APA's Top Payroll Questions & Answers for 2020 - 78

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APA's Top Payroll Questions & Answers for 2020

Electronic payroll documents

Recordkeeping and Record Retention

Q.

As we look at returning to campus and hiring many students, we are
looking to take advantage of the ability to accept payroll documents
electronically. Have any of you opted for this mechanism to receive and
authenticate employment documents? If so, what lessons have you
learned?

A.

We use a payroll vendor that allows us to accept new hire paperwork
electronically. We can email the paperwork to them or use their portal to
upload the paperwork. We use the portal because it provides a secure
way for us to transmit sensitive payroll information. Using the portal,
the employee completes the forms online, agrees to the electronic
signature method, and must electronically approve them. Once the
employee's forms are submitted and approved, we can download and
save or print the documents, which include the electronic signature
and time and date stamp. Be sure the students have filled out the Form
W-4 correctly; our new hires often forget to enter their social security
number.
When it comes to direct deposit, our provider prenotes every new
account. The prenote process can take up to 5 business days but it
ensures that the information provided, as well as that entered in the
system, is accurate.
Our provider does not store our Forms I-9, but it will review
the forms to make sure they have been filled out properly and the
appropriate documentation is included. One last piece of advice is to
beware of email scammers. Always check the actual email address on
emails requesting information. I get email from scammers posing as
employees requesting instructions on changing direct deposit accounts
frequently.

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APA's Top Payroll Questions & Answers for 2020

Table of Contents for the Digital Edition of APA's Top Payroll Questions & Answers for 2020

Table of Contents
APA's Top Payroll Questions & Answers for 2020 - Intro
APA's Top Payroll Questions & Answers for 2020 - Cover1
APA's Top Payroll Questions & Answers for 2020 - a
APA's Top Payroll Questions & Answers for 2020 - b
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APA's Top Payroll Questions & Answers for 2020 - Table of Contents
APA's Top Payroll Questions & Answers for 2020 - e
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