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New Hire
Smart Onboarding interfaces directly with the USCIS E-Verify system . for processing I-9s. In Form I-9, the Section 1 information is entered by the New Hire, and they attest to the accuracy of the information. The If the New Hire is a minor (under 18), a parent or guardian completes Section 1 as a preparer/translator on their behalf. The I-9 Specialist then then reviews the information entered by the New Hire 's information, enters Section 2 information about the documents that the New Hire has presented in Section 1, then records the details of the documents presented by the New Hire in Section 2 to confirm their employment eligibility for employment, and attests to the accuracy of this information. In some cases, a special remote user is nominated to complete the The I-9 Section 2 on behalf of the employer. This could be a notary public or parent if the New Hire is less than 18 years of age. If the employer finds the filled data in the document of I-9 Section 2 to be incorrect or invalid, the employer can re-send/push the I-9 back to the Remote I-9 user to update with the correct or appropriate data. There is also a possibility that the employer can undo Remote I-9 before the Remote User enters and saves the Section 2 details. The employer may reassign the task to the same/another Remote User or decide to work on it themselves. After Specialist also has the option to designate a remote user to complete Section 2 on their behalf. Once the I-9 process is completecompleted, the E-Verify Specialist initiates the interface process with the USCIS E-Verify system , and administers this by creating an E-Verify case for the New Hire's I-9 and manages the process through completion (, ensuring that employee eligibility is determined and the USCIS case is closed).
Case 1:
| New Hire's I-9 |
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| Processing |
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Case 2:
| I-9 Processing when I-9 Section 2 is assigned to a Remote User |
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Case 3:
| Undo assigned the I-9 activity assigned to the Remote User |
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Smart Onboarding also supports additional processes to facilitate employee transfers and Rehiresrehires. The data entered by the candidate in EBI/Section 1 is matched against the existing data for in the candidatesystem. Based on the this search result the candidate's transaction is classified as either a New Hire /transfer/or a rehire.
Transfer within Company/Business Unit
The candidate transaction is considered as transfer within Company/Business Unit if there is an already existing record for the candidate in the HR database under the same organization,
The candidate's EBI/Section 1 information is searched against the existing active HR records to match the legal entity (Company/Business unit), SSN, date of birth and the eligibility type.
If a match is found, the previously completed I-9 is considered for this process.
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Transfer outside Company/Business Unit
If the employee is transferred to a different legal entity (Company/Business Unit) that is registered for E-Verify even within the same organization, a new I-9 must be completed.
Since the legal entity is different, the search match logic fails to find a match and the flow is considered as a New Hire Flow.
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Rehire
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Rehire
If a candidate is terminated and then rehired by the employer within 3 years of the max Hire date.When a search is invoked to match candidate's their most recent hire date, they will be considered a rehire.
A search will be performed using the data entered in Biographic Information/Section 1 (for candidate's legal entity (Company/Business unitUnit), SSN, date of birth, and the eligibility type and if ), to verify if a match exists. If a match is found, the process will check if checks whether the rehire is within 3 years from max Hire date and the termination date exists for the candidate from the previous process of hire. If the conditions match, process will only have Section 3 activity in the I-9. The onboarding process for rehire skips Section 2 and E-Verify activities.
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Though the candidate's legal entity, SSN and date of birth matches with the previous of the candidate's most recent hire date and confirms that a termination date is recorded from the previous employment. If these conditions are met, the candidate will be classified as a rehire, requiring only Supplement B activity to be completed in the process. The Section 2 activity will not appear in the process, and the E-Verify step can be marked as complete without undergoing the E-Verify processing, as it is not required for rehires.
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Even if the candidate's legal entity, SSN, and date of birth match the information from a previously completed Form I-9 and a record exists for the candidate in the HR databasesystem, the transaction employee may not be treated classified as a rehire case if the rehire date exceeds the 3-year limit from the max most recent hire date date or if the a termination date doesn't exists from the previous hire. Also, the process switch might happen from Hire to Rehire, Rehire to Hire or Rehire to Rehire during restarts when correcting the wrongly entered SSN/Date of Birth. For more details, please refer to Rehires sectionfrom the previous employment does not exist.