Chapter 29. Workday Matters

Questioning item on expense report

To: Shelia Reynolds

From: Accounting

We are in receipt of your July expense report and receipts.

According to the employee travel policy, all car rentals must be made through one of the companies listed in the manual and using our corporate discount rate. Exceptions must document a reason for using an unauthorized company and must be approved by a supervisor.

On your form you ask reimbursement for a three-day rental of a motorcycle from a local dealer in Smith Point. We are withholding payment for that claimed expense and await further explanation and approval.

Please consult with your department head or contact the accounting department with any questions.

Denying expense on travel reimbursement form

To: John Martin, Sales and Marketing

From: Accounting Department

We have received your travel reimbursement request for April, including expenses related to your trip to Atlanta to attend the International Lumber Forum.

It is not company policy to pay the expenses of a spouse or traveling companion unless a department head has specifically requested such travel and has received preapproval from the accounting department.

Please consult your employee manual for full details of the company’s guidelines regarding travel and reimbursement.

Please resubmit the form, listing only those expenses directly related to your own travel, and also excluding certain nonreimbursable expenses including entertainment, dry cleaning, and spa services.

Asking resubmission of travel expense form

To: Janice Timmons

From: Beverly Miller, Payroll Department

I am in receipt of your receipts for reimbursement for expenses incurred in travel to a seminar in Atlanta in April. We have received authorization from your department head to pay expenses related to that seminar.

The receipts you submitted show an additional flight, from Atlanta to Miami, plus a flight from Miami back to Rolling Meadow. I have checked with your supervisor and he has informed me that you took a week’s vacation at the end of the seminar.

Please submit an accounting to us that shows the additional cost, if any, between a roundtrip from Rolling Meadow to Atlanta and the three flights you took. According to company travel policies, we will reimburse an amount equal to the cost of travel to and from the seminar and not any additional expenses related to your vacation.

Disapproving attendance at conference

To: Sandra Martin

From: Jim Hastings, Marketing Director

After reviewing the information you provided about next June’s trade show in Venice, Italy, I have determined that this is not a good use of company funds.

I am thus not approving your request for travel to the conference. I am pleased that you want to broaden your knowledge of the field and encourage you to look for other ways to accomplish this.

Declining request for time off

To: Thomas Sullivan

From: Jan Dablook, Sales Director

I have received your request for vacation leave for the week of July 10 through July 16.

I am sorry to have to deny the request.

In May, all employees were notified that because of the imminent launch of our new line of security doors no requests for vacation or nonemergency personal days would be accepted until after August 1. We are all very busy with final production, promotion, and sales projects, and this is a time when we feel we need all staff fully involved.

I hope you are able to find a time for vacation that does not conflict with company needs. Please feel free to contact me to discuss any policy, including those dealing with vacation and personal leaves.

Denying vacation time request

To: Thomas Carter

From: Benefits Office

We have received your request for seven days of paid vacation time this July.

Based on the policies detailed in the employee manual, as of July you will have accrued a total of four days vacation time.

Company policy does allow an employee to “borrow” one day of vacation time from any that may be accrued in the three months that follow requested days. Therefore, we would be able to grant five days of paid leave if you make a request for that amount.

Please adjust your request and resubmit it.

If you have any further questions, please contact this office.

Violation of sick day policy

To Employee,

As we discussed this morning, we have determined that you have not followed company policy regarding the use of sick days.

We have noted a recurring pattern of “sick” days that occur on the day before or day after a holiday or a holiday weekend.

As stated in the employee manual, sick days may only be used for actual medical problems or appointments and may not be used to extend vacation or holiday periods. We have the right to request documentation of illness or medical treatment.

Your department head has been asked to closely monitor your attendance record. We hope we will not see further instances of inappropriate absences.

If we determine that sick days have been improperly used, we will seek your termination from employment.

We consider you a talented and capable worker, and we hope you will make a successful career with the company.

Declining to grant paid day off

To: Nancy Thomas

From: Human Resources

I have received your request for time off on May 16.

You are requesting the day to accompany one of your children on a school trip.

According to the employee handbook, this does not qualify as a reason for a paid leave. You are free to use one of your personal or vacation days for this purpose, with the approval of your departmental supervisor.

Please advise me of your plans as soon as possible.

Memo about excessive lateness

To: Rick Perry, Sales Associate

From: Dennis Sylvia, Sales Director

It has been brought to my attention that for the past month you have been consistently coming to work well past your scheduled starting time of 8:30 a.m.

As your supervisor, I would like to know if there is something that is preventing you from being at your desk at your scheduled start time. Within reason, we are willing to consider adjustment of working hours because of personal situations or difficulties in commuting schedules.

However, I must advise you that any further unexcused latenesses may result in disciplinary action, as outlined in the employee manual.

Please contact me immediately to discuss this matter.

Notification about absence from training sessions

To: Brian Cannon

From: Leslie Oliver, Sales Director

You were absent from an important sales training session yesterday, the second session you have missed in the past month.

Attendance at sales training meetings is an essential part of your job. Employees have been asked to build their schedules around the weekly sessions and to contact their supervisor if unforeseen circumstances prevent their attendance.

Please make an appointment to see me immediately. I will want to discuss this matter with you and then make arrangements for you to meet with marketing personnel to go over the materials presented at the session.

I expect you to attend future training meetings as scheduled.

Reprimand for refusing overtime

To: David Ellis

From: Director of Sales

According to your department supervisor, you have refused three requests for overtime work in the past month.

The sales department is involved in a major program requiring all salaried and commissioned employees to be available as needed. As outlined in the company manual, requests for overtime hours cannot be unreasonably refused.

All employees affected by this program were made aware of its urgency three months ago and were told to make appropriate plans so that they would be available for overtime hours when asked.

With this letter, I am asking that you be prepared to work overtime hours when requested.

Future problems of this nature will be considered as grounds for disciplinary action or termination of employment.

If you have any questions about company policy, please consult with the human resources department.

Failure to meet deadlines

Dear Fred,

I am writing to put on the record our discussion today about your repeated failure to meet reasonable deadlines in the performance of your job.

We are not in any way questioning your commitment to your job or to the company as a whole. You are a dedicated worker, and we appreciate your efforts.

However, we cannot continue to tolerate repeated instances of failure to meet deadlines for assignments. Your work in marketing is one link in the chain that leads from product development to sales and shipping; a delay at any point can have a serious impact on the company’s ability to meet its financial goals.

We have arranged for training from a consultant who specializes in helping workers become more organized in the performance of their duties. The sessions will begin within the next two weeks.

It is our hope that you will be able to meet all of our expectations and make a career here at Rolling Meadow Lumber Company.

Please feel free to contact me at any time with questions about this letter or the general performance of the duties of your job.

Reassigning employee

To: Kathy Steele

From: Liz Herbert, Manager, Burk’s Department Store

Effective immediately, we are changing your job description from sales clerk to inventory assistant. Your hourly wage will remain the same, although you will not be eligible for sales-related bonuses in your new position.

As we discussed in our meeting earlier today, we are doing so because of a sustained pattern of discrepancies in the accounting for your cash register. At this time we believe you do not have the attention to detail and other skills we require for the sales clerk position.

We do hope you will stay with the company and add new responsibilities as you gain experience.

Please report immediately to Saul Rabin, department head in the warehouse division. He will give you instructions for your new position and be available to answer further questions about the assignment.

Reducing hours from full time to part time

John Singer

Dear John,

I regret to inform you that, effective April 1, we will be forced to reduce your working hours from your present typical schedule of about thirty-five hours to about twenty hours per week.

We have no choice but to make this change because of severe reductions in state funding and donations.

You have been an excellent member of our staff for nearly a year, and this change is in no way meant to express any dissatisfaction with your work. We would not be making this change for any reason other than lack of funds.

I will be placing a copy of this memo in your file as a commendation of your services to the organization.

Please meet with me at your first opportunity to discuss your new schedule.

Requesting return of company equipment

To Departing Employee,

According to our records, you were issued a laptop computer to be used when on company-approved travel.

Please return the laptop computer, along with all power cords, cables, software, carrying cases, and other accessories to the office services department at least two business days before your last day of employment. You will be issued a receipt for the items, which we ask that you immediately deliver to the payroll department.

As outlined in the employee manual, your final paycheck will be withheld until all loaned equipment is returned.

Discrepancy on hourly rate

Margaret Reeves

Margaret’s Cleaning Services

Dear Ms. Reeves,

I recently engaged your company to clean my house, and I have been generally satisfied with the work done and the professionalism of your staff.

When I agreed to use your service, the terms were that your workers would be at my home on Tuesday mornings, working for no more than three hours and paid at a rate of $18 per hour.

When I returned home on Tuesday, I saw that the invoice left on my kitchen was for five hours at $20 per hour.

If I am to continue using your company’s services, I must insist that it be under the terms we agreed. Please advise.

Sincerely,

Gloria Abbott