Provide meetings and presentations to introduce the portal. Train team members on the new online system. Teach yourself about the online portal system and supply helpful information to employees when requested. Employees will need guidance during this process.
Lay out the guidelines and prepare for questions. Inform employees about the transitionĪs you implement a switch to paperless pay in the office, notify team members. Research online to determine your state’s paperless payment guidelines. While every state provides a paperless option, some require offering your employees the choice between paper and direct deposit. When deciding to use paperless pay stubs or direct deposit, first consult state laws. Review your state’s pay stub and direct deposit guidelines If you choose to implement it, here are the steps you need to take: 1. Once verified, the employee’s payment distributes directly into their account on a scheduled basis. They input their bank account information once into the online portal which automatically verifies the bank account information. With a paperless paycheck process, your employees are paid through direct deposit. This makes it impossible for your business to lose any previous payment information. They can be retrieved if you need access to them. Process payroll on your schedule using your desired device.Ī digital pay program may automatically file your taxes and payments. All your payroll information is available in the system, ready for your accountant. With a paperless payroll process, your business can easily prepare for tax filings. Viewing the history of previous shifts: Digital payment portals allow team members to locate and verify shifts they worked earlier that year for accurate reference. Printing and distributing shift schedules are no longer necessary. You no longer have to calculate hours worked, tax deductions or net wages.Ĭreating and viewing shift schedules: Employees can access their upcoming shift schedules in the online portal from work, home or elsewhere. Employees can quickly input time into the system at the start and end of their shifts which encourages proper time management in the workplace.
Paperless payments manual#
Some of those include:įilling out online timesheets: There’s no need to physically clock in and out of a shift from a manual time clock. Paperless billing allows you to complete several tasks, increasing the convenience for both you and your employees. Important work functions that can be completed with paperless billing include: Recording employee time Keep in mind, though, that FLSA requires that paperless payroll records be printable if requested. This frees up space in your workplace for extra desks, cabinets or offices. Space-saving: Physical copies of an employee’s payment information won’t need to be stored at your location. Your employees will feel good working for a company that cares about their carbon footprint.Ĭost-efficient: A paperless payroll process dramatically decreases costs associated with paper, ink, toner and related printing costs as all information lives digitally in the online portal. State governments may have their own rules, so check with your state to see how long to keep documents.Ĭonvenient: With an electronic payment system, your employees will no longer encounter delays on paper paychecks due to holidays or postal issues.Įco-friendly: Going digital saves paper which, in turn, reduces waste.
Also, the Fair Labor Standards Act (FLSA) requires you to keep payroll records at least three years. When a physical document with classified information goes missing, that employee risks potential identity theft and fraud. Secure: Because all payment information is stored online, it can’t be misplaced. Paperless billing is:Įasily accessible: With a username and password, employees can log into the company’s online portal and have instant access to paperless pay stubs, direct deposit information and payroll records.
Using an online portal system, employees can retrieve the following information using a computer, tablet or mobile device:Ĭonsider these paperless pay benefits to help you determine if this method is right for your company. Employees can conveniently access payment-related information online and receive paychecks by direct deposit. With paperless pay, businesses complete all forms of payment online rather than on paper. In this article, we outline the benefits of paperless pay to help you determine if it’s right for your company. If paperless pay, also known as “direct deposit,” will enhance your employees’ experience, it may be an option to pursue. More and more companies are choosing paperless payment processes to increase efficiency and accessibility for employees.
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