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 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 the eligibility type.
If a match is found, the previously completed I-9 is considered for this process.
| Onboarding Process when a candidate is transferred within the Company/Business Unit |
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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.
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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.
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. For more details, please refer to Rehires section.