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USA Operations Centers Employment Verifications, Government Inquiries and Letters of Reference May 2017
As this policy is reviewed, please note the following State(s) for which exceptions exist:
None
This policy governs the responsibilities of Joyner Employees, Management, and Human Resources when confirming and/or releasing employee data to parties outside of Joyner.
When reviewing this policy “Employee Data” refers to individual facts stored by Joyner on its employees. It does not refer to Joyner policies or practices regarding how or why that data was determined, collected or stored.
Questions regarding the release of any particular policy or practice should be directed to Human Resources & Employee Care to work directly with policy owners to determine appropriate release conditions.
It is important to note this policy does not cover:
Requests related to litigation, lawsuits, or subpoenas. More information on this topic can be found in the Employee Data for Litigation, Lawsuits and Subpoenas policy.
Requests related to the classification and handling guidelines for confidential employee information or employee data. More information on this topic can be found in the Confidential and Non-Confidential Employee Data policy.
Requests by current or former employees (or their designated representative) to review or obtain their employee information files. This can be found in the Requests by Employees to Review Human Resources Information policy.
Release of current or former employee information regarding commercial driving information. This can be found in the Commercial Drivers - DOT policy.
Often requests for employee data come from parties outside of Joyner. Human Resources & Employee Care is responsible for reviewing and responding to outside requests for employee information and data to ensure proper classification, handling, and use of employee data.
Joyner receives requests for data on its employees and former employees regularly. Generally these requests may fall into the following categories:
Verification of a current or former employee’s employment and/or wages.
Requests for employee information made by Governmental Agencies.
Requests for employee information made by Social Service Agencies.
Requests made by employees for a letter of reference.
Other requests from outside Joyner for employee data not covered above or by a different policy.
Human Resources & Employee Care is responsible for responding to these types of requests.
All employees are responsible for ensuring employee information is managed in a consistent manner by complying with this policy, other Human Resources Policies, Enterprise Policies, and with all Federal, State and Local Laws.
Obtaining Employment and Wage Verifications (Non-Government Request) Often banks, credit bureaus, or other businesses may require employment and wage verification. This is a common practice when applying for loans/credit, housing, mortgages or other services. Active Joyner employees and agents should use the following chart to determine how to obtain wage or employment verifications:
Employment and Wage Verifications for Immigration Purposes This information request is commonly received from employees when renewing or updating work authorization documentation, traveling outside the United States and/or sponsoring individuals/family members. For the form or letter request, send an e-mail with the form and/or a request stating the specific reason(s) for the request to the Verifications Team within HREC at hr@joynertransportation.com.
Obtaining 401(k) Information Related to Mortgage Applications A request for 401(k) information is commonly used in the approval process for Mortgage and Loan Products. Typically, this request can be satisfied for many consumer loan and second mortgage applications by providing a printed copy of your statement from the Benefits Center to your lender.
Employment and Wage Verifications for Immigration Purposes This information request is commonly received from employees when renewing or updating work authorization documentation, traveling outside the United States and/or sponsoring individuals/family members. Employees who directly contact their Manager should be directed to the HREC. The Employees may also send an e-mail with the form and/or a request stating the specific reason(s) for the request to the Verifications Team within HREC at hr@joynertransportation.com.
Requests from Current or Former Employees for Letters of Reference Supervisors should decline requests to write letters for employees who are terminating or letters of recommendation to be used for prospective employment outside of Joyner. The supervisor should explain to the employee that the Human Resources Department will provide any necessary information when a request is received from a prospective employer.
Requests for Letters of reference not relating to prospective employment, such as school opportunities, community involvement, or other non-employment related activities should be brought to the attention of Human Resources. Human Resources should work with the supervisor and Legal Services to determine whether the letter should be provided.
Requests for Employee Data from Outside Joyner The Human Resources Department is responsible for disclosure of all employee data to parties outside Joyner. Human Resources & Employee Care will work to provide responses to requests for Employee Data from sources outside of Joyner.
Employment and Wage Verifications Information requests are commonly received from banks, credit bureaus, or businesses of which employees or former employees have applied for credit, housing/mortgages, or employment. Employees who directly contact Human Resources should be directed to the resources provided in the “Obtaining Employment and Wage Verifications” in the Employee Actions section of this policy.
Requests may also be received by Federal, State, and Local government agencies usually for the purposes of background checks for sensitive positions in the government, or for social services such as housing authorities and adoption agencies. For more information on processing these requests see the "Processing Requests from Governmental Agencies" and "Processing Requests from Social Service Agencies" sections below.
Understanding Confirmation vs. Release Employee Information or Data Requests may come in the form of confirmation or release of information. The difference between Confirmation and Release is important.
The information provided to Joyner is accurate.
The information provided to Joyner is inaccurate.
Information should only be released with:
An original, copy, or faxed copy of the employee’s or former employee’s signed and dated approval/authorization, or
The Vice President of Human Resources & Employee Care approval, or
As required or requested by the legal process or governmental authority.
Evaluating Signed Authorizations Authorizations to release employee data must contain the following for Human Resources to release the requested information:
The authorization must contain language in which the employee is authorizing the release of the requested information.
The authorization must be signed by the employee.
The authorization must be dated by the employee.
Acceptable formats for the authorization include:
The original authorization.
A copy of the original authorization.
A fax of the original authorization.
An electronic file containing an image of the original authorization.
Authorizations that do not meet the above conditions or acceptable formats should not be processed. The requestor should be notified of the conditions and acceptable formats necessary for Joyner to release employee data.
Processing Requests to Verify Employment and/or Wages
The above may not be appropriate for all former employees. Confirmation or Release of additional information may be in order when a termination is initiated for a personal safety incident (violence, use of a weapon, etc.). In this situation, approval of the Vice President-Human Resources is required. Contact the HREC to initiate the approval process.
Information Retention Requests for information, and the signed employee approval/authorization, should be maintained separately from the employee files and managed according to the “General Administration” retention schedule.
401(k) Information Related to Mortgage Applications A request for 401(k) information is commonly used in the approval process for Mortgage and Loan Products. Typically, this request can be satisfied for many consumer loan and second mortgage applications by the employee providing a printed copy of their statement from the a statement found Benefits Center website, to their lender.
However, Banks and Lending Institutions may request a “Verification of Deposit” directly from employers. When this more formal approach is required, Human Resources should send a copy of the request and employee signed authorization to the 401(k) Plan Service Center.
Employment and Wage Verifications for Immigration Purposes This information request is commonly received from employees when renewing or updating work authorization documentation, traveling outside the United States and/or sponsoring individuals/family members. For the form or letter request, send an e-mail with the form and/or a request stating the specific reason(s) for the request to the Verifications Team within HREC Services.
Processing Requests from Governmental Agencies Periodically, requests for information about present or former employees are made by governmental agencies that are not related to a charge, complaint or investigation. Such requests may take the form of:
Requests for employment information about specific individuals
Requests to interview a former employee’s supervisor and/or co-worker(s)
Requests for former supervisors written comments or responses to a Questionnaire
Requests such as these from governmental agencies should be referred to the Joyner Human Resources & Employee Care (HREC) as their first point of contact. Human Resources Shared Services will work with Legal Service, to complete the request.
Processing Requests from Social Services Agencies Employment and wage verification requests may be received from a Social Services Agency for current or former employees. Examples of Social Services verifications can include (but are not limited to) requests for food stamps, housing, temporary assistance, and job programs.
All requests for active, non-executive employees should be directed to The Work Number® if the agency is a qualifying assistance agency. Inform the employee that the outside party should contact The Work Number® by going to http://www.theworknumber.com/ or the agency can call toll free 1-800-660-3399.
Requests by Social Services Agencies for a retired employee’s pension amount should be referred to the Joyner Benefits Center.
Requests by Social Service Agencies for Executive level should be referred to the office of the Vice President of Human Resources & Employee Care.
If a Social Service request requires information that is not available from The Work Number, it should be referred to the HREC Verifications Team for processing.
Requests from Current or Former Employees for Letters of Reference Supervisors should be directed by Human Resources to decline requests to write letters for employees who are terminating or letters of recommendation to be used for prospective employment outside of Joyner. The supervisor should explain to the employee that Human Resources & Employee Care will provide information according to procedures when a request is received from a prospective employer.
Human Resources should work with the supervisor and Legal Services regarding providing Letters of reference not relating to prospective employment such as school opportunities, community involvement, or other non-employment related activities to determine whether to provide such a letter.