5 Powerful Resolutions to Simplify Employee Recordkeeping in 2018 · 2018-01-23 · 2018...
Transcript of 5 Powerful Resolutions to Simplify Employee Recordkeeping in 2018 · 2018-01-23 · 2018...
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5 Powerful Resolutions to
Simplify Employee
Recordkeeping in 2018
Jaime LizotteHR Solutions Manager
January 2018
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2018 Recordkeeping Resolutions
Welcome! Before we get started…• Use the chat box on the left to ask questions
• Audio for today's webinar will come through your computer speakers. Please be sure your speakers are turned on and you have the volume turned up.
• If you are signed on more than once, please locate the duplicate log-on and close it. This will create a better audio experience.
• All attendees will receive a link to the presentation and slides in a follow up email.
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Today’s Agenda
You’ll receive real-world pointers on how to:
• Simplify your recordkeeping routine without breaking any laws
• Stay on top of purging records you don’t need (and when it’s safe to do so)
• Evaluate different recordkeeping approaches to determine which one works best for you
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Einstein Once Said..
“If a cluttered desk is a sign of a cluttered mind, of what, then, is an empty desk a sign?”
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Resolution #1
Purging Old Records
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Hiring Forms
• Job Postings and Advertisements – 1 year
• Resumes – 1 year
• Drug Test Results – 1 year
• Employment Contracts – 3 years
• Job Applications (including seasonal and temporary workers) – 1 year
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I-9 Forms
• 3 years from date of hire or 1 year after employment ends – whichever is later
• Let’s look at an example:
– Fred is hired on 11/11/14
– Fred is fired on 11/11/17
– 11/11/14 + 3 years is 11/11/17
– 11/11/17 + 1 year is 11/11/18
In this example, the Form I-9 would need to be kept on file until November 11, 2018.
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Financial Records
• W-4 Forms – 4 years
• W-9 Forms – 4 years
• Payroll Records – 4 years
• Receipts for Business Expenses – 3 years
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Personnel Records• Performance Evaluations – 2 years
• Termination or Layoff – 1 year
• Promotion or Demotion – 1 year
• Transfer or Training – 1 year
• Benefit Records – 1 year after termination
• FMLA Documents – 3 years after leave ends
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Tip Sheet Available
Go to ComplyRight.com
1. Click on Resources2. Click on Knowledge Center3. Scroll Down to Tip Sheets
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Resolution #2
Ditch It Correctly
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Destroying Employee Records
• Use locked recycling bins and hire shredding service
• Shred yourself using a paper shredder
• Electronic files can be deleted by using overwriting software
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Resolution #3
Go Digital
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Pitfalls with Paper Recordkeeping
Paper systems can:
• Be time-consuming (printing, collating, filing, etc.)
• Have inconsistent processes & workflows…
• …Which can lead to compliance issues
• Be costly (forms & folders, filing cabinets, office space)
• Be susceptible to disasters (e.g., floods, fires)
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Thriving in the Digital Economy, an IDC InfoBrief
Small Businesses that have embraced digital technology
show faster growth than companies that have not.
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Positives Outweigh the Negatives
Going digital can help you with:
• Reduce administrative time
• Streamline & standardize processes
• Reduce compliance risk
• Reduce overhead expense
• Protect data against disasters
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The Case for the Cloud
• Instant access from anywhere
• Employees lend a hand
• No need for IT
• Accident proof your data
• Keep confidential information secure
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Resolution #4
Choose the Right Partner
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Get What You Need
• Installation-free software (cloud-based systems only require a login/password)
• Software updated automatically and instantaneously by the software provider (all cloud-based systems should offer this feature)
• Simple and easy-to-use interface (layout) for managers/employees with self-explanatory dashboards
• Essential functionality… without unnecessary complexity
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Finding the Perfect Partner
• Is the company financially stable?
• Have they been around more than a few years?
• Will this vendor be easy to do business with?
• Does the software offer multiple layers of
security?
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Finding the Perfect Partner Cont’d
• Is the software designed specifically for small businesses?
• Does the provider have expertise in labor laws and HR compliance?
• Is the software the best solution – both functionally and economically?
• Will this create more time in my day so I can focus on more important matters?
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E-Book Available
Go to HRdirectApps.com
1. Click on Learn
2. Click on E-Book
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Resolution #5
Stay Organized
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Keep It Clean
1. Designate a physical inbox
2. Minimize incoming paper
3. Schedule regular cleaning time
4. When in doubt, throw it out
5. Scan it
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• FREE Employee Records App
• Web-based solution
• Easy-to-use and implement
• Other Apps Available –
• I-9s & W-4s App
• Attendance Calendars App
• Job Applications App
• Progressive Discipline App
• Coming Soon – Time Off Requests App
• Affordable for small businesses
For more info visit: www.hrdirectapps.com/hr-recordkeeping-revolution
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Questions?
All attendees will receive a link to the presentation and slides in a follow up email.