New Hire
Smart Onboarding interfaces directly with the USCIS E-Verify system for processing the 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. In case of minors (under age 18), a parent/guardian will be completing Section 1 as preparer/translator on behalf of the New Hire. The I-9 Specialist reviews the New Hire's information that is entered in Section 1, then enters Section 2 information about the documents that the New Hire has presented to confirm their eligibility for employment, and attests to the accuracy of this information. The I-9 Specialist can also nominate a remote user to complete I-9 Section 2 on their behalf. After the I-9 process is complete, the E-Verify Specialist initiates the interface process with the USCIS E-Verify system, and administers this process through completion (employee eligibility is determined and the USCIS case is closed).
Case 1:
| I-9 Processing when I-9 Specialist enters Section 2 information and completes I-9 |
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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 I-9 to the Remote User |
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Smart Onboarding also supports additional processes to facilitate employee rehires. The data entered in EBI/Section 1 is matched against the existing data for the candidate. Based on the search result the candidate's transaction is classified as a New Hire/rehire.
Rehire
The onboarding process will be a rehire flow when the candidate is terminated and hired again by the employer within 3 years of the max Hire date.
When a search is invoked to match candidate's legal entity(Company/Business unit), SSN, date of birth and the eligibility type and if match is found, the process will check if 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 completed Form I-9 and record exists for the candidate in the HR database, the transaction may not be treated as a rehire case if the rehire date exceeds 3 year limit from the max hire date or if the termination date doesn't exists from the previous hire.