Automatic Merchandiser

OCT 2013

Automatic Merchandiser serves the business management, marketing, technology and product information needs of its readers including vending operators, coffee service operators, product brokers, and product and equipment distributors in print.

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SS M A L P MALL OL OP ADVICE AND KNOW-HOW TAILORED TO THE 1 TO 4 ROUTE OPERATION O Vending Personnel Files 101 ver the past several months I have talked about inventory controls, pricing, merchandising, how to set up your vehicles, and how and when to service accounts. This time I want to spend some time talking about the offce paperwork, particularly the employees' personnel fles. These need to be organized and maintained no differently than vehicles and routes. As small operators, when we frst started out, we really didn't worry too much about employment applications. We hired family and friends of family to get us started. They weren't asked to fll out any forms because we knew who they were and we needed bodies, not seemingly unnecessary forms. 'Oh, but the times they are a changing' as has been sung so many times. If you have even one person working for you, you need to put together a folder for that employee so that you will be prepared in the event a wrongful termination lawsuit is brought against you. By Dominic Finelli, Contributing Editor How to be your own human resource department and protect yourself against liability. Start with the basics Have every person working for you, including family members and yourself, fll out an employment application. These are easy to print from any online source. All workers should have flled out state and federal payroll deduction forms, and these should be updated any time there is a change in that employee's payroll deductions. Everyone must also fll out the Immigration and Naturalization Service (INS) form, where an employer must check to see if that person is in this country legally. Be sure to make copies of the individual's photo IDs, again this includes all family members. Next, make up a form that will show each person's emergency contacts such as who to call, their phone numbers and relationship to employee. This should be placed in the employee's folder along with all the others forms. Require a clean record Another very important item that you need from any employee who will be driving a company vehicle is their current driving record. If your insurance company hasn't asked for these yet, they will as you grow. No insurance company will insure anyone with a bad driving record and operators should make employees aware that if they can't be insured then they can't work. Also, make them understand that their record is not just what they have done in your vehicles, but what they have done in their personal vehicles as well. Going forward, any time someone applies for a job, they should fll out the employment application and attach a copy iStockphoto 16 Automatic Merchandiser VendingMarketWatch.com October 2013

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