Effective Employee Onboarding: A Comprehensive Guide
School
Southern New Hampshire University**We aren't endorsed by this school
Course
ACC 315
Subject
Management
Date
Dec 11, 2024
Pages
4
Uploaded by briannaw825
Slide 1 – Title SlideSlide 2 – Employee onboarding is the process of establishing new employees in the company’s systems and helping them quickly adapt to their positions and to the company. The onboarding process can last weeks or even months to help get employees situated. A good onboarding process is important because it will create a better chance for the new employee to stay and it can help them be more efficient workers. In fact, a great practice is to socialize new employees with the other employees and expose them to the company’s culture. The process begins with the job offer letter. The job offer letter contains the employee’s position details and their salary, but it states that this offer depends on the employee’s background check results. The background check is administrated through a third- party company that will verify the new hire’s past residential addresses, past employment, and whether they have any criminal history. If the employee passes the background check, they are then sent a new hire package. The new hire package usually comes in an email, and it contains the new employee’s start date. It also includes a summary of the benefits that the job offers, where they should report on their first day, as well as a link to the company’s online portal that the employee will use to prove the following information prior to their start date. The new hire documents are the New Employee Profile form, Employment Eligibility form (I-9), Direct Deposit form, W-4 form, and State Tax form. The new employee will then go into the expense tracking system, which allows them to enter any reimbursable expenses related to business along with their supported documentation such as a receipt. Before starting the employee will be granted access to the online portal where they are to provide information such as emergency contacts, tax ID number, tax withholding details, and their mailing address. Slide 3 – Shown above is the payroll onboarding process in the form of a flowchart. As you can see The Accounting Department manager decides to extend a job offer to the candidate and notifies HR about the selected candidate. The HR department sends the offer letter to the candidate. HR is also responsible for receiving the acceptance from the candidate and they send them the new-hire package. HR will also establish the employee elected benefits with the providers. To add, they send employee elected benefits to payroll. And lastly, HR will send the new hire information to the
appropriate departments. The candidate/new hire is responsible for the following. They will either accept or reject the offer letter. If rejected the process is over. If accepted they will complete and submit new-hire documents, attend new-hire orientation, receive the employee handbook/corporate policies, and select their benefits. While the payroll department will create an electronic file for the new-hire to keep all payroll and related records after receiving new-hire info and data. Slide 4 – Some of the processes are suitable for outsourcing. Some examples of this are payroll, health insurance, and retirement plan administration. There are three essential areas in HR and Payroll. There are two types of employee administration: employee onboarding and terminations. Another essential area is payroll processing. Slide 5 – The inputs are provided by the employee such as employees full legal, name, social security number, personal mailing address, phone number, email, and other related information. Outputs are employee compensation and financial records that are produced. Slide 6 – Payroll calculates wages and then compensates employees with their entitles pay. This happens by employee’s tracking and submitting their hours into a timesheet. From there, what they entered will be checked and verified. After this payroll will be calculated and during this deductions such as taxes are automatic. The checks will be prepared and will be automatically sent to employees on payday. Slide 7 – One benefit of the automated payroll system is that it saves time. Another benefit is that human error is removed, and accuracy is improved.
Slide 8 – Since the automated payroll onboarding system is automatic, time is saved by employees to put their work and effort into more value-driven tasks. These tasks include strategic hiring and work force training, innovation, creativity, flexibility, development, and support of new approaches to the work model. And since human error is removed accuracy is more consistent making things easier for everyone. Slide 9 – One possible drawback is the systems can be costly. Another drawback is that implementing the system can take a lot of time. Slide 10 – The drawbacks do not support the automatic payroll process because they can be too costly for some companies to afford. In addition. Since the company already has a payroll system in place that they are used to implementing a new one can take time. This will also include training everyone how to use it, which will also add to costs. There is also a chance that the system will not be liked or work well and will be gotten rid of wasting a lot of time and money. Slide 11 – The tasks within a payroll onboarding process include the accounting department manager deciding to extend a job offer to a certain candidate and notifies the Human HR. HR then sends the job offer to the candidate. If accepted the HR manager will send the employee a new-hire packet and start date. The new hire will complete and submit new-hire documents which include the New Employee Profile form, Employment Eligibility form (I-9), Direct Deposit form, W-4 form, and State Tax form. Then the employee will attend the new-hire orientation, receive employee handbook/corporate policies, and select benefits. The HR manager will then establish employee-
elected benefits with providers and send employee-elected benefits to payroll and other appropriate departments. The payroll department will then The payroll department will then create an electronic file for the new hire to keep all payroll and related records including the employee’s full legal name, SSN, personal mailing address, and payroll-related information.Slide 12 – The payroll will be checked and approved by supervisors before the employees are compensated for their work. This is done by checking the hours that the employee submitted into their timesheets. The benefits include increased accuracy and time efficiency. While drawbacks are that the process can be costly and implementing the automated payroll process can take a long time. Separation of HR and payroll strengthens segregation of duties control. This prevents either party from manipulating or making changes to the data used for HR payroll calculations and subsequent payment. It also reduced the risk of payroll fraud. Making sure that computerized output has the correct corresponding dates is crucial for accuracy. Slide 13 – References Savage, A. A., Brannock, D., & Foksinska, A. (2022). Accounting Information Systems Connecting Careers, Systems, and Analytics. Wiley