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Onboarding Software and Electronically Signed W4s
By Chuck Ros
In June of 2000, President Clinton signed an act with far reaching consequences for onboarding software. The Electronic Signatures in Global and National Commerce Act (E-SIGN) gave most electronically signed documents the same legal status as that provided by a physical signature. This sweeping directive doesn’t just apply to interstate transactions; it preempted state laws to provide uniform legislation for all jurisdictions. What This Means for Employers The IRS now considers electronically signed W4 forms to be valid as long as the process used for signing follows a number of rules. These include authentication and verification of the signature (making reasonably certain that the form is signed by the individual whose name appears on it). There must also be a record of each time the W4 is accessed by the employee. The virtual form must contain all the information on the regular W4 including the perjury statement. In addition, the form must be formatted so that the signature is the last field completed. It should also be readily printable in case the IRS requests a hard copy for review. How do you know if your onboarding system meets these electronic signature requirements? Choose onboarding software that is designed with compliance as one of its core functions. Look for one that lets you select from a variety of options including "click-to-agree" style signatures as well as Mouse Driver or other image capturing devices. That way, you can incorporate the best signing method for all your documents. |
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The copyright for this content entitled "Onboarding Software and Electronically Signed W4s" has been specified by the contributor as:
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http://chuckros.qondio.com/
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