New Hire

Smart Onboarding interfaces directly with the USCIS E-Verify system for processing I-9s. In Form I-9, the Section 1 information is entered by the New Hire, and they attest to the accuracy of the information. If the New Hire is a minor (under 18), a parent or guardian completes Section 1 as a preparer/translator on their behalf. The I-9 Specialist then reviews the information entered by the New Hire in Section 1, then records the details of the documents presented by the New Hire in Section 2 to confirm their employment eligibility, and attests to the accuracy of this information. The I-9 Specialist also has the option to designate a remote user to complete Section 2 on their behalf. Once the I-9 process is completed, the E-Verify Specialist initiates the interface with the USCIS E-Verify system by creating an E-Verify case for the New Hire's I-9 and manages the process through completion, ensuring that employee eligibility is determined and the USCIS case is closed.

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Smart Onboarding also supports additional processes to facilitate employee rehires. The data entered by the candidate in EBI/Section 1 is matched against existing data in the system. Based on this search the candidate's transaction is classified as either a New Hire or a rehire. 

Rehire

If a candidate is terminated and then rehired by the employer within 3 years of their most recent hire date, they will be considered a rehire.

A search will be performed using the data entered in Biographic Information/Section 1 (for candidate's legal entity (Company/Business Unit), SSN, date of birth, and eligibility type), to verify if a match exists. If a match is found, the process checks whether the rehire is within 3 years of the candidate's most recent hire date and confirms that a termination date is recorded from the previous employment. If these conditions are met, the candidate will be classified as a rehire, requiring only Supplement B activity to complete the I-9 process, with Section 2 and E-Verify activities skipped during onboarding.be completed in the process. The Section 2 activity will not appear in the process, and the E-Verify step can be marked as complete without undergoing the E-Verify processing, as it is not required for rehires. 

Even if the candidate's legal entity, SSN, and date of birth match the information from a previously completed Form I-9 and a record exists in the system, the employee may not be classified as a rehire if the rehire date exceeds the 3-year limit from the most recent hire date or if a termination date from the previous employment does not exist.

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