Page 44 - Essentials of Payroll: Management and Accounting

Cr eating a Payr oll System
the cell phone or other number at which they can most easily
be reached. It is also increasingly customary to include e-mail
addresses on this list. For larger companies with lengthy phone
lists, the phone list for the department to which an employee
belongs may be sufficient.
• Company seating chart. For a smaller company, it is quite useful
to issue a seating chart that lists every person in the company.
As with phone lists, a larger company may have to provide a
chart showing smaller subsets of the company. This chart will
require a reasonable amount of maintenance, given the num-
ber of moves typically experienced in large companies.
• Insurance enrollment forms. Enrollment forms for a variety of

insurance types can be issued to a new employee at a later
date if there is a waiting period before they go into effect.
That said, it is possible for some employees to “fall between the
cracks” and never be issued the forms; consequently, a better
approach is to issue these forms at the same time that an
employee receives all other paperwork, so there is no chance
of their being missed. Enrollment forms can cover medical,
vision, dental, life, supplemental life, and short- and long-term
disability insurance. Some insurance carriers provide a wide
range of coverages in a single application, but this is the excep-
tion, so be prepared to issue a large number of documents.
• Veterans check-off form. Companies are required to submit the

VETS-100 form to the federal government once a year, which
specifies the proportion of military veterans in the corporate
workforce. It is easiest to track this information by having new
employees fill out a simple check-off form that itemizes
whether they have been engaged in military service in the past.
• Employee manual. There should be a comprehensive employee
manual in the new-employee packet that includes a tear-out
acknowledgment of receipt. The employee signs this receipt
to indicate that he or she has received and read it; the receipt

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