V. Administrative
1. Employee Enrollment Form
a. Employee Change Notice
Employee changes are made with an Employee Enrollment Form. These forms are available at the personnel building, and should be kept on hand at all job sites by the timekeeper. This form is to be used for all employee changes with the exception of direct deposit information.
· Pending the type of change, determines how the form is filled out.:
· If the employee is being transferred to another job.
· If the employee is changing his/her address.
· If the employee is changing his/her tax status.
Regardless of what is being changed, the employee name, number, and social security numbers are required.
b. Employee Transfers
In Order to transfer an employee from one job to another job, the procedure listed below is to be followed:
· The jobsite supervisor who is in charge of the employee to be transferred, must check with the supervisor that is to receive the employee to see if there are any special requirements of the job: drug test, weld test, safety training, etc.
· If there are special requirements to be met, the supervisor who is receiving the employee must schedule with the appropriate department.
· The supervisor receiving the employee must cover all cost on his job. This will include weld test cost, employee's test time, additional training, and/or training time.
· The transferring supervisor is to complete an employee enrollment form and submit it to Personnel as per exhibit V.B.1. A copy of this form will accompany the transferring employee to the new jobsite.
· In the event the employee that is to be transferred is on of the highly skilled welders, the Personnel Manager must be consulted prior to the transfer to ensure that manpower priority is satisfied.
· To prevent the cost of employee's time for any special training, it is possible to terminate (ROF) and rehire. This must be coordinated with the Personnel Manager to prevent losing the employee in the transaction.
Exhibit V.B.1: Sample Employee Change Notice
2. Manpower Request
Exhibits V.B.2.a and b below are to be used when requisitioning personnel on your job. If you know the names of the individuals you wish to use and they are available use form V.B.2.a. Use form V.B.2.b for general crafts manpower requests. Make sure all information is filled out and make sure to plan as far in advance as possible. For large orders of people, a lead time of at least two-weeks is preferred. Supervisors should remember that for most of our clients, or to work for Bay for that matter, there is at least drug screening, safety training (sometimes intensive and time consuming), possibly physical examinations, and other criteria that a prospective employee must go through before showing up on the job. Please allow personnel plenty of time to process these requests.
3. Terminations
· Terminations are to be completed by the immediate supervisor on all employees from every division or department when the employee leaves the job.
· Terminations are to be filled out completely. All blanks are to be filled in and all appropriate boxes are to be checked.
· There are three general categories of terminations:
a) Quit
b) Fired
c) Reduction in Force (ROF)
Each foreman is expected to know when each type is applicable, and to classify it correctly. If not, then consult with your immediate supervisor or the Personnel Department. Please check one box only. With terminations for causes that are the result of more than on infraction, it is important to document events leading up to that termination, i.e., dates missed or tardy, verbal warnings, written warnings and general documentation of events.
· The employee evaluation should have one box checked under attitude and one under skill/ability. For guidelines, consult immediate supervisor or the Personnel Department.
· Be sure to properly indicate rehire status. General guidelines will be issued. If there are clarifications needed, consult your immediate supervisor or the Personnel Department.
· Check only the boxes that apply in job clearance section. If none apply, indicate by writing N/A after job clearance.
· Be sure all employee statements are initialed and all required signatures are present.
· One copy should be given to the employee at the time of termination. The remaining should be forwarded to the Personnel Department daily.
· In the event the employee is not present to sign or refuses to sign the termination indicate this on the termination notice. (Refused to sign - not available to sign)
· In the event the termination occurs during non-regular operating hours, the termination slip must be delivered to Personnel as soon as possible with the next working day being the goal.
Exhibit V.B.3: Sample Termination Notice
