In this series, we’ve already taken a look at ways to overcome compliance challenges that can slow your hiring. The next step is getting your new hires to work as quickly as possible.
Onboarding in the construction industry involves many unique challenges. Construction companies may hire full crews at one time and often need to onboard them remotely. In addition, they must comply with state and federal regulations that require records to be collected and meticulously maintained.
To compete in today’s challenging environment, you want to remove any friction from your processes that would prevent you from quickly getting workers on the job once you hire them.
The Symptom: An Overwhelming Amount of Onboarding Paperwork
Struggling with all the paperwork onboarding requires can prevent you from getting new hires on the job as fast as you’d like. But dotting all the i’s and crossing the t’s is necessary to make sure your construction company is compliant with all federal and state regulations. Here’s an overview of the basic requirements construction companies must fulfill during the onboarding process.
There are several tax-related documents employees must complete for legal and regulatory compliance, as well as payroll processing. These include:
- W-4 for employees or W-9 for contractors
- I-9 Employee Eligibility Verification form
- State Tax Withholding form
- Direct Deposit form
E-Verify is a web-based system that verifies employee eligibility to work in the United States. E-Verify employers verify the identity and employment eligibility of newly hired employees by electronically matching information provided by employees on the Form I-9, Employment Eligibility Verification, against records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS).
OFCCP (Office of Federal Contract Compliance)
New hires must be given the opportunity to complete a voluntary self-identification form. That is the case even if they’ve already provided the information during the application process.
In addition to this required information, each company will have additional information they need or want to collect. This can add up to a lot of forms, and a lot of data entry for your HR team.
The Solution: A Paperless Onboarding System
A paperless onboarding system can simplify your entire onboarding process by making all the steps digital. Your employees can access the system from a digital device and provide the information you need without filling out a stack of paper forms. Using onboarding software allows you to store the information in one place, in the cloud. No more maintaining paper files.
There are many additional advantages to working with a cloud-based onboarding solution.
Reduced Reporting Risk
Arcoro’s onboarding module incorporates I-9 and W-4 form updates, as well as integrations that allow you to collect E-verify and Workforce Opportunity Tax Credit (WOTC) data. These features help ensure you are collecting the required information. And the digital, cloud-based system stores all documents on a secure server. The data you need for reporting or in case of an audit is safe and easily accessible. No more sorting through paper files to compile information.
Get New HIres on the Job Faster
Using a cloud-based, automated onboarding system allows new employees to complete required forms from home, before their first day on the job. The process can be even faster and easier if your applicant tracking system is integrated with your onboarding system. Arcoro creates a seamless experience between these two modules allowing applicant data to flow into the onboarding module, quickening the onboarding process for your team and your new employee. This provides new workers with a great onboarding experience and speeds time to productivity.
Onboard Multiple Employees
Arcoro’s Onboarding Kiosk Mode makes it possible for crews to access our automated onboarding process from a single workstation or mobile device, like a tablet. Kiosk Mode allows new hires to onboard directly from the job site. No individual login is required. Your employees don’t even need an email address to get started.
Employees who receive a well-structured onboarding program are 69 percent more likely to remain with a company for up to three years. Retention, in turn, saves companies time and money down the line. It takes about $4,000 to hire and train a new employee, so improve your chances of retaining skilled workers by getting them off to a great start.
This is part of a series of blogs from Bryan May, Vice-President of Business Development. In the series, Bryan outlines challenges that can slow speed to productivity in the construction industry and offers powerful solutions.