7 Reasons to Switch to Electronic Year End Delivery
October 29, 2024 By Bene-Care

As the year comes to a close, businesses are preparing to file payroll end-of-year documents, such as W-2s and 1099s, for their employees. Traditionally, many businesses have relied on paper copies, but with advancing technology, electronic delivery has become the more efficient and reliable option. If you’re still on the fence about making the switch, here are several compelling reasons why choosing electronic delivery is a smart choice!
One of the biggest benefits of electronic delivery is the speed at which employees can access their documents. With electronic delivery, employees receive their payroll documents almost instantly, without the delay of postal services. This quick access is particularly helpful during tax season, when employees need their W-2s or 1099s to file their taxes.
In contrast, paper copies take time to print, package, and mail, leading to potential delays. Employees who need their documents quickly might find themselves frustrated if they have to wait for their mail to arrive. Electronic delivery ensures that everyone has access to their documents when they need them most.
Paper documents are easy to lose, and replacing them can be costly for both employers and employees. If an employee misplaces their W-2 or 1099, your company may need to reprint the document, potentially incurring extra costs in printing and postage. Additionally, the time it takes to fulfill these requests can cause delays, especially during the busy tax season.
With electronic delivery, employees have unlimited access to their payroll documents. If they need another copy, they can simply log into their iSolved account and download it whenever they need it. This level of access not only reduces the burden on your HR and payroll teams but also empowers employees to manage their own information more efficiently.
Security is a top concern when it comes to sensitive payroll data. Mailing paper documents can expose employees to potential security risks, such as lost or stolen mail. Once a W-2 or 1099 leaves your office, there is no guarantee it will safely reach the employee, especially during busy postal seasons.
Electronic delivery provides an additional layer of security. Most payroll software includes encryption and secure portals that protect sensitive employee information from unauthorized access. This means employees can rest assured knowing their personal data is handled securely and professionally.
Another significant advantage of electronic delivery is the seamless integration with popular tax software like TurboTax. For employees who use this software to file their taxes, electronic payroll documents can be directly imported into their tax forms. This integration saves time and reduces the likelihood of errors, streamlining the entire tax filing process for employees.
Paper documents, on the other hand, require manual entry into tax software, which increases the chances of input errors. By going digital, you make the tax filing process smoother and more accurate for your employees.
Sustainability is becoming a key focus for many businesses, and reducing paper waste is an easy step towards a greener future. By opting for electronic payroll documents, your company can significantly reduce the amount of paper, ink, and energy used in printing, packing, and mailing these documents.
Not only does this align with environmentally conscious values, but it also helps your company demonstrate its commitment to eco-friendly practices, which can be a great talking point for your corporate social responsibility initiatives.
Handling paper documents comes with an administrative burden. From printing and sorting to mailing and tracking down lost forms, managing paper payroll documents can be time-consuming for your HR and payroll teams. In contrast, electronic delivery automates much of this process, reducing the need for manual intervention and freeing up your staff to focus on more critical tasks.
Employees can also choose to receive their documents electronically or opt for paper delivery, giving them the flexibility to decide what works best for them. This self-service option reduces the number of employee requests for reprints or updates, further easing the workload for your team.
While paper payroll documents may seem like a traditional and reliable method, they come with several hidden costs. First, there’s the cost of printing and postage, which can add up quickly, especially for companies with a large workforce. Then, there’s the administrative time spent managing and mailing these documents, which is time that could be better spent elsewhere.
Additionally, if an employee loses their paper copy, you may have to reprint it and mail it again, incurring even more costs. These expenses may seem small individually, but over time, they can become a significant burden on your business.
Bene-Care offers electronic delivery options to give you quicker, eco-friendly access to your important documents. If you’re a current client, you may contact your payroll specialist directly to activate electronic year end delivery for your business. Employees will then will have the option to opt-in through iSolved per the instructions below:
Enabling for the first time:
Re-enabling (if employee declined initially):
Switching to electronic year end offers many benefits – from faster access and improved security, to reduced costs and environmental impact. By making the switch, you not only make the process easier for your employees but also free up valuable time and resources for your HR and payroll teams.
Interested in learning more about our payroll services and how you can utilize this convenient feature? Then, get in touch to speak with a Bene-Care Payroll Specialist today!