Original documents held by HR
When HR keeps an employee's passport or certificates, Fiscal records where each original is, who has it now and when it must come back.
Document custody is for the original papers HR physically holds: a passport, the ID / Iqama, a labour card or work permit, the signed contract, a degree certificate. Each one has a status:
| Status | Meaning |
|---|---|
| In custody | HR has the original, stored at the place you entered (for example a cabinet and file number). |
| Temporarily out | Handed to someone for a while, such as the employee for travel or a PRO for a visa renewal, with the date it should be back. |
| Released | Given back to the employee for good, for example on resignation or final settlement. |
Every hand-over is kept in the document's history, so you can always see who took it, when and why.
Document custody is part of plans that include HR and Payroll. Employees with the employee rights can use it.
Receive a document from the employee
- Open the employee in the employee center and go to the Documents & Expiry tab. The section In HR Custody lists what HR holds.
- Click Receive Document.
- In Document, pick one of the HR file documents (Passport, ID / Iqama, Labour card / work permit, Contract), one of the employee's documents from the document register, or Other (describe it) and type a description such as "Degree certificate (original)".
- Enter Received On, Received From and where you keep it in Stored At.
- For a passport, tick The employee gave written consent and enter the Consent Date if you have it. Saudi and UAE labour rules do not allow an employer to keep an employee's passport without the employee's written consent; Fiscal warns you when it is missing, but still lets you save.
- Click Receive. You can now attach the signed consent or receipt in the same window, and print a receipt with Print Receipt.
Hand a document out and get it back
Use the buttons on the document's row in the In HR Custody section:
| Button | When to use it | What you enter |
|---|---|---|
| Issue temporarily | The document leaves HR for a while, for example for travel, a visa renewal or a bank. | Taken By, Date, Expected Back and the Reason. |
| Returned to HR | The document is back with HR. | Returned By and the Date. |
| Release to employee | The document goes back to the employee for good (resignation, final settlement, the employee's request). | Released To, Date and the Reason. Fiscal offers to print the release receipt for the employee to sign. |
| Receive again | A released document is handed to HR again. | Received From and the Date. |
Open a document to see its Hand-over History. If the last hand-over was entered by mistake, Undo last hand-over removes it and the document goes back to its previous status. Delete removes a document with its history and files; use it only for a document entered by mistake, and Release to employee when it really goes back.
Released documents are hidden in the list; turn on Show released to see them.
Reminders when a document is not back
When a temporarily issued document is not back by its Expected Back date:
- its row shows Overdue with the number of days,
- the calendar bell in the top bar shows Documents not returned to HR with the count (see Finding your way around),
- the Management Monitor shows the alert group Documents not returned to HR.
When you enter a Left On date in an employee's HR file while HR still holds their originals, the file reminds you to release them before the final settlement.
All documents with HR
HR & Payroll›Document Custody shows the whole company:
- By Employee: one row per employee with how many documents are In custody, Temporarily out, Overdue and Released. Open in Employee Center takes you to the employee's documents.
- Documents: every document with its status, location and who has it.
Filter by branch and status (Held now, All, with released), search by employee, code, document or location, and click Export for an Excel file.