Odd Letter from Payroll Company

[vegasadmin]

Hi everyone!  I don't post often (usually just when I have a question, on rare occasions to comment) but I start each morning here and know if I ever have any questions regarding the AA profession, this is the place to come.

Part of my responsibilities at work is payroll - actually, we use a nationally known payroll  processing company.  Today when I received our paychecks, I also received a letter that states, "As of August 22, 2002, gender will be required for all new employees.  From this date forward, please provide gender, along with the other required new hire information . . . "  They are also requiring that we list the gender of every current employee.  The letter states that this is so they can be in compliance with a requirement of the Bureau of Labor Statistics.

This is the weirdest thing I've heard in quite awhile.  Since when does the government need to know how many men and how many women are employed at any given company?  The only time I've ever run into something similar before was when I worked at a construction company that did lots of government jobs.  When a company does construction for the government, it's required to file a report each pay period listing employees by race and gender so the government knows how it's filling its minority quotas.  This doesn't seem like the same thing at all.  This is definitely a form letter which I received and doesn't refer to construction work or government work or any specifics of any kind.

Can anyone fill me in on this?  I know it seems like nothing, but I really don't want to have to do this - it feels intrusive for some reason.  What's next - asking for everyone's race?  I know their are forms that ask people that, but telling is optional.  I always do - I guess because it is optional, it doesn't bother me.  Maybe it's just me that's weird!

Colleen in Las Vegas
where it's hot-hot-hot!

[countrigal]

I think I would be calling the company and asking why this information is being requested.  I wouldn't want to provide it without a reason that seems legit.  I think a letter like this is a "red flag" that would make me question the necesity of knowing this information.  I suggest calling them and asking them outright (politely, of course) why they need this information.

CountriGal
Deskdemon Editorial Board Member

[mlm668]

It could very possibly be legitimate.  Not only does the federal government collect this info for construction projects (which is the industry I'm in), but every year I fill out a form that lists current, terminated, and new employees (in addition to applicants) by race, gender and job title.  

I would think that your HR department would be the one to handle this form, however, it is possible that this payroll company took over that task as part of their contract.

If you are uncomfortable with the request, call and ask.  

The form I fill out yearly is the Employer Information Report EEO-1 from the EEOC that is just current employees.  Last year I got two new ones.  One from our state employment commision and one from the Department of Labor Office of Federal Contract Compliance Programs Equal Opportunity Survey.  I think they may have been random because I haven't seen them this year, but I did verify that each was a legitimate request before I completed them.

Hope that helps.

Michelle

[vegasadmin]

Just a short update.  I called the Bureau of Labor Statistics and the gentleman I spoke with had no idea what I was talking about.  He told me that the the BLS doesn't require information about the gender of an employer's employees and that the only reason they'd be requesting it is if the employer was taking part in a voluntary survey.  (We're not.)  I sent a short note the to payroll company telling them (very nicely - you all know how we do it!) that the information in the letter hadn't sounded right to me, so I'd called the BLS, repeated what the BLS had told me, and said that I was sure they wouldn't send out misinformation on purpose so they might want to check it out.  I'll let y'all know if I hear back from them about this issue.

As far as our HR department goes - we don't have one.  We don't have any departments.  We have me.    Any other admins here that are it, as far as the office is concerned?  (We do have more employees that just me - seven - but they're all in the shop.  Boss is out most of the time.  Not a bad arrangement at all!)

Colleen in Las Vegas

[chevygirl55]

I am not currently in the situation of being human resources, accounts payable, accounts receivable, receptionist, safety director, etc., etc. but I have to tell you...if I could go back to it being just me, I would do it in a minute!  It is a wonderful way to work.

chevygirl55

[bethanial]

Ooh, ooh . . . another "I AM the office!"  Yeah, I'm not alone!  I completely understand.  Somebody asks you "well, what did HR say about . . ."  "Ummm, I am HR." etc, etc.

Lemme know if you ever need to vent about something.

Deskdemon Forum Board Staff

[vegasadmin]

Thanks!  I may take you up on that sometime!

I do agree with Chevygirl, though, that "being the office" is a wonderful way to work.  It has it's own unique forms of stress, but I've found that the pros outway the cons (and if you knew some of the situations I find myself in working for this particular person - who couldn't care less about things like OSHA, etc. - you'd know that was saying a lot!).

As far as the odd letter from the payroll company - not long after I posted Friday, I received a call from a supervisor in their customer service department.  She told me that I was correct, in that the information is not required, rather it's a request that we can comply with or not as we choose.  She said the letter they'd sent out was poorly worded and when she read it Friday, it raised questions of her own.  (I'm guessing whoever drafted it didn't get final approval on it before sending it out, perhaps.)  She also informed me that in four states (New Hampshire, Maine, Massachusets, and one other New England state - can't recall which offhand) gender information is required from each employer.  Getting it from everyone just makes it easier to keep up their database.

Colleen in Nevada