The HR activities include Verify Information, Complete Job Details (ADP) and Send Candidate Data to ADP.

Verify Information 

Review the onboarding information submitted by the New Hire. If it is not correct, you will need to restart an earlier activity for the New Hire, or restart the New Hire's process.

If the submitted information is correct, click on the checkbox to acknowledge.

Complete Job Details 

The Complete Job Details page allows users to review or edit the New Hire’s information before sending the data to ADP. By default, the data captured during the onboarding process is populated in their respective fields on this page. However, users have the flexibility to modify this populated data if necessary. Additionally, if any fields are empty and require values to be sent to ADP, you can enter the appropriate data in those fields on this page. This ensures that all the required information is captured and sent to ADP.

The Complete Job Details page will have the data displayed in sections as shown below.

Note: When setting up ADP-related configurations through Organization Management, System Administrators can configure the sections that appear on the Complete Job Details page. For more details, please click here.

A sample Complete Job Details page with sections/fields supported by ADP for data integration are shown below:

Expand each section and fill out the data. For more details on completing these section, please click here.

After entering information in the Complete Job Details sections, save the details. Note: This page will display the associate ID at the bottom once the data is sent and the applicant is created in ADP.

Send Candidate Data to ADP 

This is the final step before sending the candidate's data to ADP. To proceed, acknowledge the review of documents by checking the box at the bottom of the page, then click the "Send Candidate Data to ADP" button.

Clicking the "Send Candidate Data to ADP" button initiates the integration between Smart Onboarding and ADP, creating the employee in ADP after a successful data push.

Note: Ensure the “AllowHRISByPass” property under Product Preferences is turned ON for the Organization. If this property is OFF, the integration will not be triggered, and the activity will be completed by simply clicking the "Save" button. For more details on Product Preferences, please click here.

Click on the "Download Signed Forms" option if you want to collect and preserve employee's information.

After a successful data push, the associate ID generated in ADP will be displayed at the bottom of the Complete Job Details page as shown below:

The integrated employee data can be verified by logging into the ADP system. Please click here to review the details.

Note: If "Skip System Update" is selected in Complete Job Details, then the "Send Candidate Data to HR" button will not be available and the integration of New Hire data to ADP does not happen. The "Save" button will be present at the bottom to save the data but the data will not be pushed to ADP. 

What should you do if you face an error during system push?

If you encounter an error on the "Send Candidate Data to HR" page during system push, go back to the "Complete Job Details" page. Correct the data in the field that caused the error, save the changes, and try the data push again. This should resolve the issue.

Here is an example of an error message caused by an invalid phone number entered on the "Complete Job Details" page:

If the error is due to pay distribution related to incorrect data in the Direct Deposit section on the Complete Job Details page, you will first see a message about the creation of the Associate ID in ADP. After closing this message, the error related to the pay distribution will be displayed. You will notice that the "Send Candidate Data to HR" activity remains open.

In this case, the employee data has been successfully sent to ADP, but the Direct Deposit details will not be updated until the Direct Deposit information is corrected, saved, and sent again to ADP.

When is an employee considered a rehire?

An employee is classified as a rehire if they already exist in ADP with the specified SSN and have been terminated. Please consider the following points while creating a rehire:

• Before processing a rehire in the system, ensure that the employee's status in ADP is terminated, and make the associated Direct Deposit information inactive if you plan to submit Direct Deposit information with the same Deduction Code or Account Type (Savings/Checking) as the existing hire.
• If the employee is not terminated and you attempt to rehire them, an error will occur during the system push because the employee is still active in ADP. Additionally, if invalid Direct Deposit values are sent or if the same Deduction Code or Account Type (Savings/Checking) as the existing hire is used without deactivating the corresponding Account Type for the hire, the employee's rehire information will be updated in ADP, but the associated Direct Deposit details will not be updated until they are corrected and sent again.
• When rehire employee data is sent to ADP, the Rehire Date and Direct Deposit details will be updated, and the employee status will again change to "Active".

The complete rehire process is explained in detail below with an example:

Retrieve the employee details in ADP by searching using the employee name. You can verify the Hire Date and Status under the Profile details, as highlighted below. Before termination, you will see the employee status as "Active". To view the employee's SSN, go to the Personal tab and check under Tax ID.

Before rehire details are sent to ADP, you will notice that the Rehire Date is empty for the employee. This can be verified by navigating to Employment Profile (Employment tab) under the "Status" section as shown below. The value in this field will be updated once the employee rehire data is integrated.

For the employee to be eligible as a rehire, the employee must be terminated in ADP. When the employee is terminated, the "Active" status will be updated to "Terminated" as shown below.

The termination date, status and eligibility for rehire will be updated as highlighted below:

If you plan to use Direct Deposit with the same Deduction Code or Account Type (Savings/Checking) for a rehire that already exists for the hire, deactivate the corresponding Direct Deposit row in ADP. Failure to do so will result in an error when attempting to resend the same Deduction Code or Account Type. This step can be skipped if Direct Deposit details do not exist for the hire process or if you do not plan to send Direct Deposit information for the rehire.

To view the Direct Deposit details navigate to employee's Pay Profile and verify the Direct Deposits section. Given below is a sample Direct Deposit information added for a hire. For more details on navigating to employee's Pay Profile, please click here. 

To view the account details click on the corresponding account link under the Description of the Direct Deposits section. 

If you plan to use Direct Deposit with the same Deduction Code or Account Type (Savings/Checking) for the rehire, deactivate the corresponding account. Select the effective date, uncheck the "Active" checkbox and save.

In Smart Onboarding, when the Complete Job Details page loads, the system checks for the presence of an employee with the given Social Security Number (SSN). If an employee with the same SSN already exists in the system, the employee is considered as a rehire and a message will be shown at the top of the page.

Clicking the "Send Candidate Data to ADP" button initiates the integration between Smart Onboarding and ADP, creating a rehire in ADP after a successful data push.

You will not be presented any messages if the system push is successful. The current activity will be successfully completed and the rehire data will be updated to ADP. The associate ID of the rehire applicant will be displayed at the bottom of the Complete Job Details page.

If an employee with the given Social Security Number (SSN) is not terminated in ADP, an error message will appear on the "Send Candidate Data to HR" page during the system push. To resolve this, terminate the employee in ADP and then attempt the data push again.

When invalid Direct Deposit values are sent or if the same Deduction Code or Account Type (Savings/Checking) as the existing hire is used without inactivating the corresponding Account Type for the hire, error messages will be presented on the page after the rehire confirmation message. In this case, the employee's rehire information will be updated in ADP, but the associated Direct Deposit details will not be updated until they are corrected and sent again.

The following message confirms that the employee is updated as a rehire in ADP.

Error messages will be displayed as below if the existing Direct Deposit details for the corresponding Account Type for hire are not inactivated and an attempt is made to send Direct Deposit data with the same Deduction Code or Account Type (Savings/Checking) .

To address this issue, make the corresponding Account Type as inactive for hire and try data push again. The activity will be completed and the Direct Deposit details will be successfully updated.

You may notice the following highlighted fields updated for rehire in ADP:

Also, the updated Direct Deposit details can be verified under employee's Pay Profile. For more details on navigating to employee's Pay Profile, please click here.

The Priority # will also be updated for Percentage Net and Partial Net Deposit Types.