Content Comparison

Following list is what is being released as part of our release update on January 11^th 2020. 

I-9/E-Verify Enhancements

• Email notification sent out when the DHS Auto Submit batch process is run – now provides additional information about the organization name, product (Smart Onboarding or smart I-9 E-Verify) and legal entity that is setup for an organization to perform E-Verify 
• An option is available in I-9 Console to correct the I-9 Section-2 details of the completed process. Click here for more details. 
• Customers with SSO login who are added by new hire as proxy users/I-9 preparers in I-9 Section-1 can now be able to access the new hire’s process without having to self-register again. Click here for more details. 
• Support for adding attachments to Form I-9 Master through I-9 Console. Click here for more details.  

I-9/E-Verify Fixes 

• Preparers that were added by the New Hires in the initial I-9 process will be available in the additional process as well (like I-9 Section-1 Correction) initiated by new hire 
• Able to edit employee’s first day of employment in ‘Edit’ mode as well 
• I-9: Rehire to Hire and Hire to Rehire corrections now display the latest data entered in I-9 section-1 and Section-2 on E-Verify page 

Federal and State Tax Withholding Forms for 2020  

• As new states roll out their decisions on the 2020 tax withholding forms, we keep addressing those. As part of this update, we are have made changes to the following State Tax Withholding Forms – IA, MI, MA, AZ, MO, IN, NY, ME. MB, MT, CT, RI, KY, IL, GA and OR. 

Upcoming Future Enhancements 

• We will continue to monitor 2020 Federal and State tax withholding form updates as States post their adjustments 
• Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
• Process Improvements: 
  • Enable proxy user for a limited set of activities as opposed to the whole process. 
• Action-able Search Results – We will be eliminating consoles and replacing them with Elastic Search. Search results support certain actions to be performed that are contextual 
• Business Intelligence for power users 
• Auto initiate I-9 tasks for the following scenarios 
  • I-9 Reverifications 
  • I-9 Receipt Updates 
  • I-9 EAD Automatic Extensions

Following list is what is being released as part of our release update on January 18^th 2020. 

I-9/E-Verify Enhancements

•  'View Case Details' is an option available in E-Verify activity after DHS Case is created. This allows user to view all the details related to the specific case like how users can view in DHS website. Click here for more details 
• For customers who has integration with their HRIS system and wanted Employee ID to be one of the searchable criteria 

Federal and State Tax Withholding Forms for 2020 

• As new states roll out their decisions on the 2020 tax withholding forms, we keep addressing those. As part of this update, we are have made changes to Federal W4 form and the following State Tax Withholding Forms – OR, DE and GA.  

Upcoming Future Enhancements 

• We will continue to monitor 2020 Federal and State tax withholding form updates as States post their adjustments 
• Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
• Process Improvements: 
  • Enable proxy user for a limited set of activities as opposed to the whole process. 
• Action-able Search Results – We will be eliminating consoles and replacing them with Elastic Search. Search results support certain actions to be performed that are contextual 
• Business Intelligence for power users 
• Auto initiate I-9 tasks for the following scenarios 
  • I-9 Reverifications 
  • I-9 Receipt Updates 
  • I-9 EAD Automatic Extensions  

Following list is what is being released as part of our release update on March 22^nd 2020. 

Additional adoption of Elastic Search 

• We have now extended additional functional areas included in the Elastic Search. Please click here for more details 
• You will now be able to take all actions that you normally take from consoles from within the search results. We are now calling these types of actions as “Related Actions”. Using this foundation, we will enhance the product in future to include more relevant actions that are appropriate for your transactions. Please click here for an example. 
• I-9 Status, I-9 Compliance and I-9 Life Cycle search definitions have now been introduced to give better insight into your I-9 data. Click here for more details 

 I-9 Improvements 

• I-9 Purge related improvements are moved in this release. Please Click here for more details 
• Undo last filing option is not made available if DHS case number is already generated for the additional invitations. Click here for more details 
• Additional I-9 Improvements when I-9 data needs correction are introduced in this release.  Please click on the following links for details Info and Actions in I-9 Console, I-9 Section-2 Correction, I-9 Section-3 Correction 
•  I-9 Section-3 flows will have edit option until ‘Mark as Complete’ button is clicked in E-Verify activity. Click here for more details 

 Miscellaneous fixes/improvements 

• Report to download is available for Cash Pay option on Direct Deposit activity. Click here for more details 
• One more Event ‘On Status Change’ is made available for the Business Process configuration. Click here for more details 
• Invitation: Order of the attributes in Employment Details can be rearranged through Attribute Preferences configuration through process revision. Click here for more details   

Upcoming Future Enhancements 

• We will continue to monitor 2020 Federal and State tax withholding form updates as States post their adjustments 
• Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
• Process Improvements: 
  • Enable proxy user for a limited set of activities as opposed to the whole process 
• Business Intelligence for power users 
• Auto initiate I-9 tasks for the following scenarios 
  • I-9 Reverifications 
  • I-9 Receipt Updates 
  • I-9 EAD Automatic Extensions 

Following list is what is being released as part of our release update on March 29^th 2020. 

New Form I-9 Version changes are now incorporated and available in Cloud Production

• • Availability of the new values/countries “Eswatini” and “North Macedonia” in I-9 Section 1 under ‘Country of Issuance’ when employee chooses to enter a foreign passport number 
  • Availability of the new values/countries “Eswatini” and “North Macedonia” in I-9 Section 2 ‘Issuing Authority’ when employer must enter a foreign passport 
  • There will be no impact on the already completed transactions/processes and all such online activities and printed forms will reflect the prior version 
  • New Form I-9 version will be available in the transactions/processes that will be routed to I-9 activities after 03/28/2020 (the date on which the new Form I-9 version was made available in cloud production) 
  • In-flight transactions impact: depending on where they were in the process when the new version was migrated to production (03/28/2022) the expected outcome is documented. Please Click here for more details on the expected behavior 
     

Upcoming Future Enhancements 

• • Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
  • Process Improvements: 
    • Enable proxy user for a limited set of activities as opposed to the whole process. 
  • Business Intelligence for power users 
  • Auto initiate I-9 tasks for the following scenarios 
    • I-9 Reverifications 
    • I-9 Receipt Updates 
    • I-9 EAD Automatic Extensions 

Following list is what is being released as part of our release update on April 11^th 2020. 

I-9 enhancements and bug fixes

• DHS Case Details report is generated for transactions whose DHS Case Status is 'EA Auto Closed' or 'Closed Case'. This can be accessed through I-9 Master (click here for more details) or through I-9 Console (click here for more details) 
• Downloading packet through I-9 Summary shows all the DHS letters appropriate for the I-9 ID. Click here to learn more about I-9 Summary and to download the DHS letters 
• Issue with the display of the I-9 section-1 details with preparer/translator details for ‘Receipt Update’ or ‘I-9 Section-2 Correction’ process is resolved 

 Miscellaneous

• Bind variable for the employee’s name populated in the format <LastName><Comma><Space><FirstName> is made available to configure through revisions 
• For customers who access cloud onboarding/I-9 solution through their SSO: when security sync process is run to update their row level security, the ‘Authorized lookup security’ is also set up with the appropriate security group for the attributes that drive their row level security 

 Upcoming Future Enhancements 

• Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
• Process Improvements: 
  • Enable proxy user for a limited set of activities as opposed to the whole process. 
• Business Intelligence for power users 
• Auto initiate I-9 tasks for the following scenarios 
  • I-9 Reverifications 
  • I-9 Receipt Updates 
  • I-9 EAD Automatic Extensions  

Following list is what is being released as part of our release update on April 25^th 2020. 

• For customers using only Smart I-9/E-Verify product – ‘Employee’s first day of employment’ field in I-9 Section-2 will not be prepopulated anymore as this has to be manually entered by the I-9 Specialists who complete I-9 Section-2 
• For customers using Smart Onboarding product – pre-populating of ‘Employee’s first day of employment’ field in I-9 Section-2 depends on the setup done for auto filling values of I-9 pages. Click here for more details 
• Minor email notification format changes for - email sent out to candidate on submission of the onboarding process (click here) and email sent out on any profile/account changes done (click here) 
• Other miscellaneous bug fixes 

Upcoming Future Enhancements

• Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
• Process Improvements: 
  • Enable proxy user for a limited set of activities as opposed to the whole process. 
• Business Intelligence for power users 
• Auto initiate I-9 tasks for the following scenarios 
  • I-9 Reverifications 
  • I-9 Receipt Updates 
  • I-9 EAD Automatic Extensions 

Following list is what is being released as part of our release update on May 25^th 2020. 

Form I-9 and E-Verify Enhancements 

• I-9 Section-2 List B validations are changed/relaxed to support COVID-19 Temporary Policy for List B Identity Document and Form I-9 Physical Document Review Flexibility is in effect. Click here for more details 
• I-9 Section-2 Correction process has been improved by introducing an additional activity for the I-9 Specialists to choose the reason for I-9 section-2 correction and if they want to include E-verify in the process or not. Click here to view the changes 
• Auto initiate I-9 tasks for the following scenarios 
  • I-9 Reverifications 
  • I-9 Receipt Updates 
  • I-9 EAD Automatic Extensions 

Click here for more details on setting up your process to use this feature 

• Feature to assign Remote I-9 User is available in I-9 Section-3. Click here for more details 
• All I-9 forms that have been through E-Verification process will now contain the “Case Details” as a PDF document. Click here to know how to access it 
• For customers using E-verify solution through connectors: ‘Send Back for Corrections’ option is now available on E-Verify activity if there are any DHS errors while initiating e-verify case and when DHS case status is in ‘Unconfirmed Status’. This would set I-9 status as ‘Sent back for corrections’ and terminates the existing invitation. Click here for more details  
• Other miscellaneous bug fixes 

Upcoming Future Enhancements 

• Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
• Process Improvements: 
  • Enable proxy user for a limited set of activities as opposed to the whole process. 
• Business Intelligence for power users  

Following list is what is being released as part of our release update on June 13^th 2020. 

• New Version of Voluntary Self-identification of Disability Form is now made available in our cloud onboarding process. This would be available for: 
  • All new invitations 
  • All in-process invitations where start date is on or after 06/13/2020 and Self-identification of Disability onboarding activity is available for the invitee to work on but not completed yet 

Please click here for more details 

• Other miscellaneous bug fixes   

Upcoming Future Enhancements 

• Form I-9 Internal/External Audit Features – You can do a self-audit on your I-9 to stay compliant and to better prepare when ICE external audit is triggered 
• Process Improvements: 
  • Enable proxy user for a limited set of activities as opposed to the whole process. 

Following list is what is being released as part of our release update on June 20^th and 22^nd 2020. 

 State Tax Withholding form changes for the 2020 tax year 

• South Carolina  
  • No impact on the online and printed form but there is a change done in saving the Marital Status values 
  • For the customers having PeopleSoft HR integration with our cloud onboarding - the Marital Status value will be stored as different values and the corresponding value will be pushed to HR system on data push 
• Wisconsin 
  • Online and printed report:  
    • Changed field label “Employee’s legal Name (last, first, middle initial)” to Employee’s legal Name (first, middle initial, last)”  
    • Adjusted displayed printed name from last, first, middle initial format to first, middle initial, last format 
• California 
  • Created new online form – Effective for new hires with a start date on or after 06/28/2020 that newly route to the tax form activities 
     
• Other miscellaneous bug fixes related to Reports/Dashboard  

Upcoming Future Enhancements 

2020 Federal and State tax withholding form updates for the following: 

• • Federal W4 - Adjustments to accept the cents for the following fields 
    • Step 4(a) - Other income (not from jobs) 
    • Step 4(b) - Deductions 
    • Step 4(c) - Extra Withholding 
  • States using Federal W4 form 
    • Colorado and New Mexico 
      • Create new online form replicating the Smart ERP 2020 Federal W-4 
      • Modify the printed report to use the new form and should print the text indicating “For State Purposes Only” 
      • North Dakota and Utah 
        • Add validation - Tax Status must match Federal form 
        • Add validation to compare allowances and exempt status against the 2020 Federal W-4 form  

Federal and State Tax Withholding form changes for the 2020 tax year 

Following Federal W4 and State Tax Withholding form changes have been moved to our cloud production on June 25^th 2020.

Candidates who are newly routed to Residential and Work Tax activities with a start date of 1/2/2020 or greater will begin receiving these forms.  

• Federal W4 - Adjustments to accept the cents for the following fields 
  • Step 4(a) - Other income (not from jobs) 
  • Step 4(b) - Deductions 
  • Step 4(c) - Extra Withholding 
• States using Federal W4 form 
  • Colorado and New Mexico 
    • Created a new online form replicating the Smart ERP 2020 Federal W-4 
    • Step 2a(Multiple Jobs or Spouse Works), Step 3(Claim Dependents), Step 4a(Other income not form jobs) and Step 4b(Deduction) will be disabled 
    • Modified the printed report to use the new form 
    • The text indicating “For State Purposes Only” is printed on the downloaded form 
  • North Dakota  
    • Validation added - Tax Status must match Federal form 
    • Validated added validation to compare allowances and exempt status against the 2020 Federal W-4 form 
  • Utah 
    • Validation added - Tax Status must match Federal form OR be indicated as exempt 
    • Added validation comparing allowances against the 2020 Federal W-4 form if exempt is not selected. 
• For the customers having PeopleSoft HR integration with our cloud onboarding - For the above states now have PS support for Marital Status - ‘Head of Household’ and have been adjusted to Federal W-4 2020 form. There are no impacts to the CI with these updates. Tax Status of H is now available. 

We will continue to monitor Federal and State tax withholding form updates as States post their adjustments.  

Following list is what is being released as part of our release update on August 1^st 2020. 

• I-9 Summary: Detail about the Hire/Rehire Date is now displayed in the I-9 Summary page. Click here for more details  
• Form I-9: If employee invites I-9 Preparers/Translators or Parents/Legal Guardians to fill in I-9 Section 1 then the email notification sent out to such participants has been changed to guide them better. Click here for more details 
• Copy Invitation – For customers using multiple Smart ERP products, the values in the Copy Invitation page shows only those invitations that are created within that product. Click here to know more about ‘Copy Invitation’ feature 
• Other miscellaneous bug fixes 

Following list is what is being released as part of our release update on August 8^th 2020 (published on August 13^th 2020). 

• I-9 Insight: Enhancement has been made to not display E-Verify related data if the client is not participating in the E-Verify. Click here to learn more about the I-9 Insight 
• Onboarding Summary: New summary page is available for the onboarding process after the Employee Information activity is completed. Click here for more details 
• Invitation Summary: This has been modified to show only the invitation details and Life Cycle. This is made available for all SmartERP Products like onboarding, offboarding, I-9 & E-Verify etc. Click here to know more about the invitation summary 
• Other miscellaneous bug fixes in I-9 Insight and Revision Insight. Click here to know more about the revision insight 

Following list is what is being released as part of our release update on August 29^th 2020. 

State Tax Withholding form changes for the 2020 tax year 

• Idaho 

  • See Instructions’ link on the online form has been updated with the latest - https://tax.idaho.gov/forms/EFO00307_06-11-2020.pdf 

  • Downloaded signed form is updated to not include the second page (instructions) 

• Montana 

  • No changes to the online page or the downloaded signed form. But the value for Marital Status is saved as ‘N’ for both ‘Single’ and ‘Married’ in case of non-exempt. If exempt, then ‘X’ will be stored in the backend records 

• Colorado and New Mexico: States using Federal Copy  

  • Validation added on the online form – Tax Status (S,M,H) must match Federal Form Status. Exempt Status may be different from Federal form. Click here for details with screenshot  
    

Other improvements and bug fixes 

• Overriding of the security attributes label in the Attribute Preferences will reflect the change on all online pages. Also, any attribute overridden label will be reflected in the Elasticsearch as well. Click here for more details 

• On the invitation free-form fields can now be configured as an invitation attribute, but these can be added by only service provider (Smart Onboarding Support Team) upon necessary request by the customer. Click here for more details 

• Other miscellaneous bug fixes related to the display of tax withholding information and other details on the New Hire’s ‘Submit to HR’ activity (click here for more details) and Onboarding Summary page (click here to know about Onboarding and I-9 Summary pages) 

Following list is what is being released as part of our release update on October 24^th 2020.

• In I-9 Section 2, if verification is not completed within 3 days of employee’s first day of employment, new field is available to capture the overdue reason. Click here to learn more about this enhancement
• Bug fixes
  • Related to I-9 Insight. Click here to know about I-9 Insight
  • Close case reason code is getting updated correctly when the E-Verify cases are being closed with a duplicate case reason. Click here for more details
  • Related to overriding label of the attributes. Click here to know about overriding attribute labels
  • Other miscellaneous bug fixes

Following list is what is being released as part of our release update on November 21^th 2020.

• • Form I-9 Section-2: Due to the COVID-19 global pandemic, issuance of certain Employment Authorization Documents (Form I-766, EADs) may be delayed. Hence, ‘Form I-797 - Notice of Action’ is made available under List C as per the temporary policy announced by DHS/USCIS on 09/23/2020. Click here for more details on the temporary policy 
    Click here to know how this is implemented as part of Smart I-9 feature 

  • To support COVID-19 Temporary Policy for List B Identity Document and Form I-9 Physical Document Review Flexibility, we had provided enhancement in I-9 Section 2 on 05/25/2020. Click here for more details. As of 11/18/2020, DHS has extended this policy until December 31, 2020.  
    Once this policy ends, all the Form I-9s that were verified with reason code as 'COVID-19: Physical Inspection Delay' and 'COVID-19 RUP: Receipt Update Required' will have to be verified again by the employers.  
    An enhancement is available in which the system auto generates the corresponding transactions when the COVID-19 temporary policy ends. Related notification will be delivered to the I-9 Specialists and such transactions will be available for them in ‘My Tasks’ console. Click here to know more about this enhancement 

  • Activities configured as PDF Templates are now made available for Contextual Content configuration in Process Revisions. Click here for more details 

  • Other miscellaneous bug fixes 

Following list is what is being released as part of our release update on November 28^th 2020.

• Performance issue that was inconsistent while completing I-9 tasks (timing out issue) is resolved 
• Tax forms report has been improved to display the address values correctly when special characters exist  
• Elastic Search - Search results in Manage Accounts category is enhanced to reflect the overridden label of the attribute. Click here to know about overriding the attribute labels  
• Other miscellaneous bug fixes related to I-9 flows where remote authorized representative is involved to complete I-9 Section 2 verification. Click here to know about assigning I-9 to a remote user  

Following list is what is being released as part of our release update on December 19^th 2020.

This release includes the updates required for the Federal and State Withholding Tax forms for 2021. Changes provided in this update are available to all clients on December 19, 2020, are based on published changes available for the Federal W-4, the State Tax Withholding Form changes. As future changes are identified, they will be applied to our application and will be notified through Release Notes.

• Ohio State Tax Withholding form – New changeswill be available for the transactions in which this activity gets routed on or after 12/20/2020. Please note that if there are transactions which have this form already routed, the new changes will not be available for such transactions. Following are the changes at the high level:
  • Prior form has been adjusted to reflect new form’s text and section formatting
  • Wording on Lines 1 through 5 have been adjusted to reflect updated form
  • Section III has been added for exempt elections
  • Downloaded signed form has been updated to reflect all the above changes
  • The text to refer the instructions has been updated and the hyperlink is updated to - https://tax.ohio.gov/wps/portal/gov/tax/individual/get-a-form
  • User selection of Section III checkbox 2,3 or 4 will indicate MSCRA exemption on “Submit to HR” activity [if Tax Summary is shown for your process]

• The following Federal W4 and State Tax Withholding form changes will be available for the transactions with start date of 01/01/2021 and later, and if the tax forms in the onboarding flow are routed after the fix is migrated.
  • Federal W4 and States using Federal W4 (Colorado, New Mexico, North Dakota and Utah)
    • In both online and downloaded signed forms,
      • references to the year 2020 have been updated to 2021
      • language has been adjusted in areas to match updated form

• • Arizona and Iowa
    • In both online and downloaded signed forms, references to the year 2020 have been updated to 2021
    • For complete form withholding instructions, the ‘state’s website’ hyperlink has been updated to the new form found on the State’s website.
      (Arizona - https://azdor.gov/forms/withholding-forms/arizona-withholding-percentage-election; Iowa - https://tax.iowa.gov/sites/default/files/2020-11/2021IAW-4%2844019%29.pdf)
  • South Carolina
    • In both online and downloaded signed forms,
      • references to the year 2020 have been updated to 2021. Revision date has been updated
      • the general form wording where necessary has been updated
      • text on lines 5, 6 and 7 have been adjusted to reflect updated wording
      • for complete form withholding instructions, the ‘state’s website’ hyperlink has been updated to the new form found on the State’s website (https://dor.sc.gov/tax/withholding/forms)
        
        

Following list is what is being released as part of our release update on December 26th 2020. 

• Enhancement in Consent Management product – Help Desk Analyst roletype and Help Desk Console are available. Click here for more details on the Help Desk Console 

• Performance is improved - on ‘Creating Invitation’ (while copying from an existing invitation - click here for more details) and through Invitation Interface (for creating mass invitations - click here for more details) 

• Other miscellaneous bug fixes  

Following list is what is being released as part of our release update on January 9th 2021. 

Enhancements 

• Form I-9: For rehire transactions, in I-9 Section 3 validations are added for 'Document Number' and 'Expiration Date' fields. Click here for more details on completing I-9 Section 3 for rehires 

Federal and State Tax Withholding form changes - The following changes for 2021 tax year are available. These will be effective for hires on or after 01/09/2021. 

Federal 

Correction to online form – exempt clause text is updated to indicate the year “2020” 

• Connecticut 

• • In both online and downloadable signed form - header revision date is updated to 12/20 and effective date to January 1, 2021 

• • Hyperlinks in the online form for “State’s website” and for the “Instructions” are updated  

  • Downloadable form is modified to use the new revised form 

• Idaho 

• • Hyperlink for the instructions in the online form is updated to new form  

  • Download form is modified to download the new revised form 

• Indiana 

• • In both online and downloadable signed form - revision date is updated in the header to R7 / 9-20 

  • Text pointing to “state’s website” and the hyperlink have been updated 

  • Modified the downloadable form to use the new form 

• Kentucky 

• • Year found on header is updated to 2021 

  • Standard deduction amount at the top of the form is updated from 2,650 to 2,690 

  • Downloadable form is the new form (2021) 

• Maryland - Form Revision Update 29/49 

• • User selection of Line 8 will indicate MSCRA exemption on “Submit to HR” and “Send Candidate Data to HR” Tasks [if Tax Summary is shown] 

• • Downloadable form is the new revised form for 2021 

• Michigan - Form Revision Update 12/20 

• • Revision date on the top of the online and downloaded signed form shows new revision date 12/20 

  • Added hyperlink to “(see instructions)” and link is updated for “State’s website” 

  • Text in lines 6 and 8 is updated 

  • Downloadable form is modified to use the new revised form 

• Minnesota 

• • Year found on header is updated to 2021 

  • New form header text is added to reflect the updated form 

  • Various minor form edits throughout document are updated 

  • Added hyperlink to “instructions on back” text and link for “(see instructions)” is updated

  • Downloadable form is modified to show the new revised form 

• Missouri 

• • Downloadable form is modified to show the new revised form 

• Montana 

• • Section 2 “2020” reference is changed to “2021” 

  • Downloadable form is modified to print “2021” in Section 2 

• Nebraska 

• • Downloadable form is modified to use the new revised form 

• New York 

• • NY 2020 image is changed to NY 2021 image 

  • Worksheet references found in new form is updated 

    • Line 1 "(from line 20)" to "(from line 19)" 

    • Line 2 "(from line 35)" to "(from line 31)" 

• • Downloadable form is modified to use the new revised form 

• Oregon 

• • Date and revision number on the top left is updated from 2020 to 2021 

  • Minor test updates in line 2 

  • Added hyperlink to “see instructions” and updated link for “state's website”  

• Rhode Island 

• • Year found on header is updated to 2021 

  • Downloadable form is modified to use the new revised form 

• Wisconsin - Form Revision Update R6-20 

• • Downloadable form is modified to use the new revised form 

Bug fixes 

• Bug fixes related to DHS Case Sync feature on E-Verify activity. Click here for more details 

• Other miscellaneous bug fixes 

 
Upcoming Future Enhancements: 

• State Tax Withholding form changes (2021 tax year) for the following states 

• • Illinois 

  • Maine 

  • Mississippi 

  • North Carolina 

• Specific to customers with HR data push integration or on-premise customers: as a result of changes provided in PeopleSoft Tax Patch 20-E. Changes (for the below two states) will be applicable retroactively for all process that have not triggered the integration to HR 

• • Connecticut - Support for new field FMLI Status 

• • New Jersey - Add new value for Marital Status field 

• We will continue to monitor 2021 Federal and State tax withholding form updates as States post their adjustments 

Following list is what is being released as part of our release update on January 16th 2021. 

• State Tax Withholding form changes (2021 tax year) for the following states are effective for hires on or after 01/03/2021 

• • Illinois - Form Revision Update 5/20 

• • • Downloadable form is modified to use the new revised form 

• • Maine – Form Revision Update December 2020 

• • • Hyperlink for “Instructions” is updated to point to December 2020 form -https://www.maine.gov/revenue/sites/maine.gov.revenue/files/inline-files/21_form_w-4me_ff.pdf 

    • Hyperlink for “state’s website” is updated to https://www.maine.gov/revenue/taxes/income-estate-tax/employer-withholding-941me-meuc-1 

• • Mississippi - Form Revision Update 89-350-20-3-1-000 (Rev. 09/20) 

• • • Header form revision number is updated to Form 89-350-20-3-1-000 (Rev. 09/20) 

    • Hyperlink "state's website" link is updated to https://www.dor.ms.gov/Business/Pages/Withholding-Tax.aspx 

    •  The two “instructions” link is updated to https://www.dor.ms.gov/Provider%20Forms/89350203.pdf 

    • Downloadable form is modified to use the new revised form 

• • North Carolina - Form Revision Update 9/20 instructions, 10-17 Certificate 

• • • Text found at the bottom of the form pointing to the state’s website is revised. Text includes hyperlink for “state’s website” that points to https://www.ncdor.gov/documents/employees-withholding-allowance-certificate-nc-4 

    • Downloadable form is modified to use the new revised form 

• Following changes are specific to customers with HR data push integration or on-premise customers: as a result of changes provided in PeopleSoft Tax Patch 20-E. Changes (for the below two states) will be applicable retroactively for all process that have not triggered the integration to HR 

• • Connecticut - Support for new field FMLI Status 

• • • When performing a rehire push to HR, the system will check if the max effective dated prior row is CT. If prior CT row exists, the FMLI Status value will be copied to the new tax row 

    • No impact to hire integration. FMLI status will default to “Not Applicable” 

• • New Jersey - Add new value for Marital Status field 

• • • When Line 3 of the tax form is left blank or populated with B, the SWT_MAR_STATUS value saved will be R. Change will start to reflect on tax forms completed or modified after this update has been applied

Following list is what is being released as part of our release update on February 20th 2021. 

Improvements 

• Content Revision - Text Catalog supports configuration of the images. Click here to learn about the content revisions 

• Delivered email notifications that are revised specific to the process are prefixed with the text “[Revised]” for easy identification and configuration. Click here for more info 

Miscellaneous bug fixes related to, 

•  I-9 Insight. Click here to know more about I-9 Insight 

• Termination of ‘I-9 Receipt Update’ process. Click here to know more  

• Manage Challenge questions page. Click here for more details 

•  Work Site Location details on the invitation creation page. Click here for details 
   

Following list is what is being released as part of our release update on February 27th 2021. 

• I-9 Section 2/3: when I-9 is assigned to Remote Users for verification– email is configured to notify I-9 Specialist when Remote I-9 User sends back the transaction without completing I-9 Section 2/3. Also, the existing email notification to Remote I-9 User has been updated with proper details. Click here to know more about the changes.  
  Click here to learn about assigning I-9 Section 2/3 to a Remote User 

• Enhancement related to the login page: ‘Forgot Answers’ option would be available only if the Challenge questions is enabled in the Authentication Preferences. Click here for more information 

• For onboarding customers subscribed through ADP Marketplace – There are more instructions updated in the ‘Send Candidate Data to HR’ activity. Click here for more details 

• Other miscellaneous bug fixes 

Following list is what is being released as part of our release update on March 13th 2021. 

Miscellaneous bug fixes related to the following: 

• Auto case creation and initiation of the E-Verify with DHS. Click here to learn about how to set it up for your onboarding/I-9 process for E-Verify 

• Accessing I-9 Master – Click here to know about I-9 Master 

• I-9 Section 2/3 validations – Click on the following hyperlinks to learn more about filling Form I-9 Section 2 and Section 3 

• Availability of ‘Hint’ filed on the initial login while setting up the challenge questions during Self-Registration. Click the following links to know about Setup Challenge Questions and Manage Challenge Questions 

Following list is what is being released as part of our release update on May 16th 2021. 

• I-9 Section 1: If Preparer/Translator/Legal Guardian has filled Form I-9 Section 1 information, then their details are now visible in the I-9 Summary. Please click here for more information 

• Elastic Search: Multi select facet groups - Users can retrieve the search results by selecting multiple options/values available in the facet groups on the left. Please click here for more information 

• Miscellaneous enhancements related to the latest tools and database upgrade that happened to Smart ERP cloud production environment on May 16th 2021  

Following list is what is being released as part of our release update on May 22nd 2021. 

• Enhancement in the collaboration feature to show all comments that were added from various tasks by different participants within the onboarding process. Please click here for more information 

• Other miscellaneous enhancements and bug fixes related to Form I-9, related to the latest tools and database upgrade that happened to Smart ERP cloud production environment on May 16th 2021 and better user experience while editing few state and federal tax withholding forms etc. 

Following list was released as part of our release update on May 29th 2021. 

• Enhancement - New Hires can cancel the additional I-9 Actions that they can initiate through self-service way. Click here for more information on this enhancement 
  Click here to learn about the self-service I-9 actions that can be initiated by New Hires 

• Improvements in I-9 Section 2 and Section 3 to support huge list of Remote I-9 Users/Authorized Representatives. Please click here to know more about assigning I-9 to remote users 

• Improvements in the reports/dashboards - Organization Insight (click here), User Insight (click here) and Work Assignment Insight (click here) 

• Additional rules to make sure the email ID entered while creating invitations are valid. Click here to know more  

• Other miscellaneous bug fixes 

Following list was released as part of our release update on June 5th 2021. 

• Improvements in the display of the transactions in the I-9 Insight dashboard based on the I-9/E-Verify status. Click here for more details 

• Enhancement for the restarted process to retain the attachments from the prior completed activities. Click here to know about downloading the attachments 

• Other miscellaneous bug fixes related to Form I-9 (click here to know about filling Form I-9) and E-Verify (click here to know about E-Verify) 

Following list was released as part of our release update on June 12th, 2021. 

• State Tax Withholding form changes (2021 tax year) for the following states 

• • California – Form revision 50 

    • Validation to ensure the total number of allowances is calculated if the allowances are entered. It is a required value if not exempt

    • Exempt field has been changed from text box to a checkbox 

    • Form text and bold formatting changes have been done to match the new form 

    • Attachment has been updated to reflect the new form version 

    • Downloadable Signed form has been modified to use the new form version 

    • Click here to view the revised version of the form configured in the Smart Onboarding process 

• • North Carolina 

    • Online form has been updated to display Canadian postal code and country if not in US

    • Downloadable form has been modified to print Canadian postal code and country if not in US 

    • Click here to view the revised version of the form configured in the Smart Onboarding process 

• Other miscellaneous bug fixes/enhancements related to Form I-9 and viewing DHS Case History through Elasticsearch (click the following hyperlinks to view DHS Case History through I-9 Status Category and to view DHS Case History through I-9 Compliance Category)

Following list was released as part of our release update on July 10th, 2021. 

• For Smart Onboarding customers – Improvements in the following out-of-the-box available Benefits related activities as part of Smart Onboarding Solution. Click here to learn more about this functionality.

  • Define Dependents & Beneficiaries – Click here for more information

  • Benefits Enrollment – Click here for more information

  • Life Insurance Designation – Click here for more information 

  • Voluntary Benefits Enrollment – Click here for more information 

  • Click on the hyperlinks to know more about configuring the Benefit Plans and Benefit Programs in the Smart Onboarding Process 

• Other miscellaneous bug fixes 

Following list was released as part of our release update on August 7th, 2021. 

• Federal W4 Tax Withholding form - Downloaded blank form will say December 2020 at top left. Downloaded signed form has no change and will not reflect December 2020. Click here for more details 

• Inconsistent issue of Launch button not being responsive on the create invitation page has been resolved.

• Smart ERP's new address has been updated in the privacy policy available on the Smart Onboarding and Smart I-9/E-Verify login page. Click here for more information 

• Miscellaneous bug fixes in Attribute Revision (click here to know more about attribute revision) and other functionalities 

Following list was released as part of our release update on August 14th, 2021. 

• Icon for the attachments is enhanced to indicate if any uploaded file exists. Click the following links for more details on attachments feature available in Form I-9 Section 1 and I-9 Section 2 (Complete I-9) and Biographic Information activities 

• The invitation status to be in sync with the business process status even if there are transactions with no activities routed in the Smart Onboarding or Smart I-9/E-Verify processes. Click the hyperlinks for more details 

• Other miscellaneous bug fixes related to downloading I-9 packet through Elasticsearch, organization insight etc. 

Following list was released as part of our release update on August 28th, 2021. 

• Enhancements 

• • Creation of DHS E-Verify cases through batch process - The email sent out with the summary of the transactions will have an attachment with the details of the errored transaction (if any). Click here for more details 

  • Few more properties related to the Employee Biographic Information activity are added to the product preferences setup. Click here for more details 

• Other miscellaneous bug fixes 

The following list was released as part of our release update on September 4th, 2021. 

• Enhancement - To address the issue of the attachment packet size which was over 10MB reported by a few of our cloud onboarding customers, we have provided a solution of downsizing the images when uploaded by the users. This is applicable for any uploads being done in Cloud Smart Onboarding and Smart I-9 processes after 09/04/2021. Click the following links for more details -  Form I-9 Section 1 activity, Smart Checklist activity, Biographic Information activity, etc. 

• Other miscellaneous bug fixes 

 The following list was released as part of our release update on September 18th, 2021. 

• Complete I-9 activity (Form I-9 Section 2): Issuing Authority - if the user doesn't choose a value from the list when available in the lookup prompt and enters a value that is not acceptable then an error message is displayed on save/electronic signature of Complete I-9 activity. Click here for more details 

• Other miscellaneous bug fixes 

The following list was released as part of our release update on October 9th, 2021. 

• I-9 Section 1 enhancement – If preparer/translator invited by the New Hire is unlinked, then the access to the transaction by such participant is revoked. Click here for more details 

• Other miscellaneous bug fixes 
  

The following list was released as part of our release update on October 23rd, 2021. 

• Enhancements related to California State tax Withholding form (in Withholding allowances section 1) 

• • Section 1a has been changed to a required field 
  • Section 1c is no longer editable and will be calculated to total the values entered in sections 1a and 1b 
  • Click here for more information 

• Other miscellaneous bug fixes 

The following list was released as part of our release update on October 30th, 2021. 

• Enhancement in the Elasticsearch feature:  

• • Search criteria field 'Last Updated Date' has been added in advanced search - to look for transactions based on the last updated date on categories like Invitations, I9 Status, I9 Compliance and E-Verify Console 
  • Search criteria field 'Assigned Date' has been made available in advanced search in 'My Tasks' console to look for transactions based on the assigned-on date 
  • Click here for more information on Elasticsearch 

• Enhancement to the I-9 Summary page for the display of the I-9 Progress details (click here for more details)  
• Availability of DHS case history details through I-9 Status and I-9 Compliance categories in Elasticsearch. Click the following links for more details – I-9 Status and I-9 Compliance 
• Other miscellaneous bug fixes  

The following list was released as part of our release update on November 6th, 2021. 

• Enhancement in the theme setup for branding. Availability of options to setup the background color and font color on the left panel of the login page. Click here to know more about Theme Builder 
• Other miscellaneous bug fixes 

The following list was released as part of our release update on November 13th, 2021. 

• Enhancements 
  • Display of the revised start date (if exists for a transaction) instead of start date initially entered during invitation creation: In various places like Invitation Summary, Invitation Console, My Tasks and Help desk consoles, Process Viewer and in the left side of the process navigation tool bar etc. Click the following links to know about revising the start date for a transaction through Elasticsearch and through Complete Job Details activity  
  • Allow Batch DHS Case Creation: When this feature is enabled, a report with details of all the transactions processed by the batch process is provided as an attachment to the email with summary details. Click here for more details 
  • User Activity Log: This is a new feature available for the System Administrators which provides audit details for few events like - login, logout and the onboarding activity completion events (if any). Click here for more information 
  • Invitation Interface: Availability of ‘Create Invitation’ feature along with ‘Create & Launch Invitation’ with more enhancements. Click here for more details 

• Other miscellaneous bug fixes 

The following list was released as part of our release update on November 20th, 2021. 

• Enhancement: While configuring PDF template, user can choose not to have the signed form available for download. Click here for more information 
• Other miscellaneous bug fixes 

The following list was released as part of our release update on December 11th, 2021. 

• User Activity Log: This is a new feature available for the System Administrators which provides audit details for few events like - login, logout and the onboarding activity completion events (if any). Click here for more information 
• Improvements in the display of I-9 Summary details. Click here to know about I-9 Summary 
• Instructions to the users has been added on Invitation Personalization and Related Invitations pages 
• In E-Verify activity, a detailed message has been added for the user’s confirmation when clicked on Finalize E-Verify option. Click here to view the new message 
• If Dependents and Beneficiaries related activities delivered by Smart Onboarding product are configured in your onboarding process, then: 
  • IDs on these forms are renamed as Person ID to be consistent across all forms 
  • Suffix is included in the names displayed on these activities and printed forms 
  • Click the following links for more information on – Define Dependents & Beneficiaries, Life Insurance Designation, Voluntary Benefits Enrollment 

• Miscellaneous bug fixes 

The following list was released as part of our release update on December 18th, 2021. 

• Enhancement to display Suffix in the employee’s name and emergency contact details in the downloaded signed document. Click here for more details 
• Miscellaneous bug fixes   

The following list was released as part of our release update on December 25th, 2021.  
 

• Enhancement to include suffix in the employee name printed on the top right corner of the downloaded signed forms. Click here for more information 
• Elastic Search: Enhancement in the I-9 Life Cycle category 
  • To display the I-9 progress and status for the I-9 Section 3 related additional actions as soon as the actions are initiated. Click here for more details 
  • To display in the I-9 Life Cycle category the I-9 sections as terminated when any additional I-9 filing action was undone. Click here for more details 

• I-9 Summary and I-9 Insight:  
  • Enhancement to display the I-9 Section 3 related additional actions as soon as the actions are initiated. Click the following links for more details - I-9 Summary and I-9 Insight 

• Miscellaneous bug fixes 

The following list was released as part of our release update on December 30th, 2021.  

• State Tax Withholding form changes (2022 tax year) for the following states are effective for hires on or after 01/01/2022 
  • Kentucky 
    • Year mentioned on the form header has been updated to 2022 
    • Standard deduction amount at the top of the form has been updated to 2,770 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • Arizona 
    • Reference to the year in the online form has been updated to 2022 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • Minnesota 
    • Year mentioned on the form header has been updated to 2022 
    • Line 1 & 2 has been relocated to below Section 1 to match the form updates 
    • Reservation Name and CDIB information fields have been added to Section 2 D. Fields are required if Section 2 D is selected 
    • Section 1E “(see instructions)” and "instructions on back" links have been updated 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • South Carolina 
    • Revision date has been updated 
    • Reference to the year in the online form has been updated to 2022 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
    • Hyperlink on Line 5 has been updated to point to the new form 
  • Wisconsin 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • West Virginia 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
    • Miscellaneous bug fixes 

Upcoming Future Enhancements 
State Tax Withholding form changes (2022 tax year) for the following states: 

• Arkansas 
• Connecticut 
• Georgia 
• Iowa 
• Missouri 
• Montana 
• North Carolina 
• New York 
• Oklahoma 
• Rhode Island  

The following list was released as part of our release update on January 4th, 2022.  

• State Tax Withholding form changes (2022 tax year) for the following states are effective for hires on or after 01/02/2022 
  • Arkansas 
    • Revision date on the form has been updated to 11/17/2021 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • Connecticut  
    • Revision date on the top header has been updated to 12/21 and effective date to January 1, 2022 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
    • Instructions hyperlink at the bottom of the page has been updated 
  • Georgia 
    • Revision date on the top header has been updated
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • Iowa 
    • 2021 references have been updated to 2022 
    • Hyperlink to the state’s website has been updated 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • Missouri 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • Montana 
    • In Section 2, reference to the year 2021 has been updated to 2022 
    • Downloadable Signed form has been updated to print 2022 in Section 2 
  • North Carolina 
    • Revision number on the form has been updated to 11-21 
    • Hyperlink in the instructions has been updated  
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • New York 
    • NY 2021 image has been replaced with NY2022 image 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
  • Oklahoma 
    • Revision date on the top left corner of the form has been updated 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 
    • Hyperlinks on instructions text in Line 7 and 8 has been updated 
  • Rhode Island 
    • Year found on the header of the form has been updated to 2022 
    • Attachment has been updated to reflect the new form version 
    • Downloadable Signed form has been modified to use the new form version 

Upcoming Future Enhancements 

• Tax Withholding form changes (2022 tax year) for the following: 
  • Federal W4 
  • States using Federal W4  
    • New Mexico 
    • North Dakota 
    • Utah 
    • Colorado 
      

The following list was released as part of our release update on January 12th, 2022. 

Tax Withholding form changes (2022 tax year) - Federal W4 and the following states which use the Federal W-4 as their state withholding tax form are updated to the revised 2022 form and are effective for new hires on or after 01/03/2022 

• Federal W4
  • 2021 references have been updated to 2022 
  • Exemption reference of 2020 has been updated to 2021 
  • Attachment has been updated to the new form 
  • Downloadable Signed form has been modified to use the new form version 

• Colorado, New Mexico. North Dakota and Utah  
  • 2021 references have been updated to 2022 
  • Exemption reference of 2020 has been updated to 2021 
  • Attachment has been updated to the new form 
  • Downloadable Signed form has been modified to use the new form version 

The following list of State Tax Withholding form changes for the 2022 tax year was released as part of our release update on January 15th, 2022. All these forms are updated to the revised 2022 form and are effective for new hires on or after 01/04/2022 

• Delaware 
  • Alignment on the printed form has been adjusted on Line 5 

• Idaho 
  • Hyperlink in the instructions has been updated 
  • Attachment has been updated to reflect the new form version 
  • Downloadable Signed form has been modified to use the new form version 

• Kansas 
  • Unnecessary commas from the address formatting have been removed from both online activity and downloadable signed form 

• Maryland 
  • No change specific to tax activity 
  • MSSRA indicator has been added to Submit to HR and Send Candidate Data to HR summary activities when Line 8 is selected 

• Maine 
  • Hyperlink in the instructions has been updated 
  • Text on Line 6b has been updated to reflect updated new form 
  • MSSRA indicator has been added to Submit to HR and Send Candidate Data to HR summary activities when Line 6e is selected 
  • Attachment has been updated to reflect the new form version 
  • Downloadable Signed form has been modified to use the new form version 

• Oklahoma 
  • No change specific to tax activity 
  • MSSRA indicator has been added to Submit to HR and Send Candidate Data to HR summary activities when Line 8 is selected 

• Puerto Rico 
  • No change specific to tax activity 
  • MSSRA indicator has been added to Submit to HR and Send Candidate Data to HR summary activities when Line 6e is selected 

The following list was released as part of our release update on January 29th, 2022. 
 

Tax Withholding form changes (2022 tax year) - the following changes are effective for hires on or after 01/05/2022 

• Federal W4 
  • The downloadable report has been modified to print leading zero if only cents are entered (example, $0.xx vs $.xx) 

• Mississippi 
  • Revision number on the top of the form has been updated to Form 89-350-21-8-1-000 (Rev. 08/21) 
  • The hyperlinks in instructions have been updated  
  • Attachment has been updated to the new form 
  • Downloadable Signed form has been modified to use the new form version 

• Oregon 
  • Revision number on the form has been updated 
  • Date on top of the form has been updated from 2021 to 2022 
  • The hyperlink in the instructions has been updated 
  • Attachment has been updated to the new form 
  • Downloadable Signed form has been modified to use the new form version 

The following list was released as part of our release update on February 5th, 2022.  

• Enhancement related to the authentication preferences: Option available to disable the feature of linking same User ID to multiple primary invitations. Click on the following links for more information – Authentication Preferences, New Hires and Admin Users linking multiple invitations 
• Miscellaneous bug fixes 

Upgrade to E-Verify ICA V31 has been completed in our Cloud Production as of February 25th, 2022. 

• The following changes will be visible for users in the E-Verify activity: 
  • In Duplicate Case status,
    • if an open duplicate case is identified then the E-Verify Specialist will not be able to create a new E-Verify case unless all the duplicate cases are closed. 
    • system will check for any duplicate cases created within the last 365 calendar days and lists them all (closed and open) up to 120 rows on the page. They will be sorted with open cases on top, followed by the closed cases. 
  • In Scan and Upload status - user will be allowed to close the case. 
  • Additional reason ‘Awaiting response on case created with incorrect information’ will be available in Case Delay Reasons dropdown list of values. 
• In Form I-9 Section 1 - Hong Kong is removed from the list of values available in Country of Issuance field for employees with Foreign Passport. 
• Click here for more details with the screenshots. 

The following list was released as part of our release update on March 5th, 2022. 

• Enhancement in Form I-9 Section 2 to support the List A document - Alien Registration Receipt Card (Form I-551) that was issued before 1989. Checkbox 'No Document Number Was Provided' is made available for such documents which relaxes the validation of Document Number field. Click here for more details. 
• Enhancements related to the Life Insurance Designation activity which is delivered by Smart ERP as part of the Smart Onboarding process:  
  • A property is now available on the Product Preferences setup page to make at least one primary beneficiary mandatory in the Life Insurance Designation activity. If this property is turned off, then the activity can be saved without electing any beneficiaries. Click here to know about the Life Insurance Designation activity along with the recent updates. 
  • Person ID drop down value shows the first name, last name and suffix along with the ID value. 
• Miscellaneous bug fixes.  

The following list was released as part of our release update on March 12th, 2022. 

• Enhancement in the Smart Form with the availability of a new field in the configuration to capture the default value for various form field types. Click here to learn about the Smart Forms. 
• State Tax Withholding form changes (2022 tax year) - the following changes are effective for hires on or after 02/20/2022. 
  • California: Version Update 12-21 
    • Line 3 text’s exemption date has been updated from 2021 to 2022. 
    • Attachment has been updated to the new form. 
    • Alignment in the printed report has been adjusted on Line 5. 
  • Nebraska: Version Update 1-2022 
    • Text on Line 1 has been updated to reference “line 4f” instead of “line 4g”. 
    • Attachment has been updated to the new form. 
    • Downloadable Signed form has been modified to use the new form version. 
  • New Jersey: Version Update 1-21 
    • Revision number on the top of the form has been updated. 
    • Attachment has been updated to the new form version. 
    • Downloadable Signed form has been modified to use the new form version. 

The following list was released as part of our release update on March 19th, 2022. 

• E-Verify v31 enhancement – In Duplicate Case status if any case listed is in Referred or Queued or Manual Review status and if user tries to close it, then such cases cannot be closed, and the user will be guided with next steps. Click here to know how to work on a transaction in duplicate case status. 
• Enhancement related to I-9 Insight. Click here to know about I-9 Insight. 
• Miscellaneous bug fixes.  

The following list was released as part of our release update:  

• On March 28th, 2022 
  • Security patch related to jQuery v2.1.1 was applied. 

• On April 2nd, 2022 
  • Enhancement to the Smart Forms – Save as Draft button was made available for the System Administrators to configure in the Smart Forms. Click here for more information. 
  • Miscellaneous bug fixes. 

The following list was released as part of our release update on April 9th, 2022. 

• Enhancement to accommodate revised start date for an onboarding process in progress is now extended to the Smart Onboarding customers who have subscribed through f marketplace. Click here for more information 
• Miscellaneous bug fixes 

 The following list was released as part of our release update on April 23rd, 2022. 

• Enhancement in E-Verify activity as part of v31 upgrade – From ‘Scan and Upload’ status if the case must be closed by choosing ‘Other’ option, a text box is made available to capture the required comments. Click here for more details 
• Miscellaneous bug fixes 

 
IMPORTANT - Upcoming enhancement: 
Form I-9 COVID-19 temporary policy to end on 04/30/2022 – Action Required 

 The Department of Homeland Security (DHS) and U.S. Immigration and Customs Enforcement (ICE) has announced an end to the flexibilities in rules related to Form I-9 compliance that was in effect since May 01, 2020 in the temporary policy of COVID-19. The flexibility in Form I-9 physical document review and the temporary policy on expired List B documents is ending effective May 01, 2022. Beginning May 01, 2022 employers must resume accepting only unexpired List B documents in Form I-9 Section 2. 

Note: For the latest update on COVID-19 temporary policy end date, please check the following link: https://www.uscis.gov/i-9-central/form-i-9-related-news/temporary-policies-related-to-covid-19. 

According to this announcement, if the employee is still employed with the company, the physical verification of employee’s employment eligibility documents must be completed within three days after the COVID-19 temporary policy is disabled. Additionally, the transactions with expired List B Document accepted as a receipt during COVID-19 temporary policy with reason code "COVID-19 RUP: Receipt Update Required", must be updated with a valid unexpired document within 90 days of the COVID-19 temporary policy end date.  

 To identify such transactions in the system and process them, two processes will be scheduled in our Smart Onboarding & E-Verify Cloud to run after the temporary policy is disabled. These processes will identify the transactions which are created between May 25, 2020 and April 30, 2022 with an expired List B document expired on or after March 01, 2020 and initiate Section 2 Correction process for the eligible I-9s. 

Scheduled processes will be run daily @ 7am EST from Monday, May 02, 2022  July 31, 2022 to generate any new transactions required for further E-Verify processing. All transactions created from these processes may be found on the My Tasks console for the I-9 Specialists for further processing. Please click here for more detailed information on processing these transactions. 

The following list was released as part of our release update on April 30th, 2022. 

• Enhancement related to the display of the summary of the Attribute Revisions. Click here for more information. 
• For customers using Define Dependents and Beneficiaries activity which is delivered as part of the standard Smart Onboarding product – Error while capturing the NID of the dependent when Country is United Kingdom has been resolved. Click here to know about out-of-the-box available Benefits related activities as part of Smart Onboarding Solution. 
• Miscellaneous bug fixes. 

Subject: IMPORTANT!!! Extension of the Form I-9 COVID-19 temporary policy 

To: All Smart Onboarding & I-9/E-Verify Customers 

 
IMPORTANT!!!  

Form I-9 COVID-19 temporary policy end date has been postponed to October 31st, 2022 - ICE/DHS notified all E-Verify users on April 25th, 2022 that an extension has been granted to the COVID-19 flexibility policy until October 31st, 2022. 

Due to this extension, our scheduled processes to evaluate existing transactions in Smart Onboarding & E-Verify Cloud mentioned in our April 21st, 2022 communication will be postponed until further notice. At this time you may ignore any instructions provided in our earlier communication (on April 21st, 2022). As we approach the revised policy end date of October 31st, we will communicate on this topic again. 

News release may be found at: ICE announces extension to I-9 compliance flexibility  

Below is a copy of the recent notification sent by USCIS: 

The following list was released as part of our release update on May 7th, 2022. 

• E-Verify Case Details report - Issue is fixed to display the Company details in the report from the attribute's setup in the Smart Onboarding/Smart I-9 & E-Verify. Click here to know about E-Verify Case Details report. 
• Miscellaneous bug fixes. 

For On-Premise customers only: 

• SmartERP related security roles and permission lists’ descriptions have been cleaned up. 

The following list was released as part of our release update on May 21st, 2022. 

• Enhancement in the display of the search results in pages like Invitation Console and My Tasks Console. Users will be able to navigate to a specific page of the search results by entering the page number without having to navigate one page at a time by clicking on Next and Previous buttons. Click the following links for more information – Invitation Console and My Tasks Console. 
• Enhancement to encrypt the DHS Client setup passwords for E-Verify while storing them in the backend records. 
• Miscellaneous bug fixes. 

The following list was released as part of our release update on May 28th, 2022. 

• Enhancements related to the System Administrator’s tasks: 
  • While configuring the process through revisions, process variables for configuring the route criteria can now be searched with the process variable and description as well, along with searching in the tree structure option that has been available. Click here for more details. 
  • When an attribute is marked as inactive in the attribute preferences setup at the organization level it is mentioned as inactive in the process level setup and the corresponding checkboxes for configuration are hidden. Click here for more details. 
• Miscellaneous bug fixes. 

The following list was released as part of our release update on June 11th, 2022. 

• Enhancement in the display of the search results in Manage Users/Contacts page. Users will be able to navigate to a specific page of the search results by entering the page number without having to navigate one page at a time by clicking on Next and Previous buttons. Click here for more information. 
• Miscellaneous bug fixes. 

The following list was released as part of our release update on June 18th, 2022. 

• State Tax Withholding form changes (2022 tax year) - the following changes are effective for hires in Colorado with hire date on or after 05/22/2022 and tax forms activities were not routed when the fix was migrated to cloud production (June 18th, 2022). 
  • New DR 0004 Form (11/05/2021) has been created. 
  • Do not complete checkbox has been added for the users to choose if they wish NOT to complete a Colorado DR 0004 form OR if they have indicated exempt on the Federal W-
  •  
    • If this checkbox is selected, Line 2 and 3 form entry fields will be disabled and not required to check the acknowledgment to complete activity. If this checkbox is selected, then Line 2 and 3 form entry fields will be eligible for entry. 
      • If Line 2 must be entered, only a whole value greater than 0 is accepted. 
      • If Line 3 must be entered, only a value greater than 0.0 is accepted. 
    • This checkbox is required if Federal W-4 is exempt. 

• • A new validation has been added on Submit to HR activity save to check when the DR 0004 is completed (i.e., Do not complete checkbox is unchecked) and the Federal W-4 is exempt. A user must correct either tax form before continuing. 
  • The summary details on Submit to HR activity and other summary pages are updated to display the Form DR 0004 status and any Line 2 and 3 entries. Form DR 0004 statuses: Received – Line 2 Blank, Received – Line 2 Not Blank are also displayed in the summary. 
  • The downloadable signed form has been modified to use the new updated form. 
    • If the form is completed with Line 2 or 3, the downloaded form will reflect entries. 
    • If the form is indicated to not be completed and Federal W-4 is not exempt, print output will be blank. The phrase “*Form NOT Submitted - Base on Federal*” will be printed at the top of the DR 0004 form. 
    • If the form is indicated to not be completed and Federal W-4 is exempt, print output will be blank. The phrase “*Form NOT Submitted - Federal Exempt*” will be printed at the top of the DR 0004 form. 
  • Click here for details with screenshots. 
•  Miscellaneous bug fixes. 

The following list was released as part of our release update on June 25th, 2022. 

• My Tasks console performance has been improved. Transactions displayed in My Tasks and Invitation consoles is now limited to 1000 tasks with the most recent Invitation ID at the top. For the customers with a large number of tasks in the My Tasks queues, and if there is a need to access the earlier tasks, we recommend utilizing the Elasticsearch located at the top right of the window or enabling the Deferred Console Search Product Preference. These options will allow for better filter your entire task list. Click here for more details on My Tasks console. 
• Miscellaneous bug fixes. 

The following list was released as part of our release update on July 16th, 2022. 

• Enhancements related to the automatic Employment Authorization Document (EAD) extension period of work permits of certain applicants. 
  • Normally, DHS regulations provide for an automatic extension period of up to 180 days from the expiration date stated in the EAD. However, DHS has published a temporary final rule increasing the extension period. Effective May 4, 2022, DHS is temporarily increasing the extension period and providing up to 360 days of additional automatic extension time, for a total of up to 540 days, to eligible renewal applicants. 
  • The following EAD Category Codes are included in the existing list of qualifying EAD Category Codes: 
    • A17 
    • A18 
    • C26 
  • The above changes would be applicable for the qualifying transactions that exist in the Smart Onboarding/Smart I-9 & E-Verify process after July 16th, 2022 (when the fix was made available in our Cloud Onboarding and I-9/E-Verify Solutions). 
  • Click here to know about the changes published by USCIS.  
  • Click here to know more about how to set up the option of automatically launching the additional I-9 invitations for the qualifying transactions for EAD Auto Extension in the Smart Onboarding/Smart I-9 & E-Verify process. 

• Enhancements related to Authentication Preferences - When Two Factor Authentication is enabled,  
  • Two options are available on the verification page – Phone (Text) and E-mail. 
  • System Administrators can choose the verification code delivery method to – SMS or E-mail or both. Based on this setup and the country code of the logging in user’s phone number from their profile, the delivery method option(s) for the verification code would be presented to the user during the self-registration and at every login. Click the following links for more information on the Authentication Preferences, Verify Contact Information and Verification on Login. 

• Enhancements related to the Revisions Summary. Click the following links for more details - Attribute Revision Summary, Content Revision Summary and Process Revision Summary. 
• Bug Fixes related to Elasticsearch. Click here for more details on Elasticsearch. 
• Miscellaneous bug fixes. 

The following list was released as part of our release update on July 26th, 2022. 

As per the notification received from the Department of Homeland Security (DHS) and U.S. Immigration and Customs Enforcement (ICE). COVID-19 temporary policy for expired List B Identity Documents has expired on May 01, 2022. To be in-compliance with DHS requirements, Form I-9s with expired List B Identity Document which were accepted as a receipt during COVID-19 temporary policy (between May 01, 2020 until July 26, 2022) with reason code ‘COVID-19 RUP: Receipt Update Required’ must be updated with a valid unexpired document by July 31, 2022.  

•  A batch process has been run which has identified the existing transactions that are completed with expired List B Identity Documents with reason code ‘COVID-19 RUP: Receipt Update Required’ and it has automatically created an additional I-9 transaction for each qualifying I-9 ID. The users with I-9 Specialist role should have received an email with the total number of Form I-9s needing the COVID-19 Receipt Update (if any). If there are no qualifying transactions existing in your Smart Onboarding/Smart I-9 process, then the I-9 Specialists would not receive the email. Any additional I-9 transactions that are automatically created will be available for I-9 Specialists in the My Tasks Console or accessible through Elasticsearch. These Form I-9s should be updated with unexpired valid List B Identity Documents by July 31, 2022 to be in-compliance. Click on the following links to identify the transactions that are auto-generated by the batch process and step-by-step instructions on how to complete the auto-generated additional I-9 transactions. 
• For any new transaction or pending transaction where I-9 Section 2 is not completed yet, enhancement has been made in I-9 Section 2 List B Identity Documents to accept only unexpired documents. If the user enters an expired document (document expiration date in the past), an error message will be displayed enforcing the user to enter only unexpired document.  

Note: The flexibility on Form I-9 physical document review continues and will expire on October 31, 2022 for which the instructions will be provided separately before this date. For latest updates on COVID-19 related news, please check the following link: https://www.uscis.gov/i-9-central/form-i-9-related-news/temporary-policies-related-to-covid-19 

The following list was released as part of our release update on December 24th, 2022. 

• Federal W4 and State Tax Withholding form changes (2023 tax year) 
  • Federal W4 Tax Withholding form – Update to 2023 
  • The following states which use the Federal W-4 as their state withholding tax form have been updated to the revised 2023 form and is effective for new hires on or after 01/01/2023.  
    • New Mexico 
    • North Dakota 
    • Utah 
  • The following State Tax Withholding form changes for the 2023 year and version update have been updated and are effective for hires on or after 01/01/2023 
    • Indiana – Form Revision Update R8 / 9-22 
    • Kentucky – Version Update (11-2022) 
    • Missouri – Form Revision Update 10-2022 
    • Wisconsin – Form Revision Update R7-22 
    • Arizona – Update to 2023 Tax Form 
    • Minnesota – Update to 2023 Tax Form 
    • Montana – Update to 2023 Tax Form  
• Enhancements related to Smart Form configuration:  
  • In the data entry smart form, the data entry field (not field label) will be highlighted if a required value is not entered.  
  • The data captured for checkbox and radio button fields on a smart form are now available as display only checkbox and radio button controllers to configure as bind values in the smart forms. 
  • Click on the following links to know about smart form configurations – How to insert Form Fields? and How to insert bind variables in a Smart Form? 
• E-Verify: Enhancement related to display of duplicate cases. There is no limitation on the display of the number of duplicate cases with maximum of 120 rows displayed in each page. Click here for more details. 
• Miscellaneous bug fixes.  

The following list was released as part of our release update on January 4th, 2023. 

• State Tax Withholding form changes (2023 tax year): The following State Tax Withholding form changes for the 2023 year and version update have been updated and are effective for hires on or after 01/02/2023. 
  • Arkansas – Form Revision Update (R 11/16/2022) 
  • Colorado – DR 0004 Form Revision Update (11/15/2022) 
  • Connecticut – Form Revision Update 12/22 
  • Delaware – Form Revision Update 20220304 
  • Iowa – Form Revision Update 12/1/2022 
  • Maryland – Form Revision Update 05/2022 
  • North Carolina – Form Revision Update 11-22 
  • South Carolina – Form Revision Update 11/3/22 
  • New York – Update to 2023 

The following list was released as part of our release update on January 13th, 2023. 

• State Tax Withholding form changes (2023 tax year): The following State Tax Withholding form changes for the 2023 year and version update have been updated and are effective for hires on or after 01/03/2023. 
  • California - Form Revision Update 51 (12-22) 
  • Idaho – Form Revision Update 08-01-2022 
  • Maine – Form Update December 2022 
  • Oregon – Form Revision Update 09-15-22 
  • Rhode Island – Update to 2023 

• Miscellaneous bug fixes. 

The following list was released as part of our release update on February 11th, 2023. 

• State Tax Withholding form changes (2023 tax year): The following State Tax Withholding form changes for the 2023 year and version update have been updated and are effective for hires on or after 01/04/2023. 
  • Hawaii - Form Revision Update (Rev. 2022) 
  • Mississippi – Form Revision Update – Form 89-350-22-8-1-000 (Rev. 10/22) 

The following list was released as part of our release update on February 18th, 2023.  

• Enhancements related to I-9 Summary: A message will be displayed below I-9 status section for the terminated (both primary and additional I-9 processes) and force completed primary invitations. The message will indicate that the process is terminated, or force completed, and no action should be performed on the transaction. Click here for more details about the new message on the I-9 Summary page. 

For information on termination and force completion of transactions, click on the following    links: Terminate process (primary invitation), Undo Last Filing (additional I-9 invitation), Consider Process Complete.  

The following list was released as part of our release update on February 25th, 2023.  

Enhancements related to E-Verify processing: 

• New DHS E-Verify Status - DHS Draft:  
  • This new DHS E-Verify status has been introduced to minimize the case submission failure errors caused due to DHS site being unstable or where there are intermittent issues on DHS side during integration.  
  • When the "Create Case" button is clicked on the E-Verify page in our system, it performs both case creation and case submission events and takes the E-Verify case to the next DHS status. However, in DHS, case creation (Draft) and case submission (Submit Case) are two separate steps. There were issues reported by a few of our customers that the E-Verify cases were ending up in Draft Status on DHS side but were having duplicate case error on Smart E-Verify side. Such transactions ended up in “Duplicate Case” status but the E-Verify case was not listed as an open case in Duplicate Status page. 
  • The above issue is resolved with this new enhancement. When such error occurs, users will be displayed with the new E-Verify Status - “DHS Draft status” in which the user will have an option to either submit the E-Verify case and proceed with the E-Verify or navigate back to Form I-9 Section 1 or Section 2 activities and correct the Form I-9 data if needed. 
  • For information on the new DHS Draft state, please click here.  

• User friendly error messages are displayed for the following E-Verify failure scenarios, 
  • Unauthorized errors that occur due to wrong user ID or password setup in DHS Client Setup for the Legal Entity (Company/Business Unit). 
  • Corrupted transactions with I-9 ID not generated. 
  • For more details on the failure scenarios and the error messages, please click here.  

The following list was released as part of our release update on March 4th, 2023.  

Enhancements related to Benefits activities: 

• Setup pages:  
  • Benefit Plan:  
    • When adding or updating a Benefit Plan, the effective date accepts only the current date or future date. 
    • Attachments with effective date less than or equal to the effective date of the Benefit Plan can be configured in the Benefit Plan setup. 
    • Attachments on the Benefit Plan cannot be deleted or modified if the Benefit Plan is already used in Benefits Enrollment by any New Hire. However, the other details of the Benefit Plan setup such as Policy Information, Plan Classification and Rate Data can be modified. 
    • Click here to view more information on Benefit Plan setup. 
  • Benefit Program: 
    • When configuring the Benefit Program, the Benefit Plans with effective date lesser than or equal to the effective date of the Benefit Program is allowed. For details on Benefit Program setup, please click here. 
  • Benefits Enrollment activity: 
    • The Benefit Plans and attachments effective as of the invitation start date are available for the New Hire. 
    • After the activity is completed, any changes made to the Benefit Plans or the attachments are not reflected. New Hire can only view the Benefit Plan and attachments that they had chosen when the activity was completed. 
    • For more details on Benefits Enrollment activity, please click here. 

Tax implementation update for cloud customers: 

• Cloud customers who are implementing Federal and State Withholding Tax activities in their onboarding process should configure Company Supplemental Attributes to add tax data for Federal Employer ID Number (FEIN) and Tax Account ID Number for all the states. The values associated with these Supplemental Attributes will be fetched dynamically in their respective Tax Withholding form reports. 
• For more information on the implementation steps, please click here. 

New email notification configured for ‘Revise Start Date’ that can be performed through Elasticsearch: 

• When ‘Revise Start Date’ action is performed via invitation actions in Elasticsearch, the respective HR Admin will receive an email notification with changed Start Date details. For details, please click here. 

The following list was released as part of our release updates on April 1st, 2023, April 8th, 2023 and April 15th, 2023. 

• Enhancement related to Voluntary Benefits Enrollment activity: 
  • The Benefit Plans and attachments that are effective as of the invitation start date are available for the New Hire. 
  • The documents uploaded in the Benefit Plans setup page are now available for the New Hires to download when they enroll for the Benefit Plans. 
  • After the activity is completed, any changes made to the Benefit Plans, or the attachments are not reflected. New Hire can only view the Benefit Plan and attachments that they had chosen when the activity was completed. 
  • For more details on Voluntary Benefits Enrollment activity, please click here. 

• An option is provided to hide/unhide “Feedback” button by means of setup under Organization Management. For more details on how the System Administrators can set up this option, please click here. 
• Miscellaneous bug fixes.  

The following list was released as part of our release update on May 07th, 2023 and May 26th, 2023. 

• I-9 Enhancement: 
  • Updating the I-9 status to inactive through a new batch process – The process identifies transactions which have the termination date reached or set to a past date and updates their I-9 Status to 'Inactive'.  For more details on setting the termination date for an I-9, please click here.  
  • No actions can be performed on the I-9s that are updated as inactive. Click here for more details on inactive I-9s. 
• A new version of Voluntary Self-identification of Disability Form is made available in our cloud onboarding process effective from 06/01/2023. This would be available for:  
  • All new invitations  
  • All in progress invitations where start date is on or after 06/01/2023 and Self-identification of Disability activity is available for the new hire and not completed yet. 
  • For more details, please click here. 
• Enhancement in new hire’s Paycheck preferences: 
  • "Other" is made available as one of the options on the Paycheck preferences page. This can be selected if the option to receive pay is not direct deposit, check by mail or cash pay. 
  • System Administrators can enable/disable this option in Paycheck Preferences page by setting the property "AllowPayOptionOther" to ON/OFF in Product Preferences. Click here for more details.
• Miscellaneous bug fixes/enhancements in E-Verify processing: 

       The issues that the users are facing due to unstable/unavailability of DHS site are addressed. Some of them are 

1. Users may not get any response when the "Create Case" button is clicked on the E-Verify page. The case might be taken forward in DHS, but the user may still see the 'Create Case' page in our system. If the 'Create Case' button is clicked again the case may return "Employee Duplicate case" in our system as the case already exists for the employee in DHS. This issue is addressed by automatically syncing the updated case status from DHS on Create Case. 
2. Display issues on few DHS statuses 
   • Case number missing on DHS statuses like Case Closed or Employment Authorized. Click here for more details. 
   • Case close reasons not displaying while closing an E-Verify case. Click here for more details. 

       These display issues are addressed by providing Case Sync gadget on the pages. Using this gadget users can retrieve the missing case numbers or get the updated status for the E-Verify cases from DHS. 

The following list was released as part of our release update on Jun 03rd, 2023. 

• I-9 Console changes for inactive I-9s: 
  • The 'Info and Actions' link which was previously hidden for inactive I-9s is now restored and console actions 'Add Additional/Supporting Documents' & ‘I-9 Print’ are made available under ‘Actions' tab.  
  • With this enhancement users can add supporting documents to the inactive I-9s via 'Add Additional/Supporting Documents' action and download/print signed Form I-9 via 'I-9 Print'. For more details, please click here. 

• Miscellaneous bug fixes: 
  • E-Verify: The error on downloading ‘Further Action Notice’ from Pending Referral and ‘Referral Date Confirmation’ notice from Referred status is now resolved. Previously, the folder path generation had a limitation on the total number of characters for names (First name and Last name including spaces), causing failures. This limitation has been addressed and now supports the name up to 30 characters. For more details, please click here. 
  • The validation has been relaxed to support mixed case letters in the email ID for the 'Forgot User ID' option from the login page. For more details, please click here. 

The following list was released as part of our release update on Aug 20th, 2023. 

Enhancements specific to customers subscribed through ADP Marketplace: 

• ADP sync for SUI/SDI Status: On syncing the SUI/SDI Status from ADP Related Configuration through Organization Management, Smart Onboarding will now exclusively sync the SUI/SDI Tax Codes that are active in ADP. For more details, please click here.  
• Complete Job Details activity:  
  • The SUI/SDI Tax Code prompt will now display only active values. Additionally, the description for the selected SUI/SDI Tax Code is displayed next to the prompt field. These changes can be verified under “Tax Entry” section on the Complete Job Details page. For more details, please click here. 
  • A new field has been added under “Employment” section to capture the FLSA Overtime information. The initial value in the FLSA Overtime field is set to "No". For the FLSA Code value "E” (Exempt), the FLSA Overtime will remain "No" indicating that overtime is not applicable. On the other hand, for the "N” (Non-Exempt) value, FLSA overtime is set to "Yes" meaning that overtime does apply. However, the field is editable and can be modified as necessary. For more details, please click here. 

• Miscellaneous bug fixes: 
  • The message displayed on the Send Candidate Data to ADP page has been revised when an employee data is integrated with ADP for the scenario where the employee already exists in ADP with an Associate ID and active work assignment. This differs from a rehire scenario, wherein the employee already exists in ADP with an Associate ID and a termination date. For more details, please click here. 

The following list was released as part of our release update on Aug 27th, 2023. 

IMPORTANT!!!    

Form I-9: COVID-19 temporary flexibility - The process scheduled for generating the additional I-9 transactions for physical document inspection will end on August 30th, 2023: 

Our scheduled process, which was initiated on August 1st, 2023 to evaluate I-9 transactions needing physical document inspection in our Smart Onboarding & I-9/E-Verify Cloud solution will end on August 30th, 2023 (Wednesday). If you have not completed the physical document inspection by August 30th, you will need to manually identify the pending transaction(s) by reviewing the note in the Form I-9 Additional Information section and initiate a Section 2 correction process. For more details, please click here. Please reach out to us via the Online Support Center if you have any questions about processing your Form I-9s.  

I-9 Enhancements 

• Relaxation on document validity in I-9 Section 2 for physical inspection required transactions: 
  • The validation on document expiry has been relaxed in I-9 Section 2 for List A and List B documents. The system now allows to save/complete the I-9 Section 2 activity with expired documents in List A and List B. However, in List C an unexpired document is necessary to save/complete the activity. 
  • If changes are made to the document records in I-9 Section 2, the system will prevent you from saving/completing the activity with expired documents in List A, List B, or List C. For more details, please click here. 

• Remote I-9 improvements: 
  • The process of sending email notifications when inviting new Authorized Representatives has been streamlined into a single email. Furthermore, the content of the email has been updated to include both self-registration and I-9 assignment information. The earlier version involved sending two separate emails during the new Authorized Representative invitation process. For details on the new notification while inviting a new Authorized Representative, please click here.  
  • The email notification sent to the existing Authorized Representatives upon assignment of an I-9 has been enhanced to provide clarity whether it is from I-9 Section 2 or Section 3. For more details, please click here. 

Revised guidelines for sending invitations to Authorized Representatives via Manage Users/Contacts: 

• The System Administrator’s ability to invite users with exclusive Authorized Representative role from Manage Users/Contacts is revoked. To send the invitation, the user should hold any Business User role(s) in addition to the Authorized Representative role. For more details, please click here. 
• Users with exclusive Authorized Representative role can be invited only through I-9 Section 2 or 3 during the assignment of I-9 activity. Once invited, these users will appear under the Manage Users/Contacts users list. In case, if they have not responded to the initial invitation email by completing their self-registration, the option to resend the email invitation remains available within Manage Users/Contacts. This can be accomplished by using the "Resend Registration" action located under the "Actions" link. For more details, please click here. 

The following list was released as part of our release update on Oct 22nd, 2023. 

SmartERP is proud to announce the release of the new Form I-9 (revision 08/01/2023; Expires 07/31/2026) for Smart Onboarding and Smart I-9/E-Verify. This updated form version is now active. No action is required on your part to start utilizing the new form. New invitations, as well as, transactions that are not complete will begin seeing the new form and page updates. Completed Form I-9s (Section 1 & 2), will continue to display the version of the form that was completed. 

Highlighted changes included in this update: 

• Form I-9 Rev. 08/01/2023 to present to all users when completing a new I-9 section 
• New print reports for the I-9 Rev. 08/01/2023 form 
• Support for the alternative procedure to remote verification of documents 
• Option to require an attachment before signing a section 
• Refinements to remote I-9 process and pages 

• Updates to Form I-9 Summary and I-9 Master pages to reflect Supplement B 
• New Keyword Search filters available for all categories 
• Updates to email notifications 
• Improvements to the Invitation Interface template 

Further I-9 change documentation may be reviewed at  https://smarterpcloud.atlassian.net/wiki/spaces/SOUD/pages/10025304065 

Invitation Interface features may be reviewed at  https://smarterpcloud.atlassian.net/wiki/spaces/SOUD/pages/9639526411/  
 
If you encounter any issues or have any questions, please do not hesitate to reach out via the SmartERP support desk. 

The following list was released as part of our release update on October 29, 2023. 

 The temporary extension of the EAD automatic extension duration to 540 days ended on October 26, 2023: 

On May 4, 2022, the Department of Homeland Security (DHS) temporarily extended the EAD automatic extension period by an additional 360 days beyond its usual 180-day timeframe, allowing for a total extension of up to 540 days of authorization. However, DHS ended this additional extension period as of October 26, 2023.  

Following this update, the standard 180-day automatic extension period is now in effect. This regulation is applicable to all transactions that are processed for EAD auto extension on or after October 26, 2023. Further details can be accessed on the EAD auto extension page. 

The following list was released as part of our release update on Dec 03, 2023. 

Invitation page enhancements: 

• While creating a new invitation phone and email sections will now default the preferred flag and phone email types. Phone type will default as “Home” and email type to “Personal”. Default values may be adjusted as needed. Invitations created via an interface will not be impacted. For more details, please click here. 

The following list was released as part of our release update on Dec 17th, 2023. 

SmartERP has announced a release update for Smart Onboarding and Smart I-9/E-Verify, incorporating the latest enhancements to align with the updated USCIS Form I-9 (Revision. 08/01/2023). These updates are available for all users starting Sunday, December 17, 2023.  

Highlighted changes are included in this update: 

E-Verify changes:  

• The phrase “Tentative Nonconfirmation” has been modified to “Tentative Nonconfirmation (Mismatch)” throughout. Please click here to refer to the related screens.  
• Three additional reasons have been appended to the Duplicate Case continue reasons. Please refer to the link to check the new reasons displayed. 
• The close reason "The employee quit working for the employer" in the Scan and Upload DHS Status has been rephrased to “Employee is no longer employed". Please click here to view the text adjustments. 

  I-9 print changes:  

• Excluded Supplement B pages from Section 2 print.  
• Improved Supplement B print -  
  • Displays all preparers/translators from I-9 Section 1 within Supplement A (Supplement A page will be shown only if preparers/translators exist in Section 1).  
  • Shows data for more than three Supplement B processes.  
  • The print of the new form version now includes Section 3 data captured on old version form (10/21/2019) with the text “Signature captured on prior version” displayed for the I-9 Specialist signature.  
• The issue with the expiration date not displaying in the print for the eligibility status "Noncitizen authorized to work" has been addressed and resolved. 
• For more details, please refer to the I-9 change document: https://smarterpcloud.atlassian.net/wiki/spaces/SOUD/pages/10025304065.   

  Miscellaneous bug fixes and enhancements:  

• Updates to I-9 Master and I-9 Audit to align with the updated Form I-9 changes. To view the changes, please refer to the respective links: I-9 Master & I-9 Audit. 
• Adjustment of DHS Client Setup to display the correct account status for Web Service accounts. Click here to learn more about the DHS Client Setup page.  
• The “Switch View” option is removed from the top of Section 2 and Supplement B (Rehire) pages. 

 If you encounter any issues or have any questions, please do not hesitate to reach out via the SmartERP support desk.