Just in case you haven’t taken a drive on the digital highway recently, we’re here to tell you that paperless onboarding is speeding down the left lane and passing all the HR departments that are still pushing paper. Furthermore—a 2015 study conducted by Archive Systems, Inc. (now Access) showed that 77% of HR professionals have made the leap from paper to digital files. Considering that study is now three years old, how much higher has it gone? We’d guess above 85%!
Going paperless may feel intimidating. After all, your paper processes have been working just fine for all this time. It’s a lot of work to make the shift. Aren’t paper files more secure than their digital counterparts? Isn’t this going to be difficult for new hires?
The answers to all of the above are simply, “No.”
“With Paperless Onboarding, employers can say goodbye to the days of handing their new employee a stack of paperwork to fill out on their first day” explains Jaime Zuder, Managing Partner of Journey. “All forms are completed electronically prior to the first day of work, so they can show up and immediately begin training. The Journey Payroll paperless process is easy, secure, and professional for everyone involved!”
Paperless onboarding simplifies your entire process. It ensures the right forms are sent, deadlines are met, and it’s easy for your new employee. Journey Employer Solutions’ software allows you to create workflows with reminders automatically built in to notify employees about approaching deadlines. This helps keep records current, accurate, and most importantly, compliant.
We’ve compiled a checklist of the forms you’ll need during the digital onboarding process, including nationally required documentation. Check your state and local requirements to make sure you have everything you need for paperless onboarding.
Employment Eligibility Verification (USCIS Form I-9)
This mandatory form confirms your employees’ eligibility to work in the United States. All U.S. employers must ensure proper completion of the for each individual hired to work in this country. The employee must present (U.S. or foreign passport, driver’s license, or social security card, among others) to prove citizenship.
Both the employee and the employer must complete the I-9 within three business days of the employee’s start date.
Employee’s Withholding Allowance Certificate (IRS Form W-4)
determines how much federal income tax should be withheld from the employee’s paycheck. New hires (or current employees experiencing significant life events such as a name change, a new baby, divorce, or death of a spouse) complete a “personal allowance worksheet.” This takes a number of personal factors into account to determine the withholding amount.
Handbooks, Policies, and All the Rest
Paperless onboarding is also an efficient way to distribute employee handbooks and policies.
Gone are the days when you hand a new hire your employee manual with instructions to read it thoroughly, sign the back page, and hand that page in for their personnel file. Now you can ensure the employee has read the handbook by requiring they initial specific pages. Without their initials certifying that they have read that section, they cannot progress through the onboarding process. As policies change, new documents can be provided to the entire staff, ensuring they are current with any updates.
Journey Employer Solutions has paperless onboarding services that streamline and simplify the entire process. Your files are compliant and current, minus the headaches of all that paperwork.