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Employee compliance issues
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Employee compliance issues
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We have an employee that is not complying with the policy for reimbursing expenses.
This employee is supposed to fill out a form and attach their receipts to it and then turn it in. What this empl
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Forums » Topic Forums » General Forum » Employee compliance issues
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Employee compliance issues
posted at 1/12/2011 5:08 PM EST
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Posts: 6
First: 11/9/2010 Last: 1/12/2011 |
We have an employee that is not complying with the policy for reimbursing expenses.
This employee is supposed to fill out a form and attach their receipts to it and then turn it in. What this employee has been doing is just signing the form and dumping it along with the receipts on the person's desk who is in charge of that. Then this employee waits until they get their money. This employee also has a company car and company gas card and is required to turn in all gas receipts but this employee has not been doing that for the last 6 months. The person in charge of this has gotten fed up and expressed their concerns at a staff meeting today. What is going to end up happening is that the head of HR is going to have a meeting with this employee and explain them the policies. If the employee still does not comply, the employee will be not reimbursed and may be stripped of the company car. What do you all think of this? Do you think this is too severe? |
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Employee compliance issues
posted at 1/13/2011 1:46 AM EST
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Posts: 1771
First: 10/24/2002 Last: 9/14/2011 |
This employee's continued refusal to comply with company policies is nothing more than ongoing willful insubordination. And ongoing willful insubordination is a firable offense by any definition. So refusing to reimburse the employee and taking away his car is actually a generous response.
Also, please note that unless the head of HR is this employee's boss, it's not appropriate for the head of HR to be having this discussion with the employee. The employee's boss should be leading this conversation. |
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Employee compliance issues
posted at 1/13/2011 2:41 AM EST
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Posts: 45
First: 1/13/2011 Last: 4/14/2011 |
Why is the head of HR meeting with this employee? Their boss, the one voicing the complaint should do that. The solution is simple, verbal warning, written warning, termination. The reason, not following company policy.
Bosses don't get to do the good stuff and then hand off the less pleasant to HR and HR should not allow that to happen. |
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Employee compliance issues
posted at 1/13/2011 6:43 AM EST
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Posts: 2146
First: 2/15/2006 Last: 9/14/2011 |
Agree with the other two. Definitely insubordination and needs correction by the person's boss and up the line.
If it is a battle that needs to be fought.... If this is the only policy this person is adverse to, are you willing to possibly terminate over this offense? but i know certain companies that thought so highly of certain employees that they allowed these types of situations to be passed of to admin staff...because the person garnering the expenses would be wasting valuable personal work time to do something that they could pay someone lower down the corporate ladder to do. And yes, it was outside the normal company policy. |
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Employee compliance issues
posted at 1/18/2011 5:54 AM EST
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Posts: 10
First: 8/6/2010 Last: 3/5/2011 |
Right on HRPro! This problem should have been addressed long ago. Weak leaders want higher pay for responsibility then shirk it at every opportunity. This issue has second and third order effects for the entire department. The morale and productivity of other employees are negatively affected by this person's blatant disregard for policy and the manager's weak leadership |
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Employee compliance issues
posted at 1/18/2011 9:48 AM EST
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Posts: 544
First: 9/27/2004 Last: 9/13/2011 |
"dumping" "willful insubordination" "blatant disregard" - these are all subjective terms and could be faulty assumptions.
When I was in accounting, a lot of this behavior was due to the complexity of the forms or even illiteracy. Other times the filers didn't want to deal with some of the clerks and I can't say I blemed them. I agree, this is not really an HR issue, but it may not be a disciplinary issue either. |
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Employee compliance issues
posted at 1/18/2011 10:12 AM EST
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Posts: 562
First: 11/12/2009 Last: 9/14/2011 |
It's possible that the form might be complex, but since there's a long pattern of non-compliance here and that the company needs the receipts for tax purposes, this behavior certainly presents a problem. The OP also did not mention that there were problems with any other employees.
I think this is on the employee. And it's potentially costing the company money and a lot of extra work for the accounting department to get year end close right. |
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Employee compliance issues
posted at 1/25/2011 4:24 AM EST
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Posts: 6
First: 6/2/2010 Last: 7/6/2011 |
The supervisor/manager of the employee is the only one who should talk with the employee.
A "last chance" Agreement should be offered: a) you meet the requirements; or, b) you lose the benefits. Firing will NOT happen. This is the supervisor/manager who will loudly complain how valuable the employee is regardless of the employee's disregard for procedures. The justfication always begins with, "BUT YOU DON'T UNDERSTAND . . . " and continues with rationalizing how valuable the employee is to the business. I just call it ENABLING. |
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Employee compliance issues
posted at 1/25/2011 4:42 AM EST
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Posts: 2
First: 10/12/2010 Last: 1/25/2011 |
I agree with HRPro on following the disciplinary steps of verbal warning, written warning, and then termination. Make sure each step is documented in the employee's file. Make sure each warning includes a time frame for compliance (most like you'd want to put in immediate compliance). Make sure the employee signs each disciplinary action. HR should provide consultation to the manager throughout the process, while the employee's manager should be the person to deliver the disciplinary action(s). Communication is most effective when delivered to an employee by their direct supervisor/manager. |
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Employee compliance issues
posted at 1/25/2011 5:45 AM EST
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Posts: 9
First: 9/13/2006 Last: 2/22/2011 |
There is a reason this has been happening and it's usually because the employee's supervisor doesn't agree with the policy or isn't willing to get into a confrontation with the employee involved in order to enforce it.
Unless the employee's supervisor (or worst case scenario that supervisor's boss) is willing to make enforcement of the policy a priority, you can only take steps to mitigate the tension but you won't be able to solve the underlying issue. It might be better to put the focus on the area(s) of this problem that you have direct (or at least some) control over rather than trying to fix something that might not be fixable without a change in personnel or management. These types of problems are generally only really resolve when the circumstances surrounding them change. |
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