Documented Counseling Letter Template
(All disciplinary letters should be presented to Employee Relations for approval before giving this letter to the employee.)
DATE: MM/DD/YYYY
TO:Employee Name
FROM:Supervisor Name
RE:Notice of Counseling for Unsatisfactory Job Performance
This notice is in follow-up to our recent conversation regarding your unsatisfactory job performance related tonon-compliance with required submission and / or approval of electronic timesheets / leave reports/ internal salary authorization forms. Specifically, for the payroll period dated DATE, the following issues of non-compliance occurred:
- The electronic timesheet / leave report for the employee(s)listed in the attached report was/were not submitted and/or approvedby the established bi-weekly / monthlydeadline for the currentpayroll period. This required additional manual steps to be taken by departmental, Division of Human Resources, and Payroll Office staff to resolve the issue, resulting in the pay for the employee(s) listed being delayed to the next payroll adjustment cycle. Please note, The University of North Carolina General Administration (UNC-GA) and North Carolina Agricultural and Technical State University require all permanent employees to have a completed and approved electronictimesheet / leave reportthrough Self-Service Banner (SSB) in order to be eligible to receive pay.
- Required Internal Salary Authorization Forms for the employee(s) listed in the attached report were not submitted by the established bi-weekly / monthly payroll deadline for the current payroll period. This required additional manual steps to be taken by departmental, Division of Human Resources, and Payroll Office staff to resolve the issue, resulting in the pay for the employees listed being delayed to the next payroll adjustment cycle on DATE.
As discussed, it is your responsibility as manager to ensure electronic timesheets / leave reports / internal salary authorization forms for your employees are submitted and approved by established payroll deadlines. It is my expectation that you will adhere to the action plan recently developed and submitted to the Division of Human Resources in order to prevent similar occurrences of non-compliance going forward.
Thank you for your cooperation in maintaining compliance in this critical process upon which our employees depend for accurate and timely pay. Please note that future instances of non-compliance resulting in the delay of an employee’s pay will result in formal disciplinary action.
If you have questions, please let me know.
Sincerely,
Supervisor Name
Title
Cc: Second Level Supervisor
Ms. Linda Mangum, Director of Employee Relations and Affirmative Action Officer