Page 10 - Policies Procedures Handbook

Access to Personnel Files

We maintain a personnel file on each employee, which may include things like the job application and
related hiring documents, training records, performance documentation, salary history, and other
employment records. This is necessary for payroll, tax reporting, state law, health insurance, etc. This
information is considered highly confidential and is treated as such. It is very important for you to
notify Human Resources promptly when there are changes to your personal information.

Personnel files are the property of MTR. Because this information is highly confidential and we respect
your privacy, only persons with a legitimate business reason will be allowed access to personnel files. If
you wish to see your personnel file, contact the Director of Human Resources. With reasonable advance
notice, you may review your own personnel file in our offices.

All requests for information about a current or terminated employee will be directed only to Human
Resources and may be limited to release of employment dates and job titles only. No one else at MTR is
authorized to respond to any inquiries regarding a current or terminated employee. This includes job
references. All business references should go to the Director of Human Resources. Fellow coworkers of
a person at MTR may only speak as a personal reference for an individual. They are not authorized to
speak on behalf of MTR.

Personnel Data Changes

It is the responsibility of each employee to promptly notify MTR of any changes in personnel data.
The information we need is personal mailing addresses, telephone numbers, marital status, number
and names of dependents, individuals to be contacted in the event of emergency, educational
accomplishments, and other possibly relevant information. To make changes or if you have questions
about what information is required contact the Director of Human Resources.

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