All You Need To Know About Onboarding Documentation And Payroll Software


It is a known fact that operating a company requires onboarding procedures, which means a lot of paperwork is in place as well. Efficient processing and storage of workers embedding records is something that most businesses continue to struggle with.

This being said, it is also the employer’s duty to maintain employee documents and ensure they are kept secure. Incorrect storing or sharing of employee data, even though it is unintentional, will land you in trouble with the law.

To hold you on the right side of the law, it is also important to learn something about employee embedding documents and top notch security practices.

Employee Data

Employee data is a way of describing the employee’s personal details. These data may include work applications, resumes, letter requests for employee verification, and so on.

Listed here are some of the important employee onboarding documents that you should keep

Form W-4


For new employees, try to ensure you are using the latest version of the W-4 form. Your current workers must also be required to upgrade their respective W-4 forms to the latest edition. For a number of factors, the employees may choose to amend their withholdings, examples of which are a tax law adjustment or an employee incentive.

Form For Job Application

Check that each of the new hires receives a work application form. The aim of an application is to keep the data collection consistent for any new employee. For certain jurisdictions, the new employee applications need to make unique claims. The information consists primarily of the degree of the new recruit, personal details and contact information, relevant work experience etc.

In addition, you must ensure that you receive the employee’s signature, pertaining to the authenticity of all the details given on the work application along with the agreement to have the background check completed.

I-9 Form


The employee must show proof of identity and evidence of fitness to work. The form includes a list of the documents that count as evidence. If you’re a much larger company, the E-Verify program may be ideal for you. The E-Verify program compares the employee’s details on Form I-9 to that on the federal databases.

Payroll Records

Ensure you have all your payroll records. This requires time sheets for workers that are not exempted. The payroll records should consist of the type of pay earned by the workers, indications of which are overtime, incentive, salary, etc.

Signature Page Of The Employee Handbook

As a company, you have to ensure that you have an employee handbook which explicitly states the policies, regulations of the employer. You should make every employee sign a document to agree they make obtained the manual. That will serve as proof and defend you from needless legal matters.

Keeping The Employee Data Secure

  • There ought to be a process in place that outlines the protocols for the organization when a breach happens. All policies and regulations must be regularly followed.
  • As a manager, you are accountable for the protection of data regarding your employees. You must ensure that no unauthorized access is possible. Incorrect data storage can cause serious legal jeopardy.
  • Decide carefully where you want to store information about your staff, and who can access it. This decision is important and takes careful preparation. It should go without stating that the use of a lock and a key will keep the physical data secure. A good password will secure the information in electronic form. In addition, restrict the number of people who are able to access that information.

What Are Payroll Software?

Payroll software helps you to keep a record of deductions for jobs, such as workers ‘insurance, wages, bonuses and much more. It also determines the payroll for companies. If you are looking out for some of the finest payroll apps, you might want to explore some requirements before going forward.


Ease Of Use

You must look for a convenient to use payroll software, specifically for a non-account. Certain payroll program is hard to manage.


You can choose from a range of payroll apps. Some are totally free, while others are limited to a certain number of workers. Payroll software also exists which is free for longer periods of time.


Your perfect payroll program will keep your banking and employee information confidential.

What Are The Benefits Of A Payroll Software

There are quite a lot of benefits that one can get by using a simple payroll software. Listed here are a few scenarios a payroll software can be beneficial.

  • When you need to send several follow-up texts and emails to the staff and their corresponding supervisors in order to fulfill those tasks. Definitions of this can include leave requests.
  • When there is a non-availability of up-to-date and correct employee information including such items as leave balance, status, and so on.
  • If you need to make several data entries and contact points for verification.

If you run an enterprise and want to automate the employee-centered processes in your company, efficient data storage of employees and the use of simple payroll software will definitely help.


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