In Smart Onboarding, an option is provided in Employee Biographic Information for 'Applied for SSN' candidates. This is to make it convenient for New Hires such as aliens who may not have SSN when they step into the United States. After applying for SSN, they may have to wait for few weeks before receiving the number. Until then, they can start working temporarily, but once received, the number must be provided to their employers immediately.
Those who are waiting for SSN, can complete their onboarding by choosing
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Smart Onboarding also supports New Hires who have applied for a Social Security Number. In the Biographic Information section, they can select the "Applied for SSN" option in EBI. Also, the employer can complete employee's onboarding as normal except E-Verify. Since, E-Verify process requires SSN, the employers can skip this activity for time being, by marking it as complete.
Once SSN is obtained, employees can initiate SSN update process and provide their number to their employers. In this process, E-Verify activity will also be available to the employers for case creation.
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, 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.