Digitizing bonuses, benefits and management
Bonus rewards called Spiffs are given out to the staff. While employees are rewarded Spiffs for a variety of events across multiple locations, the process is the same throughout. Before DocuWare, when a Spiff bonus was awarded, the manager would have to submit paper forms manually to the payroll department to request the specific dollar amount being given to the employee.
Now, HR seamlessly processes the digital form, deducts the taxes and electronically rewards the dollar amount specified by the manager to that employee. “DocuWare helped to set up a form, a list and a way to track those things,” Shupe says, which, given the volume of Spiffs, saved the team a lot of time. “We process about 100 rewards a week.”
Using digital forms, the company streamlined other employee benefits, such as advances on paychecks or deducting auto repair costs from the payroll. The company also uses DocuWare for employee recognition, in which managers can fill out a form to recognize an outstanding performer. In the past, requesting certain benefits and actions required multiple managers’ approvals followed by HR processing, resulting in paper forms transferred from person to person. After digitizing the forms, the processing time and the amount of lost information decreased significantly. “It just works so much easier and we don't have any missing information,” Shupe says. “DocuWare saved me a lot of time.”
Future plans: Going fully digital
Last year, the company hired 300 new employees, each of whom filled out 19 documents, all stored in DocuWare. This, combined with 5,000 spiff requests, brings the total annual number of documents stored digitally to over 10,000. “We save a lot of paper and ink,” says Shupe, adding “our goal is to go completely digital.”