Medical College of Georgia

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Human Resources > Business Processes

THE MEDICAL COLLEGE OF GEORGIA
ADMINISTRATIVE PROCEDURES

Office of Primary Responsibility - Human Resources-Records     
Subject: Performing Employment - Verifications (Written and Verbal)

1.0   Purpose: To provide procedures for completing employment verifications, both written and verbal

2.0   Procedures:  Verbal Verifications

2.1   Responsibility:  Outside agency, firm, and/or mortgage company, etc.

2.1.1         Calls the records department requesting employment verification of either active and/or inactive employee.

2.1.2         Caller identifies him/herself and the company. 

2.1.3         Caller gives social security number of employee in question.

2.2   Responsibility:  Records

2.2.1         Receives call; identify section and your name.

2.2.2         Utilizes PeopleSoft and/or AE to obtain the information.

2.2.3         Releases the employment dates, position title, and status of employee in question.

2.2.4         If necessary, informs caller that salary information cannot be released without written consent from the employee in question.

2.2.5         If necessary, provides fax number and/or address for written verification to be completed.

2.2.6         Gives requestor his/her name and title after releasing information.

OR

2.3   Responsibility:  Legal Office and/or Risk Management

2.3.1         Calls or e-mails Records with names of employees to verify either date of employment and/or titles.

2.4   Responsibility:  Records

2.4.1         Utilizes either PeopleSoft or AE to obtain information.

2.4.2         Forwards the completed information to appropriate office.

2.4.3         Logs verification on HR Shared “H” drive for record keeping purposes.

3.0    Procedures:  Written Verifications

3.1   Responsibility:  Outside agency, firm, and/or mortgage company, etc.

3.1.1         Either mails, faxes, or hand carries verification to Records to be completed.

3.2   Responsibility:  Records

3.2.1         Opens the request.

3.2.2         Reviews request for completeness of employee social security number and employee’s written consent to release information.

3.2.3         Uses Application Extender, PeopleSoft and/or COOL to obtain necessary information for completion of the verification.

3.2.4         Completes the requested information on the form, signs and dates the form.

3.2.5         Returns the completed verification back to appropriate addressee either by fax, mail or for pick up by employee.

3.2.6         Logs the verification on the HR Shared “H” drive.

3.2.7         Shreds documents.

Departments and Units  | Medical College of Georgia

Please email comments, suggestions or questions to:
HUMANRESOURCES_DIR_OFFICE@mcg.edu
July 18, 2006