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Smart Onboarding also supports New Hires who have applied for a Social Security Number is a requirement to work in the United States. However, aliens who go to United States on work or student visa may not have SSN when they step into the country. They need to apply for SSN and wait for few weeks before they receive it. In such cases, the employees can start to work temporarily without SSN, but once received they must provide it to the employer immediately before 90 days.
Smart Onboarding has an option provided in Employee Biographic Information for 'Applied for SSN' candidates. The onboarding process flows as normal except the E-verify activity will be on hold until the New Hire submits their valid SSN to the employer.
Let's look at the scenario by taking an example.
In the below screenshot, New Hire checks Applied for SSN option and completes Employee Biographic Information.
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New Hire continues to other onboarding activities and submits the data to HR as normal. Given below is the Section 1 activity completed by the New Hire before HR submission.
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After physical verification of documents, the I-9 Specialist records the New Hire's employment eligibility documents in List A or List B & C on Form I-9 Section 2 and completes the I-9 activity.
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Since E-Verification cannot be done without SSN, complete the process by clicking 'Mark as Complete'.
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How to update SSN?
After receiving Social Security Number, employee initiates Self Service SSN update process. To know the process flow, you can . In the Biographic Information section, they can select the "Applied for SSN" option and continue with the onboarding process. After receiving their SSN, they must update it with their employer by initiating a self-service SSN update. For further information on the SSN update process, please click here.
How to complete onboarding process with Applied for SSN?
If the New Hire has applied for an SSN, they should select the "Applied for SSN" option when completing the Biographic Information. See the sample below:
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The New Hire can continue with other onboarding tasks and submit the information to HR for review. The completion of Section 1 by the New Hire, prior to submission to HR, will also reflect the selection of the "Applied for SSN" option.
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After receiving the Social security Number, how to update in Form I-9?
After receiving the Social Security Number (SSN), the New Hire can update the same in their Form I-9 by initiating an additional I-9 process specifically meant for SSN updates. For more details on this process, please refer to New Hire's self service actions.