New Hire

Smart Onboarding interfaces directly with the USCIS E-Verify system.  Section 1 information is entered by the New Hire, and they attest to the accuracy of the information.  The I-9 Specialist then reviews the New Hire's information, 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.  In some cases, a special remote user is nominated to complete the I-9 Section 2 on behalf of the employer. This could be a notary public or parent if the New Hire is less than 18 years of age. If the employer finds the filled data in the document of I-9 Section 2 to be incorrect or invalid, the employer can re-send/push the I-9 back to the Remote I-9 user to update with the correct or appropriate data. There is also a possibility that the employer can undo Remote I-9 before the Remote User enters and saves the Section 2 details. The employer may reassign the task to the same/another Remote User or decide to work on it themselves. 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:

Case 2:

Case 3:

Smart Onboarding also supports additional processes to facilitate employee transfers and 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/transfer/rehire. 

Transfer within Company/Business Unit

The candidate transaction is considered as transfer within Company/Business Unit if there is an already existing record for the candidate in the HR database under the same organization,

The candidate's EBI/Section 1 information is searched against the existing active HR records to match the legal entity (Company/Business unit), SSN, date of birth and eligibility type.

If a match is found, the previously completed I-9 is considered for this process.

Transfer outside Company/Business Unit

If the employee is transferred to a different legal entity (Company/Business Unit) that is registered for E-Verify even within the same organization, a new I-9 must be completed.

Since the legal entity is different, the search match logic fails to find a match and the flow is considered as a New HIre Flow.

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 eligibility 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 I-9. The onboarding process for rehire skips document details (Section 2) and E-Verify activities. 

Even 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 process may not treat this 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.

Also, the process switch might happen from Hire to Rehire, Rehire to Hire or Rehire to Rehire during restarts when correcting the wrongly entered SSN/Date of Birth. 

The three possible scenarios of rehire are explained as follows:

Hire to Rehire

The match is not found first time when the search match is invoked to check the existing records in the database. The process continues as a normal New Hire flow until the restart is initiated from E-Verify activity. When the correction is made for SSN/DOB after EBI/Section 1 restart, the record finds a match and the process will be treated as a rehire flow with only Section 3 activity.

Rehire to Hire

In this case the employee enters incorrect SSN/Date of Birth in the employee biographic information/Section 1 and the flow navigates to rehire Section 3 when it matches with the incorrect candidate's data. After completion of Section 3, the E-Verify Specialist restarts EBI/Section 1 for the candidate to reenter correct SSN/Date of Birth and the flow becomes a normal New Hire case when there is no match found for SSN/Date of Birth.

Rehire to Rehire

This scenario occurs when the process goes into Rehire flow both before and after restart. First time when incorrect SSN/DOB is given, the data matches with the incorrect candidate and the process flow goes into Rehire case. When correction is made after restart, the given candidate's data may match the correct record and the process may again direct to Rehire Section 3.