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