Accounting Finance:Employee Certificates-Tracking Expiry Dates

Overview

Keeping accurate records of certifications is vital to our company and to ensure that employees are up to date on their credentials. We have an Excel spreadsheet with dates of expiration that payroll uses to keep track of the different types of certificates and their expiry dates. We also keep track of certificates in the people@work HR system. An email meeting invite is emailed to the manager and FYI to the Manager, Finance.

First Aid & Aisle/Electric Safe Lift Truck Operator

All first aid attendants and employees operating a forklift are required to have up to date certificates.

Record Tracking

1. After the A/P expense invoice has been paid, record the certificate information into people@work (training information, cost, and certificate name)
2. Update the tracking worksheet: First Aid & Lift Operator Certification List.xlsx Staff Education.xlsx
3. File certificates under each employee’s payroll file
4. Email meeting invite to the Distribution Manager, and FYI to Manager, Finance with a meeting date of 3 months before the expiration of the certificate
5. The Manager, Finance will update Employee Guiding Principles Manual with changes to First Aid Attendants.

Email Reminder

1. The Distribution Manager will be alert to expiring certificates via Lotus Notes, 3 months before they expiry.