What are the forms under New Hire's welcome activity?

The forms under welcome activity are the first online agreements and introduction that the New Hire must complete. These are divided into Electronic Disclosure and Biographic Information.

How do you complete the forms under welcome activity?

• The New Hire must have completed Self Registration.
• This page appears only when the New Hire signs in for the first time.

Click on the Get Started button.

Electronic Disclosure

Select the consent checkbox and then click "Electronically Sign" button.  

To download and print the signed form, click on "Download Signed Form" gadget on the bottom right corner of the page.

A sample downloaded form is given below:

Biographic Information

Fill out the required sections, indicated by what is filled below. The employee personal information entered in the New Hire's invitation will populate in Biographic Information such as First Name, Last Name, Phone Number, Email and Home address. These fields can be altered if required. 

All the name fields under Name/Preferred Name and Emergency Contacts will have the following formatting applied to them: 

• First time when entered, automatically formats the first letter to capital and removes special characters (like @, #, -, !, $, %, apostrophe, hyphen, space etc) if any
• When name fields are edited/re-entered this formatting will not be applied. 

The values entered in phone number/email/SSN are validated and error messages are displayed if they are invalid.

Some fields in EBI activity are validated based on the property setup in Product Preferences. These are explained in detail below:

EBI fields that depend on property setup in Product Preferences are:

1) Product Preferences Property: HideMaritalStatus

    EBI field: Marital Status

By default, the value of 'HideMaritalStatus' is set to 'OFF' in product preferences and the 'Marital Status' field shows on the EBI page for the New Hire.

Product Preferences with HideMaritalStatus = OFF

In this case, 'Marital Status' is the required field and the following error message triggers if the value is not entered.

When this property is set to "ON", the 'Marital Status' field will not show up in EBI activity.

Product Preferences with HideMaritalStatus = ON

2) Product Preferences Property: HomePhoneOptional

EBI field: Home Phone

The default value of "HomePhoneOptional" property is "OFF". That means the Home Phone field is required in Biographic Information.

By default, if Home Phone number is entered in the New Hire invitation, the value automatically populates in this field.

In case, if it is not entered in the New Hire invitation, the field shows as empty on this page. The New Hire needs to enter the value while completing the Biographic Information.

In the EBI page, the Country Code of USA "001" displays as default for the Home Phone as shown below. You can change this Country Code to any three digit number if it is other than USA.

Note: If two or one digit is entered in the Country Code, zeros are appended preceding to the number when the activity is saved/completed.

Enter the Home Phone Number in the text box next to the Country Code as shown below.

Since the "HomePhoneOptional" property is set to "OFF", entering Home Phone is mandatory on this page. If Home Phone field is left blank, the following error message displays when the activity is saved:

After completing the EBI activity, the print form with Home Phone & Country Code is given below. If there are any preceding zeros before the number in Country Code, then those are replaced with "+" sign in the print form.

If "HomePhoneOptional" property is set to "ON", the Home Phone field is optional in Biographic Information. The activity can be saved without entering the Home Phone number.

In the EBI activity page, the Country Code of USA "001" displays as default for the Home Phone as shown below.  Entering the Home Phone number is optional and the required validation message will not trigger on save/activity completion.

Note: You can also change this Country Code to any other three digit number if it is other than USA when entering the Home Phone number. In case, if two or one digit is entered in the Country Code, zeros are appended preceding to the number when the activity is saved/completed.

Example of a completed EBI activity without Home Phone number:

The print form for the above completed activity when no Home Phone entered in EBI is given below:

3) Product Preferences Property: CellPhoneOptional

EBI field: Cell Phone

By default, the "CellPhoneOptional" property is "OFF" and the Cell Phone field is required in the Biographic Information. When EBI activity is opened, the Cell Phone number entered in the New Hire invitation automatically populates in this field.

In case, if it is not entered in the New Hire invitation, the field shows as empty on this page. The New Hire needs to enter the value while completing the Biographic Information.

In the EBI page, the Country Code of USA "001" displays as default for the Cell Phone as shown below. You can change this Country Code to any three digit number if it is other than USA.

Note: If two or one digit is entered in the Country Code, zeros are appended preceding to the number when the activity is saved/completed.

Enter the Cell Phone Number in the text box next to the Country Code as shown below.

If Cell Phone number is not entered, the following error message displays when the activity is saved/completed.

After completing the EBI activity, the print form with Cell Phone & Country Code is given below. If there are any preceding zeros before the number in Country Code, then those are replaced with "+" sign in the print form.

If "CellPhoneOptional" property is set to "ON", the Cell Phone field is optional in Biographic Information. The activity can be saved without entering the Cell Phone number.

In the EBI activity page, the Country Code of USA "001" displays as default for the Cell Phone as shown below.  Entering the Cell Phone number is optional and the required validation message will not trigger on save/activity completion.

Note: You can also change this Country Code to any other three digit number if it is other than USA when entering the Cell Phone number. In case if two or one digit is entered in the Country Code, zeros are appended preceding to the number when the activity is saved/completed.

Example of a completed EBI activity without Cell Phone number:

The print form for the above completed activity when no Cell Phone entered in EBI is given below:

Note: If "CellPhoneOptional" and "HomePhoneOptional" properties are set to "OFF" in product preferences, then both Cell Phone and Home Phone are required fields in Biographic Information. The required error messages trigger when either one of the fields is not entered.

Also, both "CellPhoneOptional" and "HomePhoneOptional" properties cannot be turned on in product preferences. The following error message triggers if both are turned on at a time.

4) Product Preferences Property: EnableDriversLicenseOnEBI

    EBI field: Driver's License

 If "EnableDriversLicenseOnEBI" is set to "ON" in Product Preferences, the New Hire can see the option to enter driver's license details. 

 If "EnableDriversLicenseOnEBI" is "OFF" in Product Preferences, the New Hire will not see driver's license option in EBI. 

5) Product Preferences Property: EnablePreferredNameOnEBI

    EBI field: Preferred Name

If "EnablePreferredNameonEBI" is set to "ON" in Product preferences, the New Hire will get an option to enter their Preferred Name (if different from the legal name) in EBI activity.  

If "EnablePreferredNameonEBI" is set to "OFF" in product preferences, the New Hire will not see the Preferred Name option.  

6) Product Preferences Property: EBICompanyBenefitsEnrollment

    EBI field: Marital Status

If the value of 'EBICompanyBenefitsEnrollment' is 'ON' in product preferences, the New Hire will have an option for enrolling in company benefits in EBI.

If this property is set to "OFF", the option for benefits enrollment will not show up in EBI. 

Note: If any of the properties is "ON" when EBI is open and is set to "OFF" prior to completion of the activity, the changes are enabled upon completion of the activity. For example, say if "EnablePreferredNameonEBI" is "ON" when EBI is opened and set to "OFF" prior the completion of activity, the preferred names data do not show up on completion of the activity.

Add Home Address

If Home Address is entered in New Hire's invitation, it populates in EBI activity under Home Address section as shown below. This address can be modified by clicking on the "Edit" button under Home Address.

Examples:

If Home address is not entered in New Hire's invitation, then it will not populate in Employee Information. 

If activity is saved without entering the Home Address, it displays the following error message.

To enter the address, click on "Add Home Address" button.

The Home Address page shows as below. By default, the "Country" field displays as the United States. Based on the Country selected in the drop-down the address field format vary on this page.

After entering the address information, click on "OK".

If required fields are left blank, the following error message triggers when you click on "OK".

The entered address populates on the Employee Information page.

Add Mailing Address

If your Mailing Address is same as the Home Address, click on "Copy from Home Address" checkbox. This Home Address populates under Mailing Address as shown below:

If your mailing address is different from your home address, click on "Add Mailing Address".

This will open a new page to enter the Mailing Address. By default, the Country shows as the United States. Based on the Country selected, the address field format vary on this page. 

When Country = United states

After entering the Mailing Address, click on "OK".

If required fields are left blank, the following error message triggers when you click on "OK".

The entered address populates under Mailing Address as shown here:

National ID 

Enter your Social Security Number as the National Identity. 

The following error message displays when the value entered in the SSN field is incorrect

The value entered in the SSN field does not automatically get copied to "Confirm SSN". Again the value must be entered manually in the "Confirm SSN" field. If the SSN values do not match the below error message displays on the page. 

If you don't have a Social Security Number and have applied for it, check Applied for SSN. You can submit the SSN within 90 days of your start date of work. 

After filling out all the details, the New Hire can save the activity by clicking on "Save" button.

How to upload documents in Employee Information?

To add the supporting documents as attachments, click on the "Upload Document" icon which is at the right bottom corner of the page..

Click on "Upload".

Click on "Choose File" and select the file.

The acceptable file formats for the documents are - png, jpg, jpeg, gif, bmp and heic. Once the file is selected, click on "Upload".

You will see the file attached as shown below. Choose the relevant attachment category.

Note: To prevent challenges encountered during the upload of large-sized images in Employee Information or potential email errors when sending packets with oversized attachments, the system automatically compresses images exceeding 1.5 MB in size. Please note that image uploads/attachments in "png" format or those below 1.5 MB will not undergo downsizing.

For images with a size greater than 1.5 MB in "jpg," "jpeg," "gif," or "bmp" formats, compression is applied when added as attachments. The specific ratios by which the files are compressed are provided below:

0 - 1.5 MB - no downsize.

1.5 – 4 MB - .50 ratio

4 – 7 MB -.35 ratio

7 + MB - .15

An example with different image sizes uploaded are given below:

When images are uploaded, the compressed file sizes display below the corresponding image file names as shown in the screenshot below.

In this example, except for the file with 0.23960 MB (Driver's_License), the other images are compressed in size because they are greater than 1.5 MB.

Once uploading documents is done, click on the "Return" button to navigate back to the Employee Information page.

If documents are attached the "Upload Documents" gadget will have an indicator as shown below. If there are no attachments, the gadget will not show this indicator.

Even after completing the activity, you can view the attached documents by clicking on the attachment gadget icon.

You can modify these attachments by editing the Employee Information activity, until "Submit to HR" is completed. 

When the activity opens in edit mode, click on the "Upload Documents" gadget to open the attachments.

Add or delete the attachments as needed, return back to the activity page and save.

How to download the attachments that are uploaded in Employee Biographic Information?

The attachments uploaded by the New Hire in Employee Biographic Information can be downloaded by the New Hire or Business Users (HR Specialists/I-9 Specialists/E-Verify Specialists) via the process viewer page. If any attachment(s) are deleted or added after uploading, the changes automatically reflect in download attachments. The procedure for downloading the attachments is given below:

New Hires 

To access the process viewer, click on 'View' link under Process Snapshot.

This will open the process viewer page as shown below. Click on the 'Download' icon next to Biographic Information.

Select 'Download Attachment' option.

The zip file containing the attachments will be downloaded on the page as shown below. Click on the zip file and open the attachments.

Another option is downloading process attachments using 'Download' button which is available at the top of the process viewer. This will download all the documents attached/uploaded in the process which also includes the uploads from EBI.  

HR Specialists/I-9 Specialists/E-Verify Specialists 

These users can access Process Viewer in two ways -

Through Invitation Console:

By clicking on the 'View Process' link in the Invitation Console. This will open the Process Viewer page

Through Elasticsearch Invitation Category:

In Elasticsearch, select 'Invitations' as Category and use an appropriate keyword for searching. In this case, Invitation ID is used as the search keyword.

In the search results, click on invitation actions and select 'View Process'.

The process Viewer page opens as below. Click on the 'Download' icon next to Biographic Information.

When the download options open, select 'Download Attachment'.

The zip file containing the attachments will be downloaded on the page as shown below. Click on the zip file and open the attachments.

Another option is downloading process attachments using 'Download' button which is available at the top of the process viewer. 

This will download all the documents uploaded/attached in the process which also includes the uploads from EBI.  

How to download signed forms in this activity?

The New Hire can download the signed form only after completing this activity. Once the activity is completed, the icon to download signed form appear on the right bottom corner of the page.

Click on "Download Signed Forms" icon.

The printable form with employee's personal and emergency contact information displays as shown below.

Another option to access the printable forms is through process viewer. To view the process viewer, navigate to home page and then click on 'View' link under Process Snapshot.

When the process viewer page opens, for Biographic Information activity, click on downloads icon and select "Download Signed Forms" option. 

Otherwise, use the 'Download' button and select "Download Signed Forms" option that is available on top of the process viewer page.

The file downloads at the bottom of the page as shown below:

Click on the .zip file and open Biographic Information pdf.

How to edit the biographic information after completing EBI activity?

The New Hires can edit the biographic information after completing EBI activity until the onboarding information is submitted to HR. Once Submit to HR activity is completed, the EBI activity will not be editable. If New Hire wants to change the biographic information after Submit to HR, the activity or process should be restarted by the HR Specialist through invitation console actions. For details, please click on the corresponding link: Restart Process, Restart Activity. 

There is also an option for I-9 Specialists/E-Verify Specialists to restart EBI through process activities such as Form I-9 Section 2 or E-Verify. For more details, please click on the corresponding ink: Form I-9 Section 2, E-Verify.

For details on editing the biographic information after completing EBI activity and before submit to HR, please refer to the following steps:

Given below is an example of completed EBI activity of a New Hire.

Click on the "Edit" button that is available at the bottom of the activity. This button will be available until "Submit to HR" is completed.

The activity opens in edit mode with previous values populated in the fields.

Edit the previous values as needed. The fields are still validated in edit mode.

Below is an example of an error message when the Date of Birth field is entered wrong.

Some of the important fields in this activity are shown as masked. if you want to see their values, click on the "Show" option present next to their values. However, you can edit them only when the values are masked.

If residence state on the Home Address is modified, the tax forms may change based on the new residence state.

Note: If residence state is changed from taxable to another taxable state or non taxable state, then the New Hire must redo the tax forms. In case, if non taxable residence state is changed to another non taxable state then the New Hire need not do the tax forms again. However, if non taxable residence state is changed to a taxable state, the New Hire must redo the tax forms tax forms. The various combinations of these scenarios are given in the chart below:

If the New Hire has not completed State Withholding Tax Forms, the new tax forms will show up in the process for the New Hire. If State Withholding Tax Forms have already been completed, then the downstream activities will reopen and the New Hire must complete the tax forms and payroll activities again.

In this example, the taxable home state "California" has been changed to another taxable state "Colorado". 

Take a look at the activities under Payroll and Taxes before modifying the residence address in EBI. 

To change the address, click on 'Edit' under Home Address.

Enter the new home address and then click 'OK'.

If there is an impact to tax forms, the following message displays on the page. Click 'OK' on the message. 

The new address populates on the EBI page. Click on 'Save' button.

The process then navigates to Section 1 activity under Payroll and Taxes. Note that the tax forms are all in hold status.

After Section 1 is completed, the other activities including tax forms under Payroll and Taxes open up for editing.

Acknowledge and complete I-9 Section 1.

The process now routes to Pay Check Preferences. After completing Pay Check Preferences, click on tax forms in the menu navigation.

The tax forms open up in edit mode. The New Hire should complete all forms under Payroll and Taxes and then submit the data to HR. For more details on completing activities under Payroll and Taxes, please click here.