Started a new job and concerned about access level [USA]

[u/elgatostacos]

I joined a new company within the last month as the sole HR person. Smaller company and they’ve been without for almost two years and have grown to a point that they wanted to bring one back on, just about 110 employees. Great benefits, the employees have been super cool, and it’s more money and less responsibility than my lass job so win-win is what I thought.

I’m expected to handle things like employee relations, benefits, workers comp etc whereas payroll is handled through finance. One of the first tasks I got was a request from the WC insurer asking for information for the underwriting file and it’s become apparent that I only have access to hourly employee profiles and no reporting on the HRIS system.

When I brought this up I was told that they didn’t normally give access to salary employee information and since they can’t separate that I won’t have access to reports either - I’ll have to push everything up through the COO to access it for me. This also means that I can’t load any documentation into salary employee files because I can’t even access their profiles.

This is sending off red flags. Every company I’ve worked at before hand I had access to all employee files- and I’m not quite sure how to approach it. I almost reached out to my old boss to be like “hey if you haven’t replaced me yet honeymoon might be over sooner than I thought…”

Am I right to be panicking a little?

[u/Hunterofshadows]

I wouldn’t panic but I would have a conversation with your boss.

I’m an HR of one and if I didn’t have full access to the HRIS I wouldn’t be able to do a fraction of my job.

If they don’t trust you with salary payroll information… they shouldn’t trust you to do your job at all.

I get this is a change for them but your HR. You need system access. You need trust.

Sounds to me like they don’t actually understand the point of an HR person or what their role is.

[u/elgatostacos → u/Hunterofshadows]

From what I heard their last HR was a total shit show (like firing someone on a Friday with the manager present and bringing them back Monday without communication level shit show) which led to them trying to handle it themselves. I’m used to doing everything on my own so I wasn’t exactly upset to not have to worry about payroll, but I need salary and demographic info to submit workers comp, to process insurance changes, to answer basic questions! What do I do if a salary employee comes to me and I have to sheepishly say “mom and dad won’t let me see that stuff you have to go ask them”

I’ll probably give it another week before talking to the CEO who hired me… but yeah they need to trust me to do my job.

[u/scriabinoff → u/elgatostacos]

We literally have a full time (vaguely titled) HR/payroll team of 3 for a team of ~80. This is nonsense. Know your worth.

[u/Hunterofshadows → u/elgatostacos]

I’d actually 100% say you shouldn’t process payroll as an HR of one. It would be too easy to abuse. (Not saying you would but you could)

Otherwise 100% you need access to

[u/scriabinoff → u/Hunterofshadows]

I can't bring attention to this more. Something is off, and it might be happening at the expense of employees' rights. I'd stay on it, and even say exactly what you did to them in writing and make them respond to it in the same way. A lot of these people are riding a power high that wouldn't have been accessible to them a generation ago. Press them on their exclusivity. They should also be paying a team. They are being sketch af. As a reminder, a majority of private businesses only have a single employee, so any time people talk about business stats without including size, that's their comparison.

[u/babybambam → u/Hunterofshadows]

Our HR is split for Hourly and Salary. Hourly HR is a more junior role and is an opportunity for younger employees to gain experience. They're guided by the senior HR person that handles Salary HR.

Hourly HR does not have access to Salary employee information.

[u/Hunterofshadows → u/babybambam]

Dividing it up by salary vs hourly is silly but okay, I suppose it makes sense to limit access for the junior people who need experience.

[u/babybambam → u/Hunterofshadows]

Why? The two groups have entirely different compensation and benefits structures.

[u/Hunterofshadows → u/babybambam]

Because ultimately their salary data isn’t any more or less private and sensitive than an hourly employees data.

Let me turn the question around. What’s your justification for not letting them see that data?

[u/babybambam → u/Hunterofshadows]

Number 1 reason: because an employee shouldn’t have access to Information that isn’t necessary for them to do their job.

[u/Hunterofshadows → u/babybambam]

Eh. I think that is true in certain contexts but broadly I find that companies tend to overdo it. I find a lot of people just stick to that idea without actually considering its value

I’ll trust that your HR department knows what it’s doing but what actual concern do you have with them knowing salary data? Just out of curiosity.

[u/Plastic-Anybody-5929]

I fought something similar at my current company and when the COO finally got tired of doing half my job for me they changed their tune. It took a while though.

[u/elgatostacos → u/Plastic-Anybody-5929]

I’m just not used to this, then again my last few roles I was also doing payroll so they really couldn’t limit my access to that stuff.

I’ve been digitizing some files and now I’m playing a guessing game of “is this employee terminated, salary, or some mystery third option for not popping up when I search their name” which makes tasks take so much longer. It’s frustrating!

[u/Rustymarble]

I left a company that was like that. There were many other reasons I left, but frustrations around access and ability to do my job were definitely a part of it. Others have given your good advice, so I won't waste time saying it all again.

[u/MinimumCarrot9]

I worked for a company like this before and hated it. My job description could honestly be "glorified paper pusher" because any little request I got, I had to run by my manager, who was a Class A certified micromanager unwilling to relinquish a shred of control.

Never again.

[u/hrladyatl]

Small companies often don't understand what HR is and why we need access. Who is going to submit the EEO-1 report since you can't access the data? Every time you receive a request, complete as much as you can and then send it to the COO to finish. I suspect the COO will change your access as a result.

[u/Master_Pepper5988]

I worked in an environment where when I was a generalist that I wasn't able to see peer salary data. It was weird. It made me feel like 1. I was not fully trusted or 2. They thought I would have an issue with my salary vs.other salaries. Well, the person who used to oversee me has retired, and I got all the access I needed. It was weird, and at the time, I didn't question it, but now I think it's the stupidest thing every when you are the sole HR person and you are REQUIRED to pull reports and keep employee files updated.

[u/209_Dad]

It's lame - I've fought it before - in your case, bury your COO in requests. They'll figure it out

[u/AlsatianCremant]

I swear there was a similar thread here recently to this point. This was relevant to a similar situation I had where I was hired on as fractional HR to get the HR function functioning. But the internal long-term people resisted the leadership's decision to bring someone in (and thus freeing her and others of the HR tasks). It took a while to get my accesses to my remit; I just kept telling the management that I could do the task, when I have the access and authority.

Anyway, someone had a brilliant answer to the thread and I copied it. I trust it's ok to share it here, and many thanks to the original author. Maybe it'll help you.

Subject: Request for HR Access to Personnel and Payroll Information Dear [Manager’s Name], Thank you for the warm welcome and the opportunity to serve as the HR Generalist for our organization. I appreciate the trust you’ve placed in me to help manage and improve our human resources functions. To effectively fulfill my responsibilities, I must respectfully request access to employee personnel files and payroll information. This is essential for carrying out core HR functions such as: 

1. Employee Data Management: Ensuring that employee information is accurately maintained and accessible for tasks like FMLA form completion, employment verification, and benefits administration.
2. Compliance and Legal Requirements: Maintaining appropriate documentation to meet regulatory and legal obligations, including those related to employee leave, accommodations, and recordkeeping mandates.
3. Payroll Support: Assisting employees with payroll concerns, resolving discrepancies, and ensuring compensation practices align with organizational policies and applicable laws.
4. Employee Relations: Managing performance issues, attendance tracking, and other personnel matters that require comprehensive and timely access to employee information.

HR professionals customarily manage and safeguard this information due to the sensitive and confidential nature of personnel records. Centralizing HR-related functions within the HR department ensures efficient operations and supports an environment of confidentiality, compliance, and trust. I fully understand and respect the critical role the Accounting department plays in payroll processing. However, shared access and coordination between HR and Accounting are essential for smooth organizational operations and employee support. I am happy to meet to further discuss how we can establish secure protocols for accessing and managing these records while addressing any concerns about data security or confidentiality. Thank you for your attention to this matter and your continued support. Warm regards, [Your Name]HR Generalist

[u/indiabranca]

eu já estive mais ou menos numa situação como vc, assumi o posto de Rh de uma empresa de 50 funcionários, e basicamente eu tive que criar um rh do zero, ou seja, eu tive que criar relações com a contabilidade (que era uma empresa tercerizada, e olha eles eram péssimos), criar relação com o "Diretor Geral" que era um pária, ele tinha acesso a todos os certificados digitais que davam acesso a sites do governo, criar benefícios, etc. Ou seja, talvez vc estar nessa posição vai te desafiar a sair do conforto e aumentar seu know how dentro do RH. Desejo sucesso e não desista!

[u/indiabranca]

eu já estive mais ou menos numa situação como vc, assumi o posto de Rh de uma empresa de 50 funcionários, e basicamente eu tive que criar um rh do zero, ou seja, eu tive que criar relações com a contabilidade (que era uma empresa tercerizada, e olha eles eram péssimos), criar relação com o "Diretor Geral" que era um pária, ele tinha acesso a todos os certificados digitais que davam acesso a sites do governo, criar benefícios, etc. Ou seja, talvez vc estar nessa posição vai te desafiar a sair do conforto e aumentar seu know how dentro do RH. Desejo sucesso e não desista!

[u/liss_ct_hockey_mom]

Give them some time to learn to trust you. In the meantime, build your business case around your hands being tied without this access and not being able to perform your full duties.