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Industry Leading Retailer

Industry :
Products :
Tax Withholding Forms
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Year-End Tax Statements
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Pay Statements
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ACA Reporting

The Situation

What started as a niche retail shop some 65 years ago has grown into an industry-leading retailer in the United States. With some 39,000 employees spread across more than 500 stores, the retailer knew it needed to elevate its HR infrastructure to support growing HR and compliance needs. Enabling employee self-service would streamline the new hire onboarding experience, which was strained by the typical high turnover rates found with retailers, and also address the need to respond quickly to new compliance requirements. The retailer turned to CIC Plus when the passage of Pennsylvania Act 32 left the organization needing to quickly verify personal demographic information for 5,000 Pennsylvania-based employees. They knew using paper forms wasn’t an option.

The Solution

CIC Plus quickly gathered the necessary employee information from the payroll system and introduced an online portal where employees could review, modify and electronically sign the required Pennsylvania Act 32 forms. The Payroll team could monitor progress from the administrator dashboard to ensure that all requirements would be met on time. After seeing the advantages of automating the collection and verification of employee information for both employees and the HR and Payroll teams, the retailer expanded its employee self-service initiative with CIC Plus to manage new compliance areas. Today, the organization relies on CIC Plus to eliminate the complexities of capturing necessary state and local tax information through online W-4s, in addition to delivering pay statements, year-end tax statements and ACA reporting. All of these services are available to active employees through single sign-on from their employee services site to the CIC Plus online portal. Terminated employees also have direct access to their pay and tax statements through the same portal.

The Results

Enabling employee self-service has helped the retailer focus on what they do best, help their customers live active lives. The change has been a win-win for both the Payroll organization and employees alike. The Payroll team no longer has to navigate through the sea of tax form changes every year or manage the traditional labor-intensive paper-based process, leading to more than 960 saved resource hours annually and improved accuracy of employee tax information. The CIC Plus online portal has improved the employee self-service experience by providing one source to receive and manage all employee forms. And as the retailer’s business priorities change, CIC Plus helps the organization adapt quickly—whether it’s providing new information on pay statements or introducing new employee forms—to meet changing employer compliance needs.