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Business and Operations – D2D

Business and Operations – D2D. Regional Meetings July 22-24, 2013 Presented by: Ryan Cook. “The trouble with organizing a business is that pretty soon folks get to paying more attention to the organization than to what they're organized for .” - Laura Ingalls Wilder

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Business and Operations – D2D

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  1. Business and Operations – D2D Regional Meetings July 22-24, 2013 Presented by: Ryan Cook

  2. “The trouble with organizing a business is that pretty soon folks get to paying more attention to the organization than to what they're organized for.”- Laura Ingalls Wilder • We are organized to sale and install as many quality accounts as possible without sacrifice of compliance, morality or financial responsibility. Organization

  3. Employee Management • Van Management • New rental partner • Implementation strategy • New van protocol • Implementation of new gas cards • New gas card protocol • Expense Management • Travel • Sales Management Manager’s Guide

  4. New Hire HR Paperwork Process Employee Management

  5. New hire HR Paperwork Packets must be completed by the applicant and proper IDs must be collected before they may go into the field to sale. There is a different New Hire packet for each state. • An applicant’s “Hire Date” is the date they complete their New Hire HR Paperwork AND submit 2 forms of valid ID. The valid ID list can be found on the last page of the I-9 form. • All HR New Hire Paperwork and Licensing Paperwork (where applicable) must be corrected and completed within 20 days of the employee’s hire date or they will be force terminated. • If an employee is force terminated they will be eligible to reapply, but must completely redo all of the New Hire HR Paperwork. New Hire Paperwork Process

  6. 13 Required Documents • Not including state specific forms • 10 are very simple • Only need basic personal data to be filled in • And/or to just be signed and dated • 3 Are more difficult • Let’s look at these briefly… Common Mistakes

  7. I-9 and Form(s) of ID • Is required by the Federal Government to verify employment eligibility (very important) • 9 Pages Long • 7 Instruction Pages (Pages 1-6 & 9) • Pages 7 & 8 must be completed • Top section of Page 7 must be filled in, signed and dated. • Page 8 only requires the employee’s name to be written at the top. The rest of page 8 is completed by the corporate HR staff. • Forms of ID must be attached as well • This is covered in more detail in a few slides

  8. I-9 and Form(s) of ID Page 7 of 9 Fill in all boxes in this top portion… Including the check box that applies and any further information required (depending on your selection) Must Sign and Date Do NOT fill in anything in this section Do Not Complete this Section

  9. I-9 and Form(s) of ID Do Not Complete this Section Page 8 of 9 Print Full Name just the same as you did on page 7 Remember: Do NOT fill in anything in this section. This is only for our corporate HR staff to complete!

  10. I-9 and Form(s) of ID The acceptable forms of ID to accompany the I-9 are: 1 Document from List A OR 1 Document from List B AND 1 Document from List C For Example: You can bring a valid passport (from list A) OR You can bring a Driver’s License (from list B) AND a Social Security Card (from list C) If you have these with you now, please give them to the trainer to make copies. If you do not have these with you now, then it is required that you bring them to training tomorrow or you will not be able to continue with Safestreets until you have. *Note: Expired forms of ID cannot be accepted.

  11. W-4 Federal Withholding Tax Form • Establishes how much federal income tax will be deducted from your payroll each week • 2 Pages Long • Page 1 must be filled out • Page 2 is an additional work sheet (not typically used) • Top section of Page 1 is a worksheet to help you determine how many allowances you should claim, but is not required to be completed. • Bottom Section of Page 1 must be fully completed and Page 1 must be signed and dated at the bottom

  12. W-4 Federal Withholding Tax Form Page 1 of 2 Use this worksheet to calculate the total # of allowances (if needed). Then, write the # of allowances you calculate in section 5 on the bottom portion Important Note: If you claim “tax exempt” then do no enter anything in section 5, but you MUST write in “Exempt” in section 7 (and you must meet both qualifications listed in section 7) Fill in all information Sign and Date

  13. Consumer Report Release Form • 1 Page Long • Must fill in all fields and include driver’s license information • IMPORTANT NOTE: • 7 Years of addresses must be listed. List your current residence first and work back a minimum of 7 years.

  14. Consumer Report Release Form Page 1 of 1 Fill in all fields with your info Fill in your driver’s license information Make sure to list 7 years of addresses, beginning with your current address. (Use additional space at the bottom of the page or ask for an additional piece of paper if you run out of space.) Print your name, sign and date

  15. What are some specific issues that you are facing with New Hire Paperwork? New Hire Paperwork Issues

  16. Employees must have no felonies on their criminal history record and be at least 18 years old to be hired. • Have new employees complete the appropriate HR New Hire Paperwork (along with any state required documents). • Send the HR New Hire Paperwork to the corporate office HR department via overnight Fedex: • Safestreets USA • Attn: HR New Hire Coordinator • 5305 Raynor Rd. • Suite 100 • Garner, NC 27529 • Review the Outside Sales Missing Paperwork spreadsheet, which will be sent to you nightly, and correct any mistakes or missing documents immediately and resend to corporate HR. • Email the badge request form, along with a digital picture, to cmarrero@safestreets.com. Please make sure there is a way for the badge maker to know the name of the person in the picture. • Badge request forms and pictures must be submitted by 2pm in order to be received the following business day. Hiring

  17. To Team Leader • Employee can only start as a team leader on the first day of the work week (Saturday). • Email employee’s name to d2dadmin@safestreets.comand cc the regional manager to notify of promotion and begin DMV history verification. • Employee must complete a Vehicle Policy Form and be submitted for DMV approval. • Employee must have a clean driving record (verified by HR) and valid driver’s license before they may drive the van as the team leader. • To Branch Manager • Branch manager promotions must be submitted to jcruz@safestreets.com for approval before the manager can be promoted. • Managers must complete a Fuel Card Policy form before they will be issued a fuel card for their vans. • Once approved, email name, branch and date starting in new position to d2dadmin@safestreets.comto notify of promotion. Promoting

  18. Demoting: • For all demotions, email employee’s name and date of demotion to d2dadmin@safestreets.com and cc the regional manager. • Transferring: • If an employee wishes to transfer to another branch, the branch and regional manager of the new office must approve first. • Once approved, email d2dadmin@safestreets.com and advise of the employee’s name, the office they are transferring from and to, and the reason for the transfer. Attach the approvals from the branch and regional manager as well. Demoting and Transferring

  19. To write-up an employee for misconduct that does not warrant immediate termination; fill out a “Counseling Form” and email to hr@safestreets.com and cc the regional manager. • For any questions about whether an employee can or should be terminated, please contact hr@safestreets.com and cc rcook@safestreets.com. Write-ups

  20. Report all terminations and/or reps who are no longer employed, for any reason, by emailing d2dadmin@safestreets.comwith the employee’s name, last date of employment and reason they are no longer employed. • If an employee is terminated for any reason other than job abandonment, then a Termination Form must be completed, signed by the employee and manager, and attached to the email. • An employee who does not show for work for 3 consecutive days without prior approval and an email should be sent to d2dadmin@safestreets.comto notify that the employee is no longer employed due to job abandonment. • For any questions about whether an employee can or should be terminated, please contact hr@safestreets.com and cc rcook@safestreets.com. Terminating/Job Abandonment

  21. Payroll is automatically calculated, based on the data in SecurityTrax, on a weekly basis. • An initial payroll report is sent on Monday mornings and any corrections must be submitted to d2dadmin@safestreets.comby 1pm on Monday in order to take affect the same pay week (if a correction is warranted). • A final payroll report will be sent Monday afternoon. • Employees who have not properly completed their New Hire Paperwork and submitted 2 valid forms of ID by Friday at 1pm will not be eligible to be paid the following week. • Further information can be found in the Sales Consultant Pay Plan and Guidelines. Payroll

  22. Moving pay date to Mondays? • Can pick up “early” at end of sales day on Saturday. • Increase Saturday headcounts • Increase time for payroll corrections • Can it be done? • Should it be done? Payroll

  23. Partnered with Avis for vehicle rental starting 8/1 • Service all of our current markets • Provide back-office support that is necessary with the amount of vans we are currently renting • Unified billing • Live tracking of vans • Real-time reporting • Expense allocation by branch • Simple reservation system • No additional fees or upcharges at the counter • A dedicated account rep for issues, claims, etc. Van Management

  24. Driver Responsibilities • Vans (or other vehicles used to transport sales consultants to and from the office to market) are to be used for business purposes only. • All van drivers must have a valid driver’s license and have a clean DMV report history from HR before they may drive a van. • Vans must be parked at the office every night. Vans may be driven home only if the regional manager has emailed approval to d2dadmin@safestreets.com. • Vans may not be used on non-work days or for personal trips/errands. • All local and state laws must be adhered to at all times while driving the van. • Seatbelts must be worn at all times by all passengers. • There is no smoking in the vans at any time for any reason. Any damages or cleaning fees incurred by Safestreets will be charged to those responsible. • Any maintenance or repair issues should be reported immediately to d2dadmin@safestreets.com and the vehicle should not be used for any reason until the issue has been addressed and properly fixed. • Immediately report any changes to the status of a valid driver’s license. Van Management

  25. Van Safety is a Top Priority • Traffic violations in a company vehicle must be reported within 24 hours to d2dadmin@safestreets.com. • Mobile phones may not be used for any reason in any capacity while operating a company vehicle. • Inattention is the #1 cause of vehicle accidents in America. • Other inattention activities to avoid include: • Adjusting the radio • Eating • Smoking • Daydreaming • Talking to passengers Van Safety

  26. Renting: • To rent a van, email d2dadmin@safestreets.com24 hours in advance. Attach the completed Vehicle Policy Form and include the date the new vehicle rental is to begin. • Once the driver has been approved to have a valid driver’s license and clean DMV report, the vehicle reservation will be created and a confirmation will be sent back to the manager. • Van Drivers • All van drivers must have a valid driver’s license for the class of vehicle they will operate. • Driver’s must meet the following qualifications: • Active employee of Safestreets. • Must be at least 21 years of age. • Have a cleared DMV check by Human Resources. • Must have a valid driver’s license. • All van drivers must sign and date, along with their branch manager, a Vehicle Policy Form and email to d2dadmin@safestreets.com to have a DMV report pulled. • The manager must receive approval by Ryan Cook BEFORE the employee may begin driving the company vehicle. • This will typically take around 24 hours in most cases. • Failure to do so will result in disciplinary action up to and including termination. • Backup Drivers • Additional drivers may be pre-approved to drive a company vehicle by following the same procedure listed above. • This will provide the manager will the ability to make necessary and immediate van driver changes (to any employee that is already approved.) Renting/Van Drivers

  27. Changing Drivers • To change a driver on a company vehicle, an email must be sent in advance d2dadmin@safestreets.com. • The new driver must be approved and meet all driver qualifications before the change may take affect. Changing Drivers

  28. Returning: • Send an email to d2dadmin@safestreets.comto inform of particular van to be returned and the expected return date. • Due to the way the van rental contracts are setup, it may cost more to return it early than to keep it through the end of the rental period. This MUST be checked BEFORE a van is returned, unless you have previously been told to return it or it is being returned because the rental period is complete. • If a van comes to end of its rental period or you no longer require it in your office (and have been approved to return it), then return it to the same location it was rented from. Returning

  29. A preventable accident is any accident involving a company vehicle that results in property damage and/or personal injury and in which the driver failed to exercise every reasonable precaution to prevent the accident. • Below are safety guidelines to prevent accidents: • Do Not Follow too close • Do Not Drive too fast for conditions • Do Not Fail to observe clearances • Do Not Fail to obey signs • Do Not Make Improper turns • Do Not Fail to observe signals from other drivers • Do Not Fail to reduce speed • Do Not Park improperly • Do Not Pass improperly • Do Not Fail to yield • Do Not Back up improperly • Do Not Fail to obey traffic signals or directions • Do Not Exceed the posted speed limit • Do Not Drive While Intoxicated (DWI) or Drive Under the Influence (DUI) or similar charges. Preventable Accidents

  30. Reporting Accidents or Damage • Report any injuries as soon as possible to rcook@safestreets.com. • Take pictures of the damage. • Have the driver write a report of exactly what took place. • Report all injuries to employees to rcook@safestreets.com. • Complete an “Accident Report Form.” • Email the pictures, driver’s report of the accident and the completed Accident Report Form to tsager@safestreets.com and cc the regional manager and rcook@safestreets.com. • Return the vehicle within 24 hours to the rental location. • Driver Responsibility for Damage • Drivers are responsible for up to $500 of the insurance deductible for any damage to a vehicle they are driving. • Branch managers and regional managers are EACH responsible for up to $500 to cover the deductible on any claims. Accidents/Damage

  31. Gas cards should be used to fill up the vans with fuel only. There are absolutely no exceptions to this rule. • Gas cards should only be used to fuel company rented/owned vehicles and only for business use. • Each van has a unique pin # that must be keyed in at the pump as well as the mileage of the vehicle, when fueling. • Some gas stations do not have the proper computer systems to report back mileage, price per gallon, etc. Due to this reason, a “default” gas station near each office will be set to ensure the proper information is being reported back. If fuel is needed away from the default gas station, then large, national branded gas stations are preferred. • If a gas card is lost, stolen or the pin # is compromised then send an email to tfricano@safestreets.comand cc the regional manager. • The gas cards have maximum limits set for them each week. If your card is declined, then you may request a limit increase immediately by calling Tamara Fricano at 919-861-8507 or Ryan Cook at 919-773-7802 ext. 6001. Gas Cards

  32. 1 Pin per Van What happens if? Pin#: 1234 Pin#: 1234 Same Driver; Same Van 1 Gas Card Driver: Steve Driver: Steve Pin#: 5555 Pin#: 5555 Driver Changes; Van Same Driver: Katie Driver: John Pin#: 0909 Pin#: 0909 Van Changes; Driver Same Driver: Tom Driver: Tom Gas Cards and Van Pin #s

  33. Office Expenses: • Office supplies should be ordered by emailing d2dadmin@safestreets.com. It will typically take 1-2 business days for most orders to be delivered to the office. • Any damages, maintenance or utility issues (internet, electric, water, garbage, cleaning) needed for the office space itself should be submitted via email to rcook@safestreets.com and cc the regional manager. • Small expenses may be reimbursed to the branch manager by emailing an “Expense Reimbursement Form” and the corresponding receipts to d2dadmin@safestreets.com and the regional manager. The regional manager must approve the reimbursement. • $50 Maximum Expense Management

  34. All travel should be booked by emailing d2dadmin@safestreets.comat the earliest possible time. • Any travel expenses incurred by the employee will be reimbursed by emailing an “Expense Reimbursement Form” and all receipts to d2dadmin@safestreets.com. • Departure and return days are counted as “travel days” in addition to any nights spent in a hotel. Travel Expenses

  35. Food and Beverage • The following amounts are the limits set for employees for each meal: • Lunch: $10.00 • Dinner: $15.00 • (Daily total not to exceed $25.00 in food and beverage) • *Alcohol is not allowed to be purchased or reimbursed under any circumstances. Travel Expenses

  36. Ground Transportation • All rental cars should be booked at least 24 hours in advance by emailing d2dadmin@safestreets.com. • 1 day of a rental car may be booked by the traveling employee if necessary (last minute, after hours, etc.). The following day, if the reservation is to be extended, the employee must rebook via the approved method. • Reasonable expenses for taxis, parking, tolls and fuel, or similar, may be paid directly by the employee without prior approval and will be reimbursed. Travel Expenses

  37. Hotels • All hotels should be booked at least 24 hours in advance by emailing d2dadmin@safestreets.com. • 1 day of hotel may be booked by the traveling employee if necessary (last minute, after hours, etc.). The following day, if the reservation is to be extended, the employee must rebook via the approved method. • Hotel incidentals will not be billed directly to Safestreets, and therefore, must be paid by the employee and an itemized receipt along with an “Expense Reimbursement Form” must be submitted to d2dadmin@safestreets.com. Only those expenses deemed “necessary and reasonable” will be reimbursed (includes items such as hotel parking, internet usage, meals eaten at hotel and the like). Travel Expenses

  38. Airfare • All airfare should be booked as early as possible, but at least 24 hours in advance by emailing d2dadmin@safestreets.com. • No airfare may be booked directly by the employee at any time. • Reasonable airfare related expenses, including bag fees, seat fees, etc. may be paid directly by the employee without prior approval and will be reimbursed. Travel Expenses

  39. Reporting • Recruiting Numbers • Daily Sales Report (Nightly Numbers) • Migration Report • Manager’s Office Schedule Sales Management

  40. Recruiting Numbers • For all hiring and trainings, the hiring and training manager should report to nmchugh@safestreets.com: • Number of applicants showed for an interview • How many were hired • How many came to Day 1 of training • How many completed training • All numbers should be reported within 24 hours Reporting

  41. Daily Sales • By 9am the morning following the sales day; an email should be sent by the branch manager to nightlynumbers@safestreets.com. • An example of the format and information needed is on the next slide. • The yellow copy of work order form that is completed by the sales consultant in the home for each sale should be scanned and emailed to data@safestreets.com and cc tfricano@safestreets.com daily. • Once emailed, these forms should be placed in the shredder bin in each office. Reporting

  42. To: nightlynumbers@safestreets.com Subject: [Branch Name,] [Date of Sales] ex. Chattanooga, 3/1/2014 [Total Branch Sales] [Total Branch Same Days] [Total # of Vans] [Total Branch Headcount] Van 1: [Driver] [Van Headcount] List all sales from this van in this format: [Customer Name] [Credit Score] [The word “Pass” or “Fail”] ex. 755/Pass or 525/Fail [Monthly Rate]/[Amount of Activation Collected] ex. 52.99/99 [Sales Consultant] [Team Leader] [Install Date (type “SD” if installed Same Day)] Repeat for each van. Reporting

  43. Migration Reports • Should be completed daily by the branch manager by Noon and emailed to the regional installation manager. • The report should include the location (city) where each van will be going for the current sales day. Reporting

  44. Daily Schedule: • 9:00a - Manager Arrival/Open Office • 10:00a - Team Leader’s Meeting • 10:30a– Consultant’s Meeting • 11:30a – Fuel Vehicles and Enter Field • Deadlines: • Check cut off time: • 2:30pm DAILY for next day delivery • Pay Discrepancies: • 1:00pm Monday • Badges: • 2:00pm 1st day of training • New Hire Paperwork: • 1:00pm Friday for the check to be cut the following Friday Manager’s Office Schedule

  45. Monday: • Preliminary Pay Report: Arrives to your email by 11:00a, due by 1:00p. • Send ONE (1) email to Tamara (tfricano@safesatreets.com) with any pay discrepancies (after verifying that the payout is, in fact, wrong).  • This must have a sent time stamp of 1:00p or earlier. NO EXCEPTIONS. • Any discrepancies sent out after this time will be attended to but will not reflect until the following weeks paycheck.  • The format for the discrepancies is as follows: • Consultant Name • Customer Name (STraxID) • Problem AND Solution • Example: • Jamie Burke • Mary Johnson (555555) • Payout is currently $300.  Should be $450, Jamie Burke is on Manager's Pay. • Final Pay Report: Arrives to your email by 5:00p • If any of your discrepancies were not attended to between Preliminary and Final then make sure you send an email to Tamara by Tuesday, 9:00a in order to correct it. Again, send only ONE (1) email.  • THERE WILL BE NO MORE CHANGES AFTER THIS POINT. Manager’s Office Schedule

  46. Wednesday: • Chargeback Report:  Arrives to your email by 5:00p • Inform ALL consultants of any and all chargebacks that are going to be showing on this week's paycheck.  • If the consultant is not aware of the chargeback or doesn't know where it came from, DO YOUR HOMEWORK (search STrax notes, Work Orders). • If you still don't know why it's there then email Tamara. Manager’s Office Schedule

  47. Friday: • Paychecks: Arrives at the office by 10:30a • Be at the office NO LATER than 8:30am on Friday. • Paychecks arrive between 8:30 and 10:30.  If someone is not at the office to receive them then they will be sent for re-delivery by 3:00p.  THIS SHOULD NOT HAPPEN.   Friday is supposed to be a good day, make sure your people have their checks before they hit the field so they have a killer day on the last day of the pay period. • If there's ANY pay discrepancies between the Final Pay Report and the Actual Check that you can't explain by looking at the chargeback report (LOOK AT THE CHARGEBACK REPORT FIRST) then email Tamara ASAP.  Do not put this off, the cut off time to cut a check with a Saturday arrival is 2:30pm. • Take note that this is only for instances where: • A paycheck that was on the final payroll report simply doesn’t arrive at all • Or, a paycheck that was on the final payroll report was sent for the wrong amount and the chargeback report doesn’t explain the difference. Manager’s Office Schedule

  48. Managers will be responsible for buying their own laptops • Safestreets will initially purchase the computer • Manager will pay back at a set weekly rate to be deducted from their paycheck • Issues: • Software? • Anti-virus? • What happens when/if employee quits/is terminated? Manager Laptops

  49. In your offices, do you have any immediate needs for maintenance, utilities being setup or similar issues? Office Needs

  50. Any Questions? Thanks

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