The Employee File: What It Is and Why Your Company Needs One in Mexico

Managing employees in Mexico comes with specific legal and administrative responsibilities, and one of the most important is maintaining a well-organized employee file. These records are essential for legal compliance, payroll processing, and HR decision-making.

In Mexico, Article 804 of the Federal Labor Law requires employers to retain and present employee documents in case of legal disputes. But what does this mean for your business? In this guide, we’ll break down what an employee file should include, why it matters, and how to manage it efficiently.

What Is an Employee File?

An employee file is a structured collection of documents that record an employee’s relationship with the company, from hiring to termination.

Keeping accurate employee records is essential for:
✔️ Ensuring compliance with Mexican labor laws
✔️ Protecting the company in case of legal disputes or audits
✔️ Managing payroll and benefits efficiently
✔️ Tracking employee performance and career growth

What Documents Should Be Included?

An employee file should contain all essential records related to the individual’s employment. These documents typically fall into three categories:

1. Recruitment Documents (Collected during the hiring process)

📄 Resume (CV)
📄 Official Identification (Passport or INE – Mexico’s National ID)
📄 CURP (Unique Population Registry Code – Mexico-specific)
📄 RFC (Federal Taxpayer Registry – Mexico-specific)
📄 Proof of Address
📄 Signed Job Offer Letter

2. Personal and Performance Records

📂 Employment Contract (Fixed-term or Indefinite)
📂 Company Policies and Code of Conduct Acknowledgment
📂 Workplace Regulations
📂 Training and Certification Records
📂 Performance Evaluations
📂 Disciplinary Actions (if applicable)
📂 Emergency Contact Information

3. Payroll and Benefits Documentation

💰 Payroll Receipts and Pay Stubs
💰 Bonus and Commission Records
💰 Tax and Social Security Contributions
💰 Vacation and Leave Requests
💰 Profit-Sharing (PTU) Records

A well-maintained employee file ensures that all necessary documentation is readily available for payroll processing, audits, and regulatory compliance.

How to Keep Employee Files Up to Date

📌 Ensure Accuracy from Day One – Collect and verify all required documents during onboarding.
📌 Schedule Regular Audits – Review employee files quarterly to update salaries, roles, or benefits.
📌 Digitize Records – Use a secure cloud-based HR system to store and retrieve files efficiently.
📌 Restrict Access – Implement data protection measures to prevent unauthorized access.
📌 Comply with Mexican Labor Laws – Ensure that all documents meet federal labor regulations.

The Power of Digital Employee Files

Traditional paper-based recordkeeping is inefficient and prone to errors, loss, and security risks. Transitioning to a digital employee file system helps businesses:

🚀 Automate payroll and HR compliance
🚀 Reduce document retrieval time
🚀 Enhance security with encrypted data storage
🚀 Eliminate the risk of missing or outdated records

Manage Employee Files Effortlessly with Sora

Sora’s Digital Employee File system makes HR recordkeeping simple by offering:

✅ A centralized, cloud-based platform for easy document management
✅ Automated reminders to update employee records
✅ Legally compliant digital storage for payroll and employment documents

📩 Looking to simplify employee file management? Contact us today and let’s get started!