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Recordkeeping

Still using traditional paperwork for employee recordkeeping? In this category we share best practices and guidelines for transitioning to paperless HR and cover important documents such as forms I-9, W-4 and more.

While you’re here, register for your free Employee Records Smart App and see first-hand how simple and efficient paperless HR can be for your business.

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By: | Apr 03, 2018
Digital filing system. Office automation. Cloud-based administration process. Although the terms sound rather technical, the objective is quite simple: an updated, ultra-efficient, paperless business. There are various ways to go about it, but before you can put paper behind you, you need to know if it’s a good idea for your business. Here are the... read more
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By: | Mar 20, 2018
As part of your onboarding process, you’re responsible for having new employees complete a Form W-4 that indicates their withholding allowances. This form also can be updated throughout the year when an employee’s personal or financial situation changes. On February 28, the IRS released a new Form W-4, largely in response to the Tax Cuts... read more
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By: | Mar 20, 2018
In response to last year’s tax reform legislation, the IRS updated the income-tax withholding tables for 2018. The IRS states this is the first in a series of steps to improve withholding accuracy under the new tax law. What does this latest development mean for you, the employer — and for your employees’ W-4s? Here... read more
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By: | Jan 01, 2018
If you’ve stepped off the conventional paper trail for faster, more efficient electronic recordkeeping, congratulations! You’ve taken a smart, timesaving approach to the type of “busy work” most small business owners and managers dread. But just because you’ve put paper in the past doesn’t mean you can ignore the rules. Shifting from paper to online... read more
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By: | Aug 28, 2017
Proper completion of the Form I-9 is a must to satisfy workplace immigration laws — and to avoid government fines if you’re ever audited. But it’s not unusual for even the most conscientious employer to make mistakes. Here’s a handy checklist of what to fill out — and troublesome areas to doublecheck — to ensure... read more
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By: | Aug 18, 2017
“Should I photocopy or scan employee documents?” This is a question I receive a lot regarding the Form I-9 process. Small business owners understand the importance of completing this mandatory form, but they’re not sure if they should keep copies of the documents new hires provide. The short answer: You can ... but you don’t... read more