Four Tips to Ease the Surge of Seasonal Hiring

Transcription

1 Four Tips to Ease the Surge of Seasonal Hiring

2 PAYROLL AND ONBOARDING: FOUR AVOID TIPS THE TO HEADACHES, EASE THE SURGE ENGAGE OF SEASONAL THE EMPLOYEE HIRING 2 Introduction With summer already started, it s easy to put the headaches and hassles of seasonal hiring in the rearview mirror. But fall and winter will be here sooner than you think, bringing their own seasonal hiring challenges for HR and payroll large, although temporary, jumps in paperwork and resources to deal with hiring, onboarding, and offboarding. New employees will be coming on board both permanently and to fill peakseason needs. And your influx of temporary employees will eventually need to be offboarded. This industry bulletin explains how an online HR and payroll forms solution can make onboarding and payroll easier, more efficient, and more accurate. The results: less paperwork, greater productivity, and fewer hassles for HR and employees, along with greater employee engagement and a reduced risk of noncompliance.

3 PAYROLL AND ONBOARDING: FOUR AVOID TIPS THE TO HEADACHES, EASE THE SURGE ENGAGE OF SEASONAL THE EMPLOYEE HIRING 3 Tip One: Appreciate the Seasonal Hire Seasonal hires represent more than just a temporary workforce to help carry the extra load during your busy season: + They are just as critical to customer satisfaction as your permanent workforce. + They offer a ready-made talent pool for permanent hiring when you need it. + Depending on your industry, temporary workers may also be the public face of your business during critical business periods. For those reasons alone, it s important to engage them with your company from the get-go. Like anyone seeking work today, temporary employees expect an inviting and intuitive onboarding experience. They re increasingly expecting the hiring path to be as convenient and streamlined as their online experiences on consumer websites. On the other hand, seasonal onboarding also requires a manual, paper-based option for the large portion of the workforce that does not have ready Internet access. Almost half 49% of employers in the U.S. who were hiring temporary workers for the 2013 winter holiday season said they intended to transition some into full-time, permanent positions up 10 pertentage points from the previous year. - CareerBuilder

4 PAYROLL AND ONBOARDING: FOUR AVOID TIPS THE TO HEADACHES, EASE THE SURGE ENGAGE OF SEASONAL THE EMPLOYEE HIRING 4 Tip Two: Review and Refresh Your New-hire Packet You might be tempted to save money short-term and also think you re saving time by bypassing some HR processes for seasonal employees or by allocating only enough time and staff to handle the influx of applications and processing. Instead, a seasonal hiring push is a good opportunity to step back and take a good, hard look at your new-hire packet. It s an exercise that many organizations fail to perform on any sort of regular basis. Why not take advantage of your annual seasonal hiring to do a little spring cleaning of your new-hire packet? If you ask and critically answer these questions about your new-hire packet, you ll probably find changes you can make that will save time for you, your staff, and your new hires; reduce the hassle of unnecessary data entry and forms management; and ensure compliance with rules and regulations. + Are all of the forms in your packet necessary? Maybe some remain in your process simply because they ve always been there or it s become routine to include them. + Are all of your organization s forms for policies and workflow processes up to date? If they don t reflect new guidelines and procedures, whom do you need to turn to for updated forms? + Do you have the most recent and all of the necessary local, state, and federal forms (e.g., W-4s, WTPA notices, etc.)? + Do you have a process for explaining details about a new hire s paycheck and payroll administration. It s a good idea to be sure new hires know when to expect their first paycheck and exactly what the pay schedule is; what information appears on their pay stubs; how to make corrections to payroll forms; and how to review previous pay stubs. Providing information regarding pay stubs and pay dates is often overlooked but is a key pathway to enhancing employee engagement. + Can you merge forms where possible to simplify the process?

5 PAYROLL AND ONBOARDING: FOUR AVOID TIPS THE TO HEADACHES, EASE THE SURGE ENGAGE OF SEASONAL THE EMPLOYEE HIRING 5 Tip Three: Reassess Offboarding for Its Full Potential The flip side of seasonal hiring is seasonal offboarding. Amid the rush and concerns that come with gearing up for seasonal onboarding, it s easy to overlook what must inevitably occur at the end of the temporary hiring season. Instead, consider the offboarding process as an opportunity to establish brand ambassadors. Just as with your onboarding process, the transition that temporary hires make out of your organization will leave a lasting impression. It s an opportunity for you to increase their engagement and can be particularly helpful in maintaining relationships with employees you d like to rehire next time, consider for a permanent position, or have as a recruiting source. The offboarding process can also give you insight into the worker s experience with your organization and help you improve the process. Review your offboarding process with an eye toward answering two key questions: + Is the process as efficient as it could be? + Will your former employees have easy access to their own records (e.g., pay stubs and W-2s) when they need them later?

6 PAYROLL AND ONBOARDING: FOUR AVOID TIPS THE TO HEADACHES, EASE THE SURGE ENGAGE OF SEASONAL THE EMPLOYEE HIRING 6 Tip Four: Take It All Online Today, almost every HR and payroll form from your organization s unique personnel policies to the ubiquitous I-9 can be created or located, distributed, stored, and retrieved online. It s a strong argument for taking advantage of an online HR and payroll forms management system as you assess your onboarding and offboarding processes for seasonal hiring. For HR, the best cloud-based solutions give you two important benefits in dealing with the ebb and flow of seasonal hiring. One benefit is having a centralized source for processing and maintaining every HR form in your inventory. Another is streamlining the process to improve HR productivity and get employees started on the job faster a big advantage for the relatively short time seasonal hires are needed. For payroll, online forms management offers automated W-4s, ending the hassles, headaches, and risk of noncompliance. In addition, the best SaaS, cloud-based solutions: + Can support more than 135 types of W-4s + Have built-in logic that ensures accuracy and guides employees to the right forms + Seamlessly integrate with your payroll and HR systems, eliminating duplicate data entry + Provide for electronic signature with date and time-stamping + Store forms securely in the cloud for ready access for as long as you need them

7 PAYROLL AND ONBOARDING: FOUR AVOID TIPS THE TO HEADACHES, EASE THE SURGE ENGAGE OF SEASONAL THE EMPLOYEE HIRING 7 Finally, a SaaS solution that manages payroll forms can help immensely when it s time to issue W-2s to your seasonal hires. The completed forms are automatically generated and distributed based on data already in your HR and payroll systems. Just as for your permanent employees, an online solution supports W-2 service for the year s seasonal workers with: + Access to year-end forms from previous years + The ability to reissue tax forms and make corrections + Support for myriad forms: W-2, 499R-2/W-2PR, W-2VI, 1099-MISC, 1099-R, T4, T4A, and RL-1 Leverage the Benefits of Online Pay Stubs Whether for temporary or permanent employees, an online forms management solution offers several advantages over a manual system. You can easily archive pay stubs from prior years, customize pay stub fields and layout for your company s unique needs, create multipage pay stubs, get pay stubs in any of multiple languages, and have pay stubs accessible on smartphones and tablets.

8 PAYROLL AND ONBOARDING: FOUR AVOID TIPS THE TO HEADACHES, EASE THE SURGE ENGAGE OF SEASONAL THE EMPLOYEE HIRING 8 Summing Up: Benefit From Online HR and Payroll Forms Management Year-round The best cloud-based solutions for managing HR and payroll forms do more than generate the most current version of any forms you ll need. They also offer security and features that streamline many of your processes, ensure forms are completed (and are completed correctly), and maintain a record of how they re handled and by whom. The result: Year-round, as well as during the seasonal hiring season, your organization benefits from: + Reduced paperwork + Immediate updating of any form in the system + Easy access to forms by HR, payroll, and current and former employees + Accuracy and compliance + Cloud-based warehousing of data and documents Learn more about how you can better stem the tide of forms that accompany seasonal hiring. Contact CIC Plus today. Visit cicplus.com, us at sales@cicplus.com, or call , ext. 202.

9 about cic plus CIC Plus has been making customers lives easier for more than 15 years by providing the industry s best online HR and payroll forms management. We get W-4s, W-2s, pay stubs, and custom HR forms online quickly and securely. Our cutting-edge electronic document technology lets us skillfully manage the process giving HR and payroll administrators more time to manage their days. We empower employees to access their own HR or payroll forms anytime, anywhere. Our paperless solution to HR and payroll forms management is supported by first-class customer service, and that s earned us the trust of some of the country s largest companies Ridgeway Ave. Skokie, IL