The Purpose and Contents of an Employee Payroll File

The Purpose and Contents of an Employee Payroll FileThe Purpose and Contents of an Employee Payroll FileThe employee payroll file is the repository for everything that has to do with an employees paycheck. The main reason to create a payroll file is to limit access to the rest of the confidentialinformation that is located in the personnel file. The Purpose of an Employee Payroll File The payroll file enables accounting staff to pay the employee without accessing employee confidential information. Accounting staff can keep payroll records where it makes sense for paying the employee. In instances where payroll and accounting are outsourced, this is an even more recommended practice for the employees payroll records. The payroll file limits accessibility to confidential employee information. The employee payroll file enables accounting and finance staff to have the information they need to pay the employee in a gurke location. The location should be secure and out-of-reach to any other employees. You need to impress on accounting staff the fact that the information in the payroll files is confidential and should not be shared without the permission and sign off from HR staff. Nor should accounting staff share any information about employee raises, promotions, bonuses, and any other information that is confidential about employees. menschengerechtResources does not need to monitor accountings access to the employee payroll files. As is recommended for related employee files such as the personnel and medical files, you should limit access to the payroll file. Only people who need to have the information to do their job should see the contents. Contents of an Employee Payroll File This is a suggested list of what belongs in an employee payroll file. Offer letter signed by the hiring manager, Human Resources, and employeePay authorization signed by Human Resources and the hiring manager when an employee contract existsW-4 formPaperwork and authorization rela ting to any employee benefit that involves a payroll deductionDirect deposit authorization formSalaried time accounting formsHourly weekly time sheetsTime clock records, where usedAttendance recordsExpense reimbursement requests including documentation and receipts for travel and other authorized expenditures Tuition reimbursement forms and receipts for payment, books, and so forthPay in advance request formsCompany loan documents and payment scheduleGarnishment orders and recordsAuthorization for release of private informationPaperwork relating to each employee raisePaperwork related to any bonus, profit sharing, or recognition awardW-2 formsAuthorization for any other payroll actions that your company permits Also Known Asemployee files,employee records, human resources files, documentation Note Susan Heathfield makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice on this website, but she is not an attorney. The con tent on the site is not to be construed as legal advice. The site has a world-wide audience andemployment laws and regulations varyfrom state to state and country to country, so the articles cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel. The information on the site is provided for guidance only.

How To Decline a Job Offer (with Letter Examples)

How To Decline a Job Offer (with Letter Examples)How To Decline a Job Offer (with Letter Examples)Whats the best way to decline a job offer? How should you turn down a job if you dont want to take it? There are times when you should turn down a job offer, but what you say or write when you decline depends on your reasons for rejecting it. If the job welchesnt a good fit, for example, but you liked the company, state in your email or phone call that you were impressed with the organization but didnt view the job as a good fit for you. Your response might include a mention of the key skill sets that you would like to employ, level of responsibility toward which you wish to aspire or other elements of the prospective job that were missing. For example, if the target job involved only inside sales, point out that you were interested in a ort handling major accounts providing a clear pathway to sales management the possible upside being that the employer thinks of you for anotlageher role currently available or one that might open up in the future. Tips for Turning Down a Job Offer Before sending a declination of offer letter, make sure you are positive you do not want the job. If a scenario exists wherein you might take the job (such as a pay increase or other changes in the benefits package), first try to negotiate a counter offer. Once you send a rejection letter, there is almost no chance you will be offered the job again. However, if youve considered the opportunity well and have decided not to accept it, sending a polite, grateful and timely job rejection letter is ?a terrific way to maintain a good relationship with the employer. You never know when, if or how your paths might cross again, so its always a good show of professionalism to exhibit gratitude and timeliness. When You Dont Like the Company If the company is unappealing because of its culture, a prospective supervisor, or its products or services, thanks for the opportunity with a simple ref erence to the job not being a great fit at this point in your career is sufficient. Candidates are generally better off not expressing specific dissatisfaction with the staff with whom they interacted or sharing any criticisms of the organization. When the Job Doesnt Pay Enough If a job and organization are attractive but the offered salary is insufficient, you might address this issue in your communications. If all efforts to negotiate a higher salary fail to yield the results you require, send a communication expressing your thanks and reaffirming your excitement about the position, stating that you must decline due to the level of the salary. Sometimes an employer will come back to you with a better offer once they see that you are truly willing to walk. Be prepared to discuss a counter offer, if a higher salary would make a difference. What to Include in a Job Rejection Letter Your letter should include the following Expression of appreciation for the offerWritten reject ion of the offer Address the letter to the person who offered you the position. Include your contact information and phone number, even though it is on file with the employer. Theres no need to give extensive details as to why youre declining the job. Do not include any potentially offensive reasons, such as a poor work environment or feeling uncertain about the companys long-term future and profitability. However, it is appropriate to briefly mention a reason for turning the job down. For example, you might explain that you accepted another offer, decided it was best to stay at your current job, or felt that the position didnt ultimately match your career goals. Whatever the case, keep your explanation brief. As with any communication sent to an employer, its important to make sure that your letter is well written and does not contain typos or grammatical errors. Even in declining a position, all correspondence should be professional. Sample Letters Declining a Job Offer Review the following sample job rejection letters and use them as templates for your own letter. Job Rejection Letter Example 1 (Text Version) Contact NameStreet AddressCity, State Zip CodeDateDear Mr./Ms. Last Name,Thank you very much for offering me the position of Marketing Manager with Hatfield Industries. It was a difficult decision to make, but I have accepted a position with another company.I sincerely appreciate you taking the time to interview me and to share information on the opportunity and your company.Again, thank you for your consideration.Sincerely,Signature (hard copy letter)Your Name ExpandJob Rejection Letter Example 2 (Text Version) Contact NameStreet AddressCity, State Zip CodeDateDear Mr./Ms. Last Name,Thank you very much for offering me the opportunity to work at Bronson Associates. Unfortunately, I will not be accepting the position as it does not fit the path I am taking to achieve my career goals.Once again, Id like to express my gratitude for the offer and my re grets that it didnt work out. You have my best wishes in finding someone suitable for the position.Sincerely,Signature (hard copy letter)Your Name ExpandJob Rejection Email Example 3 (Text Version) Subject Your Name - Unit Coordinator PositionDear Mr./Ms. Last Name,Thank you for offering me the position of Unit Coordinator at Acme Enterprises and for reviewing my counteroffer with management. I fully understand that budgets are tight, but must regretfully decline the position at the current compensation.Once again, I want to thank you so much for your graciousness during the negotiation process. I wish you and Acme all the best.Sincerely,Signature (hard copy letter)Your Name Expand

How to Launch a Book Into the Marketplace

How to Launch a Book Into the MarketplaceHow to Launch a Book Into the MarketplaceLaunching a book refers to sending a new book out into the bookselling and consumer marketplace. As with launching a rocket ship from the Earths gravity pull, a book launch that successfully sends a volume into the hands of buyers requires a lot of thoughtful consideration of the books target (its potential readers). Itthen requires a tremendous amount of resources, effort, and energy to give it the required lift-off to ensure it lands where it is supposed to. Publication Date Generally, publishers give each book a publication date. Though it sounds very specific, this is is often a general date by which the publisher knows the book will be widely available. (Pub date is not to be confused with the earlier ship date, which is usually specifically the day the book leaves the warehouse and still has ways to go before its on the virtual or brick-and-mortar store shelves). Much of the launch activity - the werbung and absatzwirtschaft hoopla that signals the books arrival is time for the publication date to ensure maximum sales momentum. Launching Books for Well-Established Authors For well-established authors, such as aNew York Times best-seller (think John Grisham or Doris Kearns Goodwin), launching the latest book means that the publisher needs to let their large, existing reader fanbase know that a new book has hit the bookstore shelves. Traditionally, a book launch from an author with best-selling track record entails a major media push and some level of bricks-and-mortar or online store advertising placement to make its presence known to readers. On the absatzwirtschaft side, the publisher might take out a full-page advertisement in the New York Times daily paper or the New York Times Book Review (both considered to be premiere venues to get in front of avid readers). The books publicist will try to ensure that the author is booked on a key morning television show, such as CBS This Morning, ABCs Good Morning America, or NBCs the Today Show, and the book will likely be showing up front-of-store in Barnes Noble and prominent online promotional placement on Amazon.com. Launching smaller books with unproven readerships As it doesnt yet have an established audience, a frontlist (new) title from a new or unproven author needs strategically-developed plan to make potential readers aware of what a book is about- and give them reasons why they should buy it. To most effectively do that, it is advisable to have a well thought-out and well-timed marketing and publicity plan (and this assumes the book has already been set up with an effective title, subtitle and book jacket). Publicity and marketing staffs who time their work to get it into stores and get the medias attention in time for the publication date. Heres what you need to know about the efforts that set your book up for proper launch (and if youre self-publishing, follow the same path to launch - there is a lot of marketing and publicity how-to information on this site to help you). Because so many new books are published each year, a new book competes with all the others being launched for the key elements to get it in front of the consumer Bookstore shelf space (brick-and-mortar or virtual),Promotional and media opportunitiesMarketing dollars - including cooperative advertising funds - that contribute to their sales. One advantage a new book has is that traditional media- like television producers and magazine editors- want to feature something new and newsworthy. One element to think about for publicity is whether or not you can hook your book to an existing event, to give the media a fresh angle on a perennial topic. Note that while book publishers do sometimes spend big bucks on certain titles, the vast majority of titles are launched with modest marketing and publicity budgets. But if your publisher (or you) have some budget monies to spend, consider publicity la unch extras, like a book party or a book tour, to get the rocket boost momentum behind your newly launched book.