Payroll Remediation
An open letter to Current and Former Goodyear & Dunlop Tyres Australia Associates & Total Tyres Associates
Dear Current and Former Associates,
I want to inform you of a payroll correction that impacts a number of both current and past Associates at Goodyear & Dunlop Tyres Australia & Total Tyres.
We have conducted a review of our payroll & time and attendance systems to determine whether our systems are consistent with the Clerks- Private Sector Award 2020 (and the predecessor 2010 version of that award) (Clerks Award) as well the Storage Services & Wholesale Award 2020 (and the predecessor 2010 version of that award) (Storage Services Award) and Vehicle Repair, Services & Retail Award 2020 (and the predecessor 2010 version of that award) (Vehicle Award).
The payroll review identified several errors, which have resulted in instances of under or over-paying some of our current and past Associates.
These errors have been caused by a number of factors. For instance, in some cases our payroll system was incorrectly configured, and in other cases our associates worked more overtime than their annual salaries contemplated. We are briefing our current Associates on the issue and the steps that we are taking to correct it.
Paying our people accurately is one of the most fundamental responsibilities of our business. It is of critical importance, including to the integrity and trust that our company stands for. That’s why we want to be very clear in stating that this failure is completely unacceptable and that we are taking responsibility for addressing the correction as quickly and transparently as possible.
Since we discovered these issues, our priority has been to ensure that we understand what happened, how the errors occurred, what is owed and that we correctly compensate our Associates, now and in the future.
It has taken time to work through these corrections, given the sheer volume of data that has had to be extracted, analysed and verified. We have been working with external experts to ensure the analysis was completed as quickly and accurately as possible.
Starting immediately, we will be in contact with affected current and former Associates about the incorrect payments. We are committed to repaying relevant amounts as soon as possible. We are conducting this process in a way that is fair and responsible, and that, in some respects, goes beyond our statutory obligations in recognition of the importance of Associates to our business. Our associates are the face of our company in the community and represent our business every day, and we apologise for letting you down in this way. We will do better.
Yours sincerely,
Lou Mandanici & Scott Braddy
VP Fleet & Retail, ANZ & Supply Chain Director, ANZ
What happened?
We conducted a review of our payroll & time and attendance systems to determine whether these systems were consistent with the Clerks Private Sector Award 2020, Vehicle Repair, Services and Retail Award 2020 and Storage Services and Wholesale Award 2020 in relation to its weekly & monthly paid Associates.
Unfortunately, our payroll review identified several errors which have resulted in instances of under or over-paying some of our current and former Associates. These errors have been caused by a number of factors. For instance, in some cases our payroll system was incorrectly configured, and in other cases our associates worked more overtime than their annual salaries contemplated.
Whilst this mistake was not deliberate, paying our associates incorrectly is unacceptable and we apologise unreservedly. We are also committed to doing better in the future.
How will people impacted be contacted?
Current or former Associates of Goodyear that we believe to be impacted will be contacted in writing in the first instance. A letter and pack with a unique Employee ID number will be sent that outlines details for each individual person. Where a payment is due, we are committed to repaying relevant amounts as soon as possible. We are conducting this process in a way that is fair and responsible, and that, in some respects, goes beyond our statutory obligations in recognition of the importance of our Associates to our business.
If you believe you may be affected, or have questions about the material you receive, you can contact our dedicated support team on 1300 47 33 78 (and selecting ‘Option 0’), or alternatively via email at support@bft.zendesk.com. A representative is available to speak with you Monday to Friday, 9am to 5pm AEST. Please note that the team will not be able to speak to your manager or family members on your behalf. Please quote your Employee ID number if possible to make the process more efficient.
How was the error identified?
We first became aware of the potential discrepancies as the result of an internal review of our payroll systems and processes that we undertook at our own initiative. Since this time, we have been working with expert external consultants to review and determine the scope of any underpayments.
What steps have been taken to avoid this happening again?
We have undertaken a full review of payments made to weekly and monthly paid Associates covered by the Awards during their employment with us as far back as our records allow. It has taken time to work through these corrections, given the complexity of the issues and the sheer volume of data that has had to be extracted, analysed and verified.
We have been working with external experts to ensure the analysis was completed as quickly and accurately as possible. Since we discovered these issues, our priority has been to ensure that we understand what happened, how the errors occurred and that we correctly compensate our Associates, now and in the future.
In recognition of this being our error, and in order to recognise the importance of our Associates, we have undertaken the following process:
- expert external consulting firms were appointed to undertake this work to ensure affected Associates can have confidence in the outcome and that the analysis was completed as soon as possible;
- we have committed to repaying affected current and former Associates, with interest and with other statutory obligations wherever relevant, and we are communicating directly with affected individuals to this end;
- we have improved our processes and governance, to ensure such failures do not happen again. A full external review of the Award conditions and their interpretation for each of the Awards will be carried out annually from now and when the Awards are amended. We have also set up an internal governance team to ensure that our processes remain up to date;
- we have updated our time and attendance and payroll system to ensure all weekly and monthly paid Associates can have full confidence that they will be paid correctly going forward. In doing this, we have sought independent, expert advice on the relevant Awards and their application; and
- we have provided a detailed briefing to our managers to ensure they are familiar with the key aspects of the Awards.
How did this occur and not be picked up until now?
This mistake was not deliberate. We failed to update our business practices and way of calculating payroll provisions to comply with changes to the Awards. Regrettably, our processes were not sophisticated enough to detect these mistakes earlier, resulting in both over and underpayments.
Not paying our Associates correctly is completely unacceptable and we take full and unreserved responsibility for this. We have learned from our mistakes and are applying the lessons to improve our processes and make sure such failures cannot happen again.
Due to the complexity of the issues and the volume of data this process has taken some time. During our review, our focus has been on ensuring the issues are fixed properly, with appropriate rigour and transparency that gives all of our Associates confidence in the outcome. We want to set this right once without the risk of recalculating any back-payments again.
How can I have confidence in payroll going forward?
We have improved our processes and governance to ensure such failures do not happen again. A full external review of the Award conditions and their interpretation of each of the Awards will be carried out annually from now on and when the Awards are amended. We have also set up an internal governance team to ensure that our processes remain up to date. We have updated our time and attendance and payroll systems to ensure that you are paid correctly going forward. In doing this, we have sought independent, expert advice on the relevant Awards and there application.
This means that you can have full confidence that you will be paid correctly.
We know that we need to rebuild your trust, and that it’s critical that our Associates have confidence that they will be paid correctly. We are doing everything we can to ensure this is the case, and we are grateful for your support.
How do I understand how my pay will be calculated in future?
Relevant managers and the HR Team have been provided with information and training about how future payments are calculated and we will also hold a series of updates with Associates to ensure we can answer your questions.
The way in which you will be paid will depend on your individual pattern of work, but we are committed to ensuring that it is always in line with the requirements of the Award.
You’ve said you will repay with interest – at what rate?
We have committed to repaying affected Associates with interest and to do so in a fair and transparent way. Any payments made to Associates will be subject to interest at the rate of 5% per annum (cumulative year to year). Where superannuation payments are payable, they will be paid at the current Superannuation Guarantee rate of 10.5%, with interest at a rate of 8.5%.
You should read your letter carefully regarding having to disclose interest payments as taxable income in your tax return, as they will not appear in your payment summary. You may also wish to seek independent financial advice.
If I am owed money, when will I be paid?
Any payment owed will be paid within 21 days of us receiving the completed supporting documents sent out to you in this pack. Please note that without all required documents we may not be able to process your pay.
If I receive any payment, will it affect my tax, HECS/HELP or Centrelink/Child Support?
There could be an impact to your tax, HECS/HELP or Centrelink/Child Support. As each person has specific circumstances, we are not able to offer advice in this area. We recommend that you seek independent financial advice should you have any further questions.
How will this affect my superannuation?
Where superannuation payments are payable, they will be paid at the current Superannuation Guarantee rate of 10.5%, with interest at a rate of 8.5%. The interest of 8.5% is to compensate for the average superannuation fund performance over the affected period.
Where do I go for more information?
If you have any further questions you would like to ask, please contact our Dedicated Support Team on 1300 47 33 78 (select Option “0”) or via email at support@bft.zendesk.com.