Hi everyone! Gosh, it's been a long time, but I need help!
mwild31
1,441 Posts
Hi!
I have one satellite location that likes to "think" they are separate from the "corporate headquarters". To be fair, they've been "allowed" to think that. However, times are a changing and we want them to now send us their personnel files (they've kept 'em & only sent us changes/modification forms). We want them here now as we do the payroll, plus, all audits are done from this (corporate) location. Also, it's always been weird to me that they wouldn't send us the files & just keep copies for themselves.
Anyone else have multiple sites & are all of the forms located in one place (corp.) or does each location keep their own records?
Thank you for your help in advance. I think it's been well over a year since I last posted. I wonder if any of the regulars (back then at least) are still around?
I have one satellite location that likes to "think" they are separate from the "corporate headquarters". To be fair, they've been "allowed" to think that. However, times are a changing and we want them to now send us their personnel files (they've kept 'em & only sent us changes/modification forms). We want them here now as we do the payroll, plus, all audits are done from this (corporate) location. Also, it's always been weird to me that they wouldn't send us the files & just keep copies for themselves.
Anyone else have multiple sites & are all of the forms located in one place (corp.) or does each location keep their own records?
Thank you for your help in advance. I think it's been well over a year since I last posted. I wonder if any of the regulars (back then at least) are still around?
Comments
Good to hear from you again, mwild31.
Same here we will occassionally hire a new branch manager who thinks they know best and they begin keeping all of their own files. Usually just explaining it to them takes care of the matter. If not, do what you have to in order to be consistent in how your personnel files are maintained.
Welcome back to the forum!
Welcome back.
It seems just as logical to give you copies of what you need. I can't see a business reason to do otherwise. Even Frank's response from the CEO is basically we are the boss and you do what we say.
Here's what I suggest. If you guys insist on getting the originals, hop on a plane and go down there and help them make the copies. That may go a long way in mending the fences between the two locations.
OK, we have 2 sites, Corp. HQ is in MD and I'm in our NY facility. We keep all our own records in NY, nothing goes to the Corp. office. If I need to reference a personnel file, I don't want to have to drive 350 miles to see it.
Do your satellite facilities have HR departments, or do you serve that function for them? I think that is the key to how it should be done.
>Do your satellite facilities have HR
>departments, or do you serve that function for
>them? I think that is the key to how it should
>be done.
Absolutely agree. Great point.
I missed you. x:*
I did WAY more than copy/paste stuff - I gave you links!
x:D
Nae
I also require them to fax me the signed copies of any disciplinary documents and performance evaluations.
Our internal auditor checks the files twice per year. She also verifies the personnel file cabinet is locked every time she visits a location. She is at each school at least every other month.
I train the supervisors on completing forms, how to maintain a file, confidentiality, etc.
In my past life, we kept everything at our site, and sent payroll stuff to corporate electronically. (Corp was in a different state) They trained us in what we needed to know, and they sent an auditor out annually to make sure we didn't do anything stupid.
This works for a large organization, although I believe it could have the same benefit for smaller organizations as long as the remote site can keep copies of their documents.
Thank you for all of your responses.
I was pretty sure this request was standard amongst most companies. In addition to the reasons I originally state, we need to do it for quality control as well. We recently had an issue where the satelite wanted to hold corp. accountable for an error, but without any records of our own, it was a hard point for them to win - and of course they didn't. x}> But! What a waste of time! Quality Control/Audit/Efficiencies, etc. all of the reasons that I thought I would get from this great group!
I've missed you guys! Thank you for your assistance!
My suggestion on driving was so Wild could start to build a relationship with the plant.
IMHO when corporate flexes their muscles and suggests doing something stupid like having two copies of the same file in two places, it destroys the relationship. They may say yes sir, yes ma'am when you're looking but they snicker at you when you turn your back.
We have 10 plant locations and our corp headquarters is located at one of the plants. Each plant has their own files. We do not keep any copies. We are audited by an outside firm every year. The auditors randomly pick 10-20 files to audit. The plants fax their information to us to give to the auditors. I visit each plant a few times per year and when I am there I audit their files.
Welcome back.