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Paperless solutions: Going green can save greenbacks

In the course of one year, an office worker can use 10,000 sheets of copier paper (1). North American businesses generate approximately 1 trillion new pieces of paper each year (2). If a cord of wood produces approximately 90,000 sheets of paper, the environmental cost of paper use should be measured by decimated forests, not just trees.

Leading the green movement
The real dollars associated with paper costs and the more hidden environmental expenses are driving businesses to take a leadership role in the development and use of more environmentally friendly technologies. And while the business use of digital tools and services is good for the environment, it is also good for the bottom line.

"Outside of the obvious costs of materials, business returns are also measured in corporate reputation gains and the ability to continue operation into the future," says Roger Burritt, a professor at the University of South Australia in Adelaide who studies corporate accountability toward the environment (3).

Eliminating the paper trail
Ceridian offers a number of electronic resources that are cost-effective alternatives to paper forms and documents. These also have the added advantages of convenient 24/7 access and real-time updates that are great for small and large businesses. The electronic resources also provide employers with the very real ability to claim they are helping to save the planet and its trees.

• Ceridian Direct Deposit
  Employees who use the direct deposit method for their paychecks appreciate the convenience of not waiting in line for a bank teller or ATM machine. Deposits are always made to the employees' accounts on payday, even if they are on vacation. More than 70 percent of employees now take advantage of this service, which means there are 70 percent fewer people using printed check resources.
• Ceridian PayCard
  Similar to direct deposit, PayCards allow individuals who do not have bank accounts to receive the same banking conveniences of those who do. Employers send an electronic file with employee names, account numbers and payroll amounts to a bank account that has been preestablished for their workers. Workers access their wages by using a pin-protected card that works similar to a debit card at ATM machines or at the point-of-sale. The entire transaction is paperless.
• SeeMyW2
  With the SeeMyW2 solution, tax information is stored electronically in a secure area and is accessible by the employee and employer as needed. It offers the capability to view earnings and deductions for the year and, if necessary, print documents from the file. Whether employees prepare their own taxes or use tax preparation services, SeeMyW2 saves time, eliminates calculation errors and reduces the use of paper. Without printing a single piece of paper, employees can access their W-2 tax forms for use with tax preparation software such as TurboTax or they can transmit their documents to their tax preparation service provider. Additionally, periodic data such as pay period and W-2 information is available to employers on digital CD-ROM formats for archival purposes, which is easier to access, file and store than printed documents.
• Ceridian Self-Service
  Employment data is more accurate when it is put in the hands of employees and their managers. Ceridian Self-Service is a Internet portal that automates transactions and streamlines data collection. Employees can enter their personal and demographic information, create direct deposit accounts, view their paychecks and much more. Managers use it to enter new hire information; enter status change and termination information; record online employee performance reviews, pay and bonus updates; and forward electronic files to the human resource department. As recently as a decade ago, almost all of these services required the use of printed paper, filing systems and storage space. Today, it can all be managed electronically without the loss of a single tree.
• Ceridian's Online Reference System
  This electronic reference system is a welcome alternative to the continual maintenance and updating of out-of-date reference books. There are thousands of state and federal employment laws that employers must refer to on a daily basis. Real-time updates are written in plain English. Expert advice and anytime, anywhere availability are some of the features that give this system its user-friendly quality.
• Online Training Programs
  Your employees need to be informed about discrimination compliance issues. With Ceridian's online training programs, employees can complete coursework when they are ready, even if they are not in the office. Topics include Title VII harassment and discrimination prevention, and management discrimination prevention. The program electronically tracks who has taken the training, making it easy for employers to manage and document employee training. The Compliance Solutions Web site offers additional helpful features such as related compliance resource links, Ceridian Compliance Solutions events and Ceridian publications.

For more information about Ceridian's paperless solutions, contact your Ceridian representative.

Sources:

1. "Going Green at the Office," Time.com
2. "Reduce Fax Paper," FaxBack.com
3. "Business sees green in going green," CNN.com