In the famous words of Benjamin Franklin, nothing is certain except for death and taxes. Filing taxes can be a major headache for your HR department. It’s important for a HRIS to handle any tax issues that your HR staff will face. What should you look for in a HRIS?
Automating much of the tax filing process can reduce the possibility of errors. It can also free up your staff’s time by eliminating the need to manually enter information. A HRIS can automate tax forms such as W-2s, W-9s, 1099s and more.
Automating employee records, benefits, time sheets, and payroll can ensure accuracy that will make the tax filing process faster and easier.
According to U.S. federal law, companies are required to keep records regarding employee tax returns and salaries, unemployment, overtime, and more. The most important laws are:
- Federal Insurance Contributions Act
- Fair Labor Standards Act
- Consumer Credit Protection Act
- Federal Unemployment Tax Act
Depending on your company’s location, there may be additional requirements based on state or local laws. If your company has business internationally, there may also be international laws you must comply with.
A HRIS can help your HR department keep track of the legislation that affects your company. All records can be kept in one secure place for easy access. Your records can also be easily submitted if they’re kept digitally, which also reduces paper usage.
Accuracy is vital to tax compliance. Automation can reduce the opportunities for human error, but it’s also important to ensure that all data entered into the HRIS is as accurate as possible. A HRIS allows employees access to their own records without involving HR. This means that employees can verify the accuracy of their data, check their own, update information that has changed, and view pay stubs without involving HR staff.
Because there are different kinds of payroll taxes, knowing when to pay what tax is important for tax compliance. A HRIS can send reminders to your HR staff when it’s time to make payments and keep track of what amount needs to be paid when and to whom.
A HRIS can help your HR staff file taxes. HR software can prepare the taxes and calculate the correct amount of withholding for your employees. Scheduling and automated payment features can also help ensure that deadlines are never missed.