HR
NEW HIRES
PROCESSING, TRANSITIONS, TERMINATIONS
Hiring Process:
(REGIONALS MUST APPROVE ALL NEW HIRES)
-Candidate completes a PRE-HIRE packet, sign the job description (which can be found in the Brookside Playbook-always pull the form from there), structured interview & maintenance test (for maintenance only).
-Send the following to ASHLEY @ashetter@brooksideproperties.com
- Job Description (signed)
- Pre-hire packet- application, back ground form & drug screen release
-You will receive an email (normally within the same day) with instructions for the candidate to take the drug screening. You can call or email the candidate with this information. Drug screenings must take place within 48 hours. NO EXCEPTIONS.
-Once candidate has been approved for hire, you will call them and schedule their start date.
-You will fill out the NEW HIRE paperwork with them their first day, not
before. Follow the instructions carefully that are sent with the CLEAR TO HIRE email that HR sends out. Use only the forms attached to that email.
-Check out the instructions on the next page to ensure that your new team
member is put in payroll system immediately.
PROPERTY TRANSFER / TERMINATIONS
-If a team member is transferring communities, the RECEIVING manager will complete the CHANGE –TRANSFER form. Indicate full time or part time. (29 hours and below is part time.)
-When a team member has been terminated (voluntary or involuntary), the manager will complete the TERMINATION FORM (with last day worked) and all back up (letter of two week notice, final counseling, etc.) and send to your regional manager and TERMINATIONS@Brooksideproperties.com
PAY, POSITION, PROPERTY CHANGE? TERMINATION?
Status Change forms - When there is a pay change, position change, property change, or termination – a change-transfer form or termination form must be sent to
Lori immediately so that the changes can be made in payroll. Please make sure you
fill out the status change form completely (if a termination, please list the last day the employee worked). Make sure the employee’s final hours are in the system for the
next payroll).
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BROOKSIDE PROPERTIES TEAM MEMBER BENEFITS
401K BENEFITS & PAID TIME OFF
-Offered to all Brookside Team Members at first of the month following 3 months of employment!
-Automatic enrollment at 3% unless participation is declined .
-Brookside Matches 25% of the first 6% of compensation that you contribute to the plan (not to exceed 1.5%
-401K contributions through payroll deduction are made on a pre-tax basis.
-Employee contributions are always 100% vested.
LEAVE OF ABSENCE
-Family Medical Leave (FMLA)- up to 12 weeks for qualifying reasons as defined by the Family and Medical Leave Act of 1993
-Bereavement – Brookside Properties, Inc. entitles full time, permanent employees (regardless of length of service) up to three (3) workdays with pay to attend the funeral and take care of personal matters related to the death of an immediate family member. Refer to the Handbook for details.
-Jury Duty- should a full time employee be called for jury duty or witness duty (by court subpoena) he / she will receive regular pay during this absence.
PAID HOLIDAYS
(AFTER 60 DAYS OF FULL TIME EMPLOYMENT)
- ½ Christmas Eve
- Christmas Day
- New Year’s Day
- Memorial Day
- 4th of July
- Labor Day
- Thanksgiving Day
PERSONAL TIME OFF
- Less than 1 year of service
4.62 hours* per pay period, not to exceed 120 hours per year
- 1-4 years of service
4.62 hours *per pay period, not to exceed 120 hours per year.
- 5 plus years of service 6.16 hours *per pay period, not to exceed 160 hours per year.
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ADP- Setting Up a New Employee
Payroll is unable to set up an employee in the system without the above information or to set up or make any changes during the 48 business hours prior to submitting payroll so that ADP TotalSource has time to review everything prior to payroll. This includes pay changes, new hires, etc. – they will not be set up until the following payroll.
The entire original new hire packet must be scanned, faxed or emailed to Lori LaSalle as soon as possible after employment begins. The original I-9 and documentation should be mailed to Ashley Shetter. ONLY the original I-9 and documentation should be mailed. Please do not include this in another packet you are sending to the corporate office – there is personal information such as social security numbers, etc. that does not need to be shared with everyone in the company.
PAYROLL
– we are paid bi-weekly (every 2 weeks). Our pay period runs from Saturday through Friday.
REGISTRATION IN ADP
– Once an employee has been set up in ADP, the new hire will receive an email indicating they have been set up in the system. They must register within 24 hours of you receiving this email. This is the only way we have of verifying that the information put in the system is correct.
Website address is www.mytotalsource.com
- Click “First Time Users Register Here”
- The Registration Passcode needed to register is brookprop-adp. This passcode is the same for every employee.
- Employee must register using their social security number.
- Employees must use their legal names when registering. Do not use nicknames.
- Employee must provide a valid personal email address to receive a temporary password.
- Upon completion of registration the employee will be assigned an User ID (usually first initial lastname@brookprop)
HELPFUL TRAINING-
TAKE DURING FIRST WEEK OF EMPLOYMENT
https://assessment.adp.com/tpd/wbt/wfnta/72171WFN/CourseMenu/html/CourseMenu.html
What if an employee forgets their password? Contact the Employee Service Center at 1-800-554-1802.
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EMPLOYEE TIME CARDS
TIME AND ATTENDANCE SYSTEM
Each employee has a time card to record daily time. Employees should be clocking in and out through the time and attendance system. If an employee is working at a different property than what they are assigned to, they must click the transfer button after clocking in and change the location and department to reflect where they are working. If the department does not get changed, your property is charged for payroll hours that they shouldn’t have been charged for. It is your job as manager to review all time for your employees. If you know an employee worked at another property, please check to make sure the department code reflects that of the other property.
If for some reason the manager is entering employee time in the system, this should be done daily so that on the Monday of a payroll week you are not frantically trying to enter 2 weeks’ worth of time for all of your employees. To see your employees’ time cards, make sure the red tab on the left says “Manager”, go to the time & attendance tab, and then select timecards. Once there, click timecard manager and you will see the individual time cards.
Managers are exempt employees (not eligible for overtime) and should not clock in/out daily, but simply enter 8 hours (9:00 a.m. – 5:00 p.m.) When entering p.m. time you must enter the “pm” or the system will automatically put it as a.m. (which could show you with 20+ hours)
Exceptions on time cards will be shown with a red stop sign; payroll cannot be uploaded if there are any exceptions on time cards. Please make sure that when PTO time is used (by managers or employees) that the earnings code column is changed to PTO. This is how the system knows to deduct PTO time from the accrued balance.
As the manager, it is your responsibility to make sure that the hours recorded for payroll are accurate. Payroll will no longer cut manual checks because a manager or an employee forgot to clock in or forgot to report overtime. If hours are missed, please send Lori an email and she will manually add those hours to the next payroll.
There can be NO exceptions on a time card. There are reports you can run that will tell you if there are any exceptions, but more clearly there is a red stop sign on the time card next to the day that has an error. Make sure that you are clicking the save and calculate button every time you save something – do not use the button that only says save.
To delete a row on a timecard - check the box to the left, then at the bottom click delete and then click save and calculate.
If an employee works at a different location than where they are set up in payroll you must change the location AND department code to match the area to be billed. There were numerous employees this pay period where the location had been changed but not the department. Payroll is billed based on the department code, so those hours will be billed incorrectly. If your employees are clocking in/out themselves (which they should be) please make sure that they know they must change the department code as well as the location.
Each employee should be checking their time card at least weekly to make sure that the hours are correct. To do this, click my time card, then where they normally clock in/out/transfer, click the button that says “my timecard”. This will pull up the current pay period’s time sheet. If they click payroll summary, it will show the number of regular hours, PTO hours, overtime hours, etc. They can also print the time sheet for their records. They should not be using cell phones to clock in and out.
It is HIGHLY encouraged to print out the timecard and have the team members sign off as a backup the Friday PRIOR to Monday payroll. You will keep this in your records.
Questions? Contact Lori LaSalle llasalle@brooksideproperties.com
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PERFORMANCE COUNSELING
DEFINITION OF COUNSELING- the provision of assistance and guidance in resolving problems and / or difficulties
As the definition states above it is in hopes that we can assist and guide our team members to resolve problems and / or difficulties with a Performance COUNSEL. In most circumstances, the counsel should be performed with employee retention and development in mind. Documentation is crucial, and if you are to the point of a written counsel then there may have been conversations in the past with your regional or HR, document those in writing almost like you would with a resident conversation log. Send those documented conversations to Ashley in HR to put in the employee file (copying your regional.) Now- the nuts and bolts on how to put one together, remember always use the current form that can be pulled from the Brookside Playbook.
DESCRIPTION OF INFRACTION:
- Introduction statement. Bullet point or list the discrepancies if possible.
- Be specific, if specific dates can be sited- please site those.
- Remember- DOCUMENT. Past performance counseling including dates: written or verbal.
- Short, simple, and factual at all times. Don’t refer to “feelings” – those are not tangible.
- Sometimes less is more.
- Are they within their 90 day probationary period?
- Keep it personal using the employee’s first name.
- Use “I” rather than “we” (again, keep it personal).
- Who, What, When, Where, Why (if known) PLAN OF ACTION:
- Recap each infraction with an action to improve. Ex: “Sally does not perform follow up on her guest cards.” The Plan of action would be “Sally is to perform the follow up on her guest cards per the Brookside policy. Copy of policy attached.”
- Set deadline for improvements.
- Use “MUST” statements.
CONSEQUENCES OF FURTHER INFRACTIONS:
- “Up to and including further counseling and or termination.”
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