The Submit to HR activity is the last task in the New Hires' onboarding process. If there is any activity pending by the candidate, the system will not allow New Hire to access Submit to HR unless the pending activity is marked as optional in the process. Once submit to HR is completed, the onboarding process will be complete. 

Can a New Hire complete Submit to HR without completing the previous activities?

The New Hire cannot access Submit to HR unless the required onboarding activities are completed. In the below example, Submit to HR activity is locked since I-9 Section 1 is not completed. 

After completing the pending activity (in this case, Section 1), Submit to HR opens up for the New Hire. 

Given below is another example where the New Hire is able to complete Submit to HR even when the onboarding activity is pending. This is allowed only when the pending activity is optional.

The Process Viewer for the transaction is shown below. You will notice that the New Hire can complete Submit to HR even though one of the Smart Forms is still pending.

What details are included in the Submit to HR activity?

The "Submit to HR" activity includes all the details of previous activities that are filled in by the candidate.

Employee Details

Includes the New Hire's personal information, phone numbers (Home & Cell), home and mailing addresses, emergency contacts & self identification details.

Payroll and Tax

Includes the Federal withholding, work state withholding, residence state withholding and miscellaneous details.

How can you download the signed forms before Submitting to HR?

To download and print or save the forms that you have completed, click "Download Signed Forms" button located at the bottom of the page.

The file will be downloaded to your local computer. Click on the downloaded file to open it.

The zip folder contains all the forms that the New Hire has completed.

How do you complete the Submit to HR activity?

Once completed, the home page shows no pending or outstanding tasks and onboarding progress as 100% complete.

You will receive an email in the following format confirming that your onboarding process is complete.

The HR Specialist will also receive an email regarding the onboarding information submitted by you.

What is the alternative way to download the signed forms from the homepage?

One way to download signed forms is through the Submit to HR process activity before submitting the onboarding information for review, as discussed in the section above. Another option is to use the "View" link in the Process Snapshot section on the homepage.

Clicking the link will open the process page, displaying all activities in the process along with their statuses in sequential order. Click on the "Download" button below the profile details.

The options for downloading signed forms, attachments, and packet will be available in a dropdown menu. Download Signed Forms becomes available as soon as the first form is completed with a signature, unlike the "Download Signed Forms" option that appears only in the final Submit to HR activity, as discussed earlier. Select the appropriate option to proceed. The conditions for these options to appear are as follows:

• Download Signed Forms – Available as soon as any activity is completed.
• Download Attachments – Available if at least one document has been uploaded as an attachment in any process activity.
• Download Packet – Available if at least one attachment exists in the process.

Download Signed Forms:

Will download the signed forms as PDF documents.

Download Attachments:

If multiple documents exist, this option will download all attachments. If a single attachment exists, it will be opened directly.

Download Packet:

Downloads each of the signed forms as individual folders.

Clicking the folder opens the attachments (if available) and the PDF of the signed form.