Personnel File in Turkey:
1. Employment Contract: The employment contract is the cornerstone of the employment relationship. It should outline the terms and conditions agreed upon by both the employer and the employee, including but not limited to job title, duties, working hours, salary, benefits, and termination clauses. This document serves as evidence of the mutual agreement between the parties and should be signed by both the employer and the employee.
2. Personal Information: Personal information of the employee such as full name, date of birth, marital status, contact details, and identification number (usually the Turkish Identity Number, T.C. Kimlik Numarası) should be included in the personnel file. This information is essential for identification and communication purposes.
3. Work Permits and Residency Documents (if applicable): For foreign nationals working in Turkey, relevant work permits and residency documents should be included in the personnel file. These documents demonstrate the legal authorization for the individual to work and reside in the country.
4. Education and Training Records: Documentation related to the employee’s education qualifications and any training programs attended during their employment should be maintained in the personnel file. This includes diplomas, certificates, and records of professional development courses.
5. Performance Evaluations: Performance evaluations provide an assessment of the employee’s performance and contributions to the organization. These evaluations should be conducted periodically, and records of such evaluations should be kept in the personnel file. They serve as a basis for promotions, bonuses, and other performance-related decisions.
6. Disciplinary Actions and Warnings: Any disciplinary actions taken against the employee, including warnings, suspensions, or terminations, should be documented in the personnel file. This ensures transparency and accountability in the disciplinary process.
7. Medical Records: Certain medical records may be required by law to be included in the personnel file, such as medical examination reports conducted before employment or during employment if mandated by occupational health and safety regulations.
8. Leaves of Absence: Records of leaves of absence taken by the employee, including sick leave, vacation leave, maternity/paternity leave, and other authorized leaves, should be documented in the personnel file. This helps track the employee’s attendance and entitlement to leave benefits.
9. Salary and Benefits Information: Documentation related to salary, bonuses, allowances, and other benefits provided to the employee should be maintained in the personnel file. This includes pay slips, tax records, and any other financial documents.
10. Termination Documents: In case of termination of employment, documents related to the termination should be included in the personnel file, such as resignation letters, termination notices, severance agreements, and final settlements.
11. Confidentiality Agreements and Non-Disclosure Agreements: If the employee has signed any confidentiality agreements or non-disclosure agreements, copies of these documents should be kept in the personnel file.
12. Any Other Relevant Documents: Any other documents relevant to the employment relationship, such as commendations, awards, or written communication between the employer and the employee, should also be included in the personnel file.
It is important for employers to ensure that the Worker’s Personnel File in Turkey is accurately maintained, organized, and kept confidential. Employees also have the right to access their personnel files upon request, subject to certain limitations and regulations. By adhering to the requirements outlined by Turkish labor laws and regulations, employers can effectively manage personnel files and uphold the rights of their employees in the workplace.
Key documents that should be included in the Worker’s Personnel File in Turkey
Job application form
Examination documents
Personnel identification card
Personnel signature circular
Employement contract
Insured employment declaration
Insured notification list
Application for general special discount
Personnel embezzlement and receipt card
Trial period evaluation card
Recruitment/periodic examination form
Work accident form/occupational disease form
Scorecards
Annual paid leave card
Sample identity card
Proof of residence
Marriage certificate sample
Diploma etc.
Photograph
Military service certificates
Citizenship number
Tax number
Blood group information
Trade union documents
Certificate etc.
Minutes and statements taken about
Warnings
Documents related to the trainings givenEtc.
