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Employee Payroll Deductions

Curious how companies that have multiple locations handle getting the written authorizations required for payroll deductions? We were advised by an Attorney that sending an email to the employee at least 7 days before the pay date including the amount and reason for deduction would suffice the law. We had two complaints concerning this and I was just advised by the DOL that we must have written authorization. We have multiple locations spread out across multiple counties, but surely others have to deal with this. Any suggestions?

Answers

Sara Voight
Title: Controller
Company: Critical Signal Technologies, Inc
(Controller, Critical Signal Technologies, Inc) |

We don't have too many employees outside of our main office. Changes to payroll require a written notice, a follow up phone call, and then we require the employee to sign and return the executed document via scanned email. We also ask that the employee summarize what the scanned document is for when they return it. That way we have acknoweldgement of both signature and intent of the document for when we initiate the deduction.

(Most of our employees have the ability to scan using their phones to get the documents back to us.)

When we are tight on deadlines, we notify the employee that deductions will have to start with the next payroll and we will be doubling the amount to get them caught up. Most of the time they request the deductions start earlier so they don't get a large amount withdrawn on a future check.

John P. Hart
Title: Vice Pres - CFO
Company: Nova Pressroom Products, LLC
(Vice Pres - CFO, Nova Pressroom Products, LLC) |

Bad advice from the atty.
Gotta use a form, detailed and signed by the employee.
Scanned to email (or fax) & returned to HR.
No questions after that.

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