Let's Blame Others!

Some employees work on time limited appointments. Their contract can "expire" and not be renewed, depending on available funds. When we process those contracts, we have to enter a break (not a termination) at the end date. We don't want to put a termination because 9 out 10 times, the contract is renewed. Terminating the employee would cause problems with their benefits and etc. The break simply stops pay and prevents an overpayment (should the contract not be renewed).


Well, yesterday there was an issue with an employee who was underpaid because of this break. The department however was adamant about being HR's fault. They thought that breaks were no longer processed for these time limited appointment contracts which is why they didn't send the renewed contract on time.

>>> Employee 7/17/2009 9:16 AM >>>
Hello Department Secretary
My pay check is $700 short. Please let me know what to do... Employee.

>>> Department Secretary 7/17/2009 9:38 AM >>>
Payroll, Please advise. Dept Secretary.

At this point, the employee calls Payroll directly. Followed by the Department Coordinator. Payroll advises that they would research and contact them back. The Coordinator emails the Payroll Asst Manager and HR's Assistant Director:

>>> Department Coordinator 7/17/2009 11:38 AM >>>

Asst HR Director, Asst Payroll Manager: Can you please help here? We've tried calling about this as well. Department Coordinator.

The Payroll Asst Manager gets furious at their lack of patience and because they emailed the Asst Director (there was no need for it). On top of it all, she's annoyed at their stupidity.

>>> Payroll Assistant Manager 7/17/2009 12:18 PM >>>

Hi Department Coordinator
She was one of the employees who had a time limited appointment end date of 7/1/09 and had an extension to contract for which a letter to Records was not done in a timely manner due to last minute grant extensions. We did not get the change letter until 7/9/09 at 2PM. This places the document in HR well past the processing deadline of 6/26/09. Therefore, the document has been processed for pay period 7/23/09. I spoke with my team and they did receive your phone call and were researching into this when I was emailed on the matter. Please allow them sufficient time to research and respond when you contact any of the team members for assistance. Thank You, Asst Payroll Manager.

Not satisfied, the Coordinator contacts my boss, the Records Manager:

>>> Department Coordinator 7/17/2009 1:21 PM >>>

Records Manager, I was under the impression that you and my manager had spoken about our time limited appointments, and that the breaks were not being keyed. Also, the employee's letter was for 10/1/08-8/31/09. At least, the one that I have has those dates. I also have the newest one which covered the 9/1/09-10/31/09 period. Do we know why 7/1 was keyed as her end date? Department Coordinator

>>> Records Manager 07/17/09 3:21 PM >>>

Hi Department Coordinator
I have reviewed this issue and do not see where HR was at fault. As is our business practice, when we receive a time limited letter (this one was dated 10/1/08 -6/30/09), we key a break row to prevent any possibility of overpayment. The new letter was not signed by your boss until 7/8/09 and was received the next day on 7/9 and the pay period ended on 7/10. In regards to what your boss and I spoke about, I believe you are referencing to other employees, those on the federal grant. Thanks, Records Manager

Needless to say, the department did not respond...