The following list of Questions and Answers represents the most common topics that have been presented to Paperlesspay.org's “Ask the Expert” feature.
Can I implement paperless processes in ALL of the states that I am doing
business in?
YES you can! By understanding the Federal E-SIGN legislation AND the laws within the states you are doing business in, you can leverage paperless processes.
A key component to going paperless in the payroll process is ACCESS to Data. By providing a variety of access methods to employees, organizations make it easy for employees to utilize paperless processes.
How can I achieve a paperless environment with my union employees?
Union employees have the same needs as any other employee group. When working with Unions, there are three options available when implementing paperless process:
- Voluntary
By making paperless options voluntary, the payroll department must be diligent in sharing accurate information with their employees. This includes information on the following:
- Identity Theft. Data Security and the Risk associated with having personal information on a piece of paper (ie pay advice)
- Timeliness. Paperless processes can be accessed 24 / 7.
- Natural Disasters. Paper based processes are susceptible to interruption when natural disasters occur.
- Contract Negotiations
When paperless processes are included in the contract negotiations, both the employee and the employer can benefit from the efficiencies gained in a paperless environment.
A key component to going paperless in the payroll process is ACCESS to Data. By providing a variety of access methods to employees, organizations make it easy for employees to utilize paperless processes.
Is there a paperless option for my “unbankable” employees?
Yes. There are several options available for a group of unbankable employees.
- Many organizations develop a list of “partner” banks. These banks will guarantee an account for any employee of the organization, regardless of their financial standing.
- Another option is the use of paycards. This option is best used for a dynamic workforce where quick payments are required.
- It should be noted that there are a LARGE number of product offerings available.
Can I mandate direct deposit during the new hire process?
In general, you can make direct deposit a condition of hire for your job applicants. Over 45 states allow you to take this approach. As with all paperless initiatives, knowledge of each state's laws is important for a successful implementation.
If I implement a paperless process, am I required to provide computers for my employees to use?
Not necessarily. In general, you are required to provide a reasonable means of access for your employees. This could be anything from a computer, a kiosk, or even a telephone interface for your employees' use.
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