Before DocuWare, the application process could take up to an hour and a half; now it only takes about 30 minutes. Making the process even easier and faster, LGC can email the applicant a link to the form so they can complete it at home and then finalize it in the office.
“DocuWare has so much flexibility that if we have a candidate who is struggling to use the computer, we can print out the form and let them use the paper version, then scan the document back into our system,” said Rachel Martin, VP of Operations. “All we need is a laptop, signature pad and Wi-Fi. We can even do our hiring for an event from a venue location,” Martin continued.
DocuWare has expanded beyond just the first phase of the application process to now include a workflow to ensure all documentation is complete as someone transitions from applicant to employee. LGC’s hiring managers use DocuWare to electronically stamp tax forms, I9 forms, and direct deposit forms as approved which routes the documents to the payroll department for a few final processes and allows the employee to begin work.
“We stayed very close to the same payroll processes we were using before DocuWare, with one exception; our processes have been completely streamlined. Once a payroll form has been submitted and approved by a manager it launches a workflow that activates or allows deposits to be made to a pre-paid debit card, eliminating a two-week lag time. It’s been a win-win for everyone, our staff and our hospitality employees,” said Martin.
LGC has every applicant fill out IRS Form 8850, so it can apply for Work Opportunity Tax Credits, a Federal tax credit available to employers who hire and retain veterans and individuals from other target groups with significant barriers to employment. In the past, branch offices would mail physical forms to the corporate office weekly, who would then consolidate the shipments from the branch offices and mail a bigger box of forms to the IRS. LGC only had one month from the date-of-hire to submit the form and deadlines were often missed. Today, as soon as the form has been reviewed and stamped approved, it is automatically emailed from the branch office directly to the IRS processing facility, ensuring the company takes 100% advantage of eligible credits without the added physical work of copying and packing documents or the weekly shipping costs. Employees have to work a certain number of hours before LGC can qualify for a tax credit, but since all forms are automatically sent, the number of credits LGC is potentially eligible for has risen.
When it comes to placement, since the applicant files are digital, the staff can now search their newly created database to quickly find a candidate with the right qualifications for an event.
“Sometimes, I need to find someone with a specific qualification, such as someone who has a certain certificate or has had a certain health screening. I can do a search in DocuWare and find several candidates. We love being able to search our own database, because this is something we could never do with paper records,” said Martin.