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HR Management and Employee Self Service Portals- What They Are and How They Can Help

The 21st century is all about self-service and self-sufficiency. We have an online account with just about all of the organizations we belong to- it has even extended over to the workplace. 

HR management service providers can help you with tracking, measuring, and automation of employee tasks to optimize operations. Their function is to act as a database at the center of your organization that ties information like payroll, benefits, attendance, and other related data to everyone within your organization. They also handle recruiting, tax compliance, personnel tracking, and reporting while an Employee Self Service portal (ESS) allows employees to access and manage these things. 

HR management providers often offer ESS portals as part of their services and once an individual is set up, they are granted access to information such as payroll, benefits, personal data, and even tax documents. They can use this portal to request time off, update their payroll data, such as adding a new direct deposit account and updating their personal information when they have experienced an important life change- it all depends on what your HR management service provider allows. 

By putting HR services on a company-wide intranet, HR administrators can reduce or eliminate paperwork and duplicate entry by storing and processing employee documentation online. Additionally, ESS portals can provide the following benefits:

Contribute to your company’s image- Self-service portals are everywhere, and chances are your employees use them in various aspects of their lives. Giving them that access can give your company the reputation of being a forward-thinking company that not only keeps up but also gives your employees access to necessary information 24/7. This helps provide company transparency and can increase the employee’s confidence in their employer. 

Reduce costs- The cost associated with processing and disseminating information can be reduced by using an ESS portal. The information can be revised and uploaded in seconds- keeping everything up to date almost instantly.

Reduce errors- Not only are employees in control of their data by inputting their personal information themselves, but ESS portals provide a single point of entry instead of being spread out across multiple platforms. This eliminates the need for duplicate entry and therefore reduces the risk for any errors in transferring information. 

Increase efficiency- It is especially evident while dealing with all the challenges that have come with COVID-19. HR departments have a lot on their plates tackling those unique obstacles- Freeing them up of administrative tasks gives them the room to focus on bigger tasks. 

Make open enrollment easier for everyone- Many employers are required to offer certain health benefits to maintain compliance. Online open enrollment for employees can help streamline the process by allowing them to make their own selections and calculations. Many of the moving parts involved with open enrollment can be integrated with feeds from an organization’s HR management service provider to ensure information is up-to-date and connected to important things such as payroll and timekeeping. 

Streamline the onboarding process- ESS portals can often handle onboarding both in person and virtually. New employees can log in remotely and fill out necessary paperwork, view policies, and upload documents. 

Curious about HR Management and Employee Self Service tools? Payroll Systems can Help! We can help your organization ensure new employees are ready before day one, drastically reduce the amount of paperwork, and streamline lengthy processes. Contact us for more information. 

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This article provides general information and shouldn’t be construed as legal or HR advice. Since employment laws may change over time and can vary by location and industry, please consult a lawyer or HR expert for advice specific to your business. You can also contact Payroll Systems to inquire about our HR support services.