Do You Have These Key Employee Documents?

Managing employee documents is a critical task for any human resources team, and proper maintenance of key documents can not only improve the working relationship, but can also save an employer from headaches down the road.

While managing employee documents is important, it is not easy.  The task can seem daunting, but a human capital management system (HCM) allows companies to attain compliance more quickly and easily and helps them stay in compliance with federal, state and local employment law.  In addition, HCM provides the ability to more effectively share employee files, policies, and procedures than with hard copy paper documents, allowing controlled access to management, employees, and human resources staff on a need-to-know basis.

New Employee Forms

The paperwork that new employees fill out is essential to the start of their employment.  Much of this documentation, including forms W-4 and I-9, needs to be provided to multiple departments yet needs to remain secure throughout employment and even beyond separation.  This creates quite a challenge when everything is done on paper.  How can a company ensure that the new employee’s data is disseminated to the right departments while still maintaining control of the documents for compliance and retention purposes?

HCM software streamlines and automates much of the new hire paperwork process in a couple of different ways.  Many systems allow employees to submit their own information online through a self-service capacity.  A workflow prompts the employee for required information to prevent forgotten or missed steps, and finally, a company representative is notified to access the submission, verify completeness and approve the data.  This allows for a paperless process and also provides an opportunity for the employee to submit the data prior to his or her start date.  Therefore, when the employee arrives on the first day of work, paperwork does not need to be an agenda item.

Once submitted, employee information along with documentation such as forms W-4 and I-9 is then stored electronically within the HCM system.  User access can be provided to the need-to-know departments based on flexible security settings.  Control of paper is no longer an issue, yet all parties have quick and easy access to the information they need.

Job Descriptions

Job Descriptions help both employers and employees manage expectations in the workplace.  Therefore, it is important for both parties to have easy access to current job descriptions.

Within HCM software, job descriptions are made available for managers and HR staff to review and update as needed.  They can be assigned to employee files and used for performance and promotion evaluations and can also be made available to employees through self-service functions.  Many HCM systems also allow for employee messaging so that employees are aware of the changes and can review them quickly.

Employee Handbook

A company’s employee handbook is an important document for employees and managers to reference for company policies regarding the workday, behavior and performance, expectations, values and objectives, and many more things that impact business operations. Handbooks have traditionally been a hard-copy document, which costs time and money to create and distribute.  Most often, these handbooks are lost or buried at the bottom of their desk after just a short period of time.

With HCM software, the employee handbook is no longer a big expense to create, revise, and distribute. Instead, it’s a digital document that’s easily accessible to any employee or manager anytime it’s needed, making it a convenient reference for everyone at the company.  HCM software also allows workflows to be initiated at the time of a change, providing employees notification and requesting verification of receipt.

Other Documents

Other information that can instead be stored, accessed, and managed within HCM software includes benefits enrollment data, medical records, FMLA and worker’s compensation information, equipment and uniform tracking, travel and expense forms, rewards and achievements reports, disciplinary notes, performance reviews and more.

HCM turns the tedious and time consuming employee documentation process into an automated and compliance-driven activity that is more easily accomplished by employees and administrators, allowing flexible accessibility and appropriate retention.


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About the Author:

As Director of Operations, Jessica oversees the day-to-day operations for payroll, human resources, tax, finance and client affairs. She also plays an active role in formulating corporate strategy and developing client programs. Jessica believes a company’s success begins with its people. She strives to build a team encompassing excellence and professionalism, and to play a large role in developing the staff on an ongoing basis. Her passion for strong client relationships drives her in ensuring that clients receive the highest level of personal service and the best products in the industry. Jessica joined PAYDAY in 2004, and quickly advanced to Development Coordinator in 2006, when she took charge of Human Resources. She was promoted to Director of Operations in September, 2011.

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