Is it worth the effort to make the switch from paper or simple fillable electronic forms to a fully automated system in onboarding? In the restaurant industry, it can make a big difference. Here are five smart reasons to automate your restaurant’s federal and state W-4 forms.
#1: Get new hires working faster when you automate your restaurant’s federal and state W-4 forms
In a fast-paced industry that often faces challenges with seasonal hiring and significant turnover, every hour spent on paperwork is an hour of time that drives no value for your organization. Getting new hires onboard and into operation with automation of tax forms and other new hire documentation speeds ROI for each hire. The savings add up quickly over time!
#2: Administer multiple locations more easily
For franchises or restaurants with multiple locations across more than one state, having an automated system delivers even greater efficiency. The forms for each location with state income tax are different—and some states have no state income tax. Instead of managing multiple processes manually, a centralized online system can ensure that the correct forms are presented based on local regulations.
#3: Reduce errors and do overs
New employees often find tax forms confusing. Having a simple wizard-like interface to walk employees through the form speeds up the process of completion, helps enforce common sense rules, and performs all calculations. For example, a new hire should not be able to make multiple, contradictory selections for withholding or forget to electronically sign their form. By using an automated form, HR will certainly spend less time chasing down new hires and having them correct or redo their federal and state W-4 forms.
#4: Streamline the payment process
When you automate your restaurant’s federal and state W-4 forms, you help Payroll get new employees set up in the system faster. A good onboarding system is always one that integrates with payroll system. It should create a workflow to route tax forms to the appropriate individual, department, or third party payroll processing vendor without any further action required. The quickest way to alienate a new hire is by making an error on their wages during their first pay period. Forms automation eliminates rekeying of information between systems and reduces the risk of errors.
#5: Make employee forms more secure when you automate your restaurant’s federal and state W-4 forms
In many HR departments, paper forms are inherently insecure. A door or filing cabinet accidentally left unlocked is all it takes to put employee information at risk. Scanning and sending forms electronically to other departments also creates a problem—since many copiers and scanners keep scanned forms in memory on the equipment’s local hard drive. An online, paperless system makes it easier to keep tax forms secure and protects sensitive employee data.
Ready to automate your restaurant’s federal and state W-4 forms and the rest of your onboarding process? Take a virtual tour and learn more about how we can help.