PowerPoint Presentation

[Audio] I am pleased to introduce you to the PuzzleHR Supervisor Process Training. This comprehensive program has been created to provide supervisors with the knowledge and skills required to succeed in their positions. During this training, we will discuss key topics, industry standards, and company-specific procedures to guarantee a seamless and effective supervisory experience. Let us begin..

[Audio] The next topic we'll be covering is the Payroll Process. This process involves managing employee salaries, benefits, and other forms of compensation. It's essential to ensure accurate and timely payment of wages and compliance with relevant laws and regulations. We'll discuss the key steps involved in this process, including payroll processing, tax withholdings, and reporting requirements..

[Audio] The PuzzleHR team comprises various members working together to provide a seamless experience for employees and supervisors. The team includes the Onboarding Specialist, Aaron Mack, and Elsie Vega, who oversee the onboarding process; the HR Generalist, McKenna Fick, providing general human resources support; the Payroll Engineer, Carla Edington, managing payroll-related tasks; and the HR Service Partner, Merav Halevi, offering assistance to both employees and supervisors throughout their journey with PuzzleHR..

[Audio] It is essential to obtain approval to hire from the President/Principal Owner, Vice President, or CFO before extending a verbal offer to the candidate. This step confirms that the necessary budget for the salary has been approved by the CFO. If a job description does not exist, PuzzleHR can assist in creating one to help prepare the job posting. Obtaining approval from the President/Principal Owner, Vice President, or CFO for the annual salary or hourly rate is crucial before proceeding with the hiring process..

[Audio] The supervisor must submit the Smartsheet form after the candidate accepts the verbal offer. Clicking the provided link triggers a notification to the in-house payroll specialist, who initiates the internal approval process. The supervisor must complete the Smartsheet form accurately to ensure accuracy. The Puzzle HR generalist drafts the written offer letter. If there are changes to the start date or other details on the form, the supervisor informs the Puzzle HR generalist promptly. After the supervisor approves the written offer letter, a copy is sent to them for review. Once the written offer letter is signed, a copy is emailed to the supervisor from PandaDoc. If a candidate declines the offer, it is essential to investigate the reasons behind their decision and identify areas for improvement in the recruitment process..

[Audio] The PuzzleHR Onboarding Specialist initiates the onboarding process via Smartsheet once the offer letter is signed and received. They invite the new employee to Paylocity and send the Universal Background Check Background Check invite, drug screening, MVR, and credit check where applicable. Upon receiving the completed background check, an email notifies IT of the submitted equipment software needs provided by the hiring Supervisor. The PuzzleHR Onboarding Specialist sends a new hire welcome email including the Helpful Documents Email with the Global Cheat Sheet Puzzle. A Welcome to the team email with an updated Phone List and Org Chart is sent by Puzzle Onboarding. The new hire notice is sent to Benefits Broker Kim Cullens. The Onboarding Specialist verifies the new employee completes their Paylocity paperwork including the Handbook acknowledgment and the New Hire Orientation video. The I-9 is finalized via a video session with the new hire submitting for E-Verify via Paylocity. In case of I-9 issues, the Onboarding Specialist follows up with the Supervisor on the first day. Finally, the new employee's work email and phone number are added in Paylocity provided by the Supervisor..

[Audio] The operations manager will update the phone list monthly. They will review the PuzzleHR Onboarding Roadmap PPT with best practice information for enhancing the new employee onboarding process on the first day of employment. The operations manager will also assign a mentor or a co-worker to assist the new employee in acclimating to GCD/DataComm and answering their questions. Supervisors are required to conduct 30-, 60- and 90-day check-ins with the new employee and complete a 90-day performance evaluation..

[Audio] To ensure proper preparation of the new employee before their first day, we must conduct a background check and complete online onboarding. An individual development plan should be developed to facilitate learning, while peer training should be provided. Feedback from the new hire will be used to review and revise our onboarding plan. Participation in company programs and special groups is encouraged to promote effective communication. A new hire orientation will take place, introducing key leaders. At the 30-day mark, goals will be set and one-on-one sessions established. By the 60-day mark, short-term goals will be reviewed and achievements acknowledged. The policy overview will cover essential company policies, including access and inclusion. Cross-training opportunities will be provided, along with job shadowing and peer Q&A. Company resources will be discussed, and training on our network systems will be conducted..

[Audio] Nonexempt/hourly employees must record their time in Paylocity using Time and Labor and Supervisors approve their employee’s time. Nonexempt employees must obtain approval to work overtime from their Supervisor (over 40 hours per week is considered OT). Supervisors and employees at GCD Sales/DataComm/Amur Trench must request PTO time off in Paylocity and obtain approval from their Supervisor before taking scheduled time off or scheduling a vacation. Supervisors and employees must submit a PTO request in Paylocity when returning from an unscheduled absence. If you have a request for Payroll (i.e. Salary changes, terminations, pay changes, etc.), please submit this via Smartsheet: https://app.smartsheet.com/b/form/e505ab6324e949608f1b2d9dab024295 A notification will be sent to your in-house Payroll Specialist, Angela Decker, to ensure approvals have been obtained prior to Puzzle processing it in Paylocity..

[Audio] The PuzzleHR Employee Direct Connect team is available Monday through Friday from 8 am to 8 pm EST to provide daily support with everyday matters that will be directed accordingly. Supervisors should review and save the EDC flyer as they may not have questions now, but when they do, it has been made simple to get in touch. Note that the HR Service Partner and HR Generalist can only communicate with Supervisors at GCD/DataComm/Amur Trench, not employees. Employees can contact EDC and they will inform the HR Service Partner and HR Generalist of any employee relations issues or concerns. Supervisors and employees can use the Employee Direct Connect service for payroll assistance, including logging into the Paylocity system and confirming PTO balances. They can also utilize this service for benefits, such as eligibility for benefits and obtaining insurance cards. Additionally, they can use the service for HR/policy-related matters, including defining PTO policy and providing carrier information. Verification of employment is also possible through this service..

[Audio] There are three options to access support from Employee Direct Connect. You can download the PuzzleConnect+ mobile app from the Apple App Store or the Google Play Store by typing in "PuzzleConnect Plus". Alternatively, you can call the dedicated phone number 872-250-0553 during business hours, Monday through Friday, between 8 am and 8 pm Eastern Standard Time, to speak with a member of the PuzzleHR Service Team. You can also send an email to employeesupport@puzzlehr.com. When sending an email, include the company name, your full name, preferred phone number, and a brief description of your request in the subject line. This helps the team process and address your query efficiently..

[Audio] Supervisors should seek support from PuzzleHR when dealing with workplace issues. These include situations involving harassment or discrimination complaints, workplace conflicts, policy violations, retaliation concerns, and employee grievances. To start an investigation, supervisors can send an email or submit the Smartsheet HR Request Form, providing essential information like employee names and roles, dates and locations of incidents, summaries of concerns, witness details, and supporting documents. PuzzleHR will examine the request, begin the investigation process, and keep everything confidential. Supervisors might be asked for further clarification or documentation. Once submitted, PuzzleHR will manage the investigation and give updates as required..

[Audio] The supervisors should consult the updated employee handbook for relevant guidelines on a personal leave of absence. Further clarification can be obtained by reaching out to either the PuzzleHR Service Partner or the HR Generalist via email for support and recommendations regarding leave of absence procedures. GCD Sales/DataComm employees have access to a personal leave of absence option, details of which are available in the updated employee handbooks..

[Audio] The PuzzleHR Voluntary Exit/Termination Process involves several key steps. Supervisors must notify PuzzleHR about a voluntary termination by submitting the Smartsheet Payroll Request form. The form is available online at https://app.smartsheet.com/b/form/e505ab6324e949608f1b2d9dab024295. Upon submission, a notification will be sent to the in-house Payroll Specialist, Angela Decker, to confirm that necessary approvals have been obtained prior to Puzzle processing the request in Paylocity. Following this, PuzzleHR may conduct exit interviews either by the HR Generalist or the supervisor themselves. In cases where an exit is requested, PuzzleHR will attempt to contact the departing employee at least twice within a three-business day timeframe. If the employee fails to respond within 24 hours after the second attempt, it will be documented as a non-response. Additionally, PuzzleHR will share the feedback obtained from the exit interview with the CFO, President, and Vice President, or other designated members of leadership. While employee feedback is considered confidential, any important insights provided will be shared with relevant leaders as needed..

[Audio] When addressing performance issues or policy violations, it's essential to follow the proper procedures outlined by PuzzleHR. This includes notifying the PuzzleHR Service Partner and submitting an HR Request Form through Smartsheet. The supervisor should also write and provide verbal or written warnings, making relevant forms available in Paylocity. The PuzzleHR Service Partner reviews the documentation beforehand and assists in determining the suitable level of discipline, which may include coaching, verbal, written, or final written warnings. Additionally, they can aid in witnessing involuntary terminations or disciplinary conversations between supervisors and employees..

[Audio] Having another supervisor or a representative from PuzzleHR present during discussions about performance issues or policy violations with an employee ensures transparency and accountability throughout the process. Supervisors can consult with PuzzleHR Service Partners regarding termination procedures, who may advise on involving an employment attorney if necessary due to the complexity of the case. Termination decisions require approval from designated leadership members, such as the President, CFO, or Vice President, to ensure compliance with company policies and minimize potential risks. Maintaining accurate records and providing thorough documentation for the employee's file is also crucial..

[Audio] Prompt action is essential when dealing with work-related injuries or illnesses to ensure that employees receive the necessary care and support. Reporting incidents on the proper form within 24 hours as a supervisor is crucial. Timely reporting guarantees that a workers' compensation claim is submitted and that the injured employee is directed to the suitable healthcare provider or facility. Supervisors should also keep track of any days missed, worked, and return-to-work dates if the employee receives medical attention. Injured employees must adhere to all requests from GCD/DataComm/Amur Trench and the workers' compensation insurance company. Supervisors can consult with the PuzzleHR Service Partner for guidance and recommendations to navigate this process effectively..

[Audio] Paylocity has several key documents that supervisors must manage. These documents include pending pay rate changes, expense report approvals, and various warning forms such as verbal and written warnings. Supervisors also handle first reports of injury and workers compensation processes. To stay organized, they should prioritize these tasks and complete them on time. This helps supervisors maintain accurate records and provide necessary support to employees..

Questions??.