How to Upload HR Documents

HR documents completed before your facility used Kipu Compliance must still be uploaded into the system and must reflect the original completion date, not the upload date, to ensure accurate compliance tracking and reporting.

This article explains how to access the User Compliance Report, select an employee, and upload an HR document completed before using Kipu Compliance.

HR documents are assigned due dates based on an employee’s date of hire and role-based requirements set by accrediting bodies or state regulations. Updating the document date in the process ensures the system evaluates compliance correctly.

Required Permissions: Users must have the Human Resources permission to complete any of the steps in this article.

Uploading Completed HR Documents

1. Click the User Compliance Report from the navigation menu.
   
2. Use the Employee drop-down at the top of the report to select the appropriate employee and view their HR Document Requirements.
   
3. Locate the document you want to upload, and click Review in the Actions column.
   
4. The selected item will expand. Click Actions, then select Add New from the list.
   
5. Once the form opens, complete the Primary Requirements shown on the right side of the screen. The requirements will also be highlighted in yellow in the document itself. 
   
6. When you reach the Upload Past Documentation section, choose the Yes option.
   
7. In the new Upload Past Documentation area that appears, click Browse to upload the document from your device.
   
8. Once the file is uploaded, the file name and size will appear on the screen. Once all required fields are completed, click Save at the bottom of the page.
   
9. A green confirmation message indicating the document was created successfully will appear at the top of the page. This page will display all versions of the document. The document we just saved appears at the top of the list, in the Awaiting Approval status.
   

Reviewing Documentation, Updating Date, and Approval

Once the document is saved, review the document, update the document date, and approve it.

1. Return to the employee's User Compliance Report and click Review next to the correct document.
   
2. When the section expands, you'll see that the document is awaiting approval. Click the yellow text to open the form.
3. Once the form opens, click on the the file name to review the attached documentation. Make note of the date documented in the uploaded file.
   
4. Locate the Document Date field and update it to reflect the original completion date shown in the uploaded document.
   
5. Lastly, click Approve.
   

Note: If the Document Date field is not updated, the system will evaluate compliance based on the upload date, which may result in an incorrect compliance status. 

Once approved, the document status updates automatically. In the User Compliance Report, the document displays as Completed and Compliant with a green highlight.