Allowing Employees to Enter Data Improves Accuracy

The onboarding process for new employees can be complex in many organizations, especially when it comes to collecting personal identification and tax information. This part of the process often encounters delays and inaccuracies. For instance, a new employee may forget to bring a second government-issued ID needed for the I-9 Employee Eligibility Verification form. Additionally, numbers can be mistakenly transposed as various forms pass through three or more sets of hands. 

But a new tool can help streamline the data collection process and improve accuracy by enabling the new employee to input the information to an online portal. 

This onboarding tool, a new module recently added to Adams Brown Payroll, enables a company’s HR department to create an account for a new employee using only the employee’s name, email address and salary. The software then generates a link that is automatically emailed to the employee, who fills in the rest of the data – Social Security number, birthdate, home address and more. The onboarding module also allows uploading of scans of documents such as a driver’s license and passport to support the I-9 form, as well as digital signatures. 

Additionally, if you typically give new employees additional paperwork such as an employee handbook or workplace policies, they can be uploaded to the onboarding module, and can be e-signed by the employee, as well. 

When all the information is complete, a notification is automatically sent to the HR department, which then reviews and verifies it before uploading it to the payroll system.  

Importance of Proper Onboarding 

Proper onboarding procedures go beyond ensuring the accuracy of employee payroll data. They ensure compliance with federal Department of Labor and state payroll laws and regulations.  

This automated process ensures accuracy by having the employee input the data, and by cutting down the number of people through which the forms usually travel. 

The onboarding module is available free of cost to Adams Brown Payroll clients, whether or not they are already using the payroll portal. The onboarding module may be used together with the self-service payroll option, or by itself. 

If you would like information about how to streamline your new employee onboarding process, contact an Adams Brown Payroll advisor.