Human Capital Management may not be the most attractive responsibility in an organization; however, it serves as the foundation for success. If a company’s wellbeing is based on the strength of its workforce, the Human Resource Information System (HRIS) serves as the application that promotes, tracks, and improves the state of organizational health at all times. Thus a properly designed HRIS boosts productivity. It also reduces administrative workload, provides insight into workforce trends, and reduces the risk of everything from fines to litigation. Electronic I-9 software is just a piece of the puzzle.
What Does a Good HRIS Look Like?
As specialists in the onboarding field, our software integrates with a variety of HRIS options. To illustrate, here are a few features that we consider a well-designed solution.
● Recruitment portal and integration with ATS
● New hire onboarding including I-9/E-Verify integration
● Benefits enrollment and administration
● Training administration
● Social collaboration
● Internal communication
An HRIS isn’t just for HR anymore. Consequently, other departments and individual workers can access the functionality that helps keep the workplace running smoothly. For example, employee self-service allows new hires to onboard themselves. Also, it allows existing workers to view payroll history, manage direct deposit and tax withholding, request time off, and enroll in benefits. Furthermore, managers can use the system to manage time sheets, leave requests, file disciplinary records, etc. (Our strategic partners at Evolution have created a solution like this called Advanced HR. We confidently recommend it to our customers.)
Best of Breed HCM and Onboarding Includes E-Verify and Electronic I-9 Software
Electronic I-9 software, including E-Verify integration, is a key feature in a full-service HRIS. Without it, I-9 completion, proper storage, and work authorization verification is often left up to chance. This leaves little accountability for program administration.Forms may be missing, incomplete, incorrect, have the wrong attachments, etc. This is one of the most common reasons companies end up facing fines and penalties after an I-9 audit. Furthermore, without a formal process, it’s difficult to show a good faith effort to comply with the law.
When electronic I-9 software management and E-Verify are part of the standardized workflow, there is less concern.
● It ensures that each worker has authorization to work in the U.S.
● It promotes timely, correct completion and review of all I-9s by the appropriate internal parties.
● The systems keep all records in one place where they are easily searchable, retrievable, and auditable.
● It uses legally acceptable e-signatures to eliminate the need to create and store paper files.
Finally and most important, there is no rekeying of data into the E-Verify website. Our system completely automates this process. As a result, you get a fast response letting you know of any potential mismatch with social security records that requires further investigation.
For more information about using E-Verify and electronic I-9 software within your organization, contact our team today.