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Dear Workforce Who Should Be Responsible for Handling HR Paperwork?

Provide line managers with one easy-to-use form for processing all personnel changes.
September 7, 2011
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QDear Workforce:

 

We have too many people involved in the administration of paperwork, whichis causing inconsistencies and incorrect data. What is the best way to handlethe workflow (terminations, pay-rate changes, promotions, transfers, statuschanges, and new hires) and should it be the responsibility of the HR generalistor the line managers?

- Data Integrity Coordinator, retail,Lyndhurst, N. J.

A Dear Distressed Data:

One method of handling the flow of the functions would be to provide your linemanagers with one form that processes all personnel changes. The form can useany format, but to be most effective, it should incorporate the following elements:

  • Be easy to use: straightforward, simple and obvious.

  • Be easy to find: keep a supply of the forms in a central location.

  • Require an authorizing signature.

  • Require minimal writing from the manager.

In most cases, the person responsible for initiating the change (usually themanager) also completes the form. The employee may fill it out if the changeinvolves personal information. The manager authorizes the change and submitsit to HR and/or accounting for processing and filing. If needed, you can developa distribution chain that indicates which departments receive a copy of theform for specific changes.

It is a simple yet effective system that should reduce the inconsistenciesand errors that you have faced. It does require that a form be developed, andthat managers be trained in its use.

SOURCE: Robin Bruins, HR Manager, PersonnelManagement Systems, Inc., Kirkland, Wash., April 9, 2001.

LEARN MORE: See , "Recordsand How to Keep Them," for advice and strategies.

The information contained in this article is intended to provide usefulinformation on the topic covered, but should not be construed as legal adviceor a legal opinion. Also remember that state laws may differ from the federallaw.

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 The information contained in this article is intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion. Also remember that state laws may differ from the federal law.

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