Equipment Responsibility and Routine Audit Procedures

Transcription

1 Equipment Responsibility and Routine Audit Procedures Revision Equipment Responsibility and Routine Audit Procedures Purpose: The purpose of this policy is to establish a standard for the responsibility (including financial responsibility) of equipment that is lost or damaged due to negligence, as well as performing routine audits to ensure that unreported losses are quickly identified and addressed. Applicability: Crew Leaders. Policy: It is the responsibility of all Crew Leaders at Yellowstone Landscape to use reasonable care to ensure that the equipment assigned to their truck is not lost, damaged or stolen due to abuse or negligence. If a routine audit uncovers that equipment has been lost, damaged or stolen due to abuse or neglect, the Crew Leader may be held financially responsible for the replacement of the equipment, either through the purchase of a comparable piece of equipment or payroll deduction, equal to the identified replacement cost. Procedural Overview: A. An initial truck inventory assessment will be performed, typically by the Crew Leader and confirmed by the Branch Mechanic or Account Manager, and documented on the Equipment Responsibility Form. a. Each item will be assigned a replacement cost based on recent purchase history of the same/similar piece of equipment. b. Upon completion, the Crew Leader and Branch Manager or Account Manager will sign and date the form. c. Signed Equipment Responsibility Forms will be kept on file by the Branch Mechanic. B. A monthly audit will be performed by the Branch Mechanic to ensure the each truck contains the items identified in the initial inventory assessment. a. The results of this monthly equipment audit will be documented on page 2 of the Equipment Responsibility Form (attach additional pages as needed). b. Branch Manager will immediately be made aware of any missing and/or damaged items that are identified. i. Depending on the situation, the Branch Manager may hold the Crew Leader financially responsible for the missing and/or damaged items either by gaining agreement on a suitable replacement to be purchased by the employee, or payroll deductions equal to the replacement cost identified on the signed Equipment Responsibility Form. Payroll deductions can be spread out over an agreed upon length of time and the employee will be required to sign a Payroll Deduction Form. ii. It is the responsibility of the Branch Manager to document in writing the agreed upon replacement/reimbursement amount that has been determined. Yellowstone Landscape Page 1 of 2

2 Equipment Responsibility and Routine Audit Procedures Revision Attachments Attachment 1: Process Flow Chart Attachment 2: Equipment Responsibility Form Attachment 3: Payroll Deduction Form Yellowstone Landscape Page 2 of 2

3 Equipment Responsibility and Routine Audit Procedures Yes Payroll Deduction No Replace Yes No

4 Equipment Responsibility Form (Formulario de Responsabilidad de Equipo) Date (Fecha): Employee Name (Nombre): Truck # (Número del Camión): Branch: I, the Undersigned, acknowledge receipt of the following items and quantities: Yo, la persona que subscribe, verifico que recibí los siguientes artículos y cantidades según se especifica a continuación: Equipment Type (Tipo de equipo) Description (Descripción) Condition (Condición) Serial Number (Número De Serie) Replacement Cost (Costo de Reemplazo) I understand that as a Crew Leader with Yellowstone Landscape, it is my responsibility to use reasonable care so that the equipment assigned to my truck is not lost or stolen. Further, I understand that I may be held financially responsible for equipment that is lost or damaged due to negligence or abuse. Entiendo que como un Líder de Equipo con Yellowstone Landscape, es mi responsabilidad para usar el cuidado razonable para que el equipo asignado a mi camión no se pierde o es robado. Además, entiendo que puedo ser financieramente responsable del equipo que se pierde o se daña debido a la negligencia o abuso. Employee Branch Manager CY2015, v

5 Truck # (Número del Camión): Page 2 Equipment Type (Tipo de equipo) Description (Descripción) Condition (Condición) Serial Number (Número De Serie) Replacement Cost (Costo de Reemplazo) Monthly Equipment Audit Record CY2015, v

6 Employee Payroll Deduction Authorization Employee Name: Emp. #: The undersigned hereby authorizes Austin Outdoor, LLC / ALSW, LLC to deduct a total of $ from my paycheck beginning on, as follows: I agree that my gross pay will be reduced by the amount of my deduction as indicated above. Employee

7 Employee Payroll Deduction Authorization Employee Name: Emp. #: The undersigned hereby authorizes BIO Landscape & Maintenance, Inc. / BLSW, LLC to deduct a total of $ from my paycheck beginning on, as follows: I agree that my gross pay will be reduced by the amount of my deduction as indicated above. Employee