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. When candidate enters data in Employee Biographic Information, a search is invoked to verify if there is any existing data for the candidate. Based on the search match result, the candidate 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,

When the candidate information is entered in the employee biographic activity, search is done on the existing active HR records to match the legal entity (Company/Business unit), SSN and date of birth.

If a match is found, the I-9 activities such as Section 1, Section 2 and E-Verify are skipped from the process.

Transfer outside Company/Business Unit

If the transfer is inter Company/Business Unit, the transaction is considered like a normal New Hire flow with all the I-9 activities.

When a search is done on the existing active HR status records to match the given candidate's legal entity(Company/Business unit), SSN and date of birth and if no match is found, the flow is considered as a regular New Hire flow.

Rehire

The onboarding process will be considered a rehire case when the candidate is terminated and hired again by the same organization within 3 years of the max Hire date.

When a search is done on the existing active HR status records to match with candidate's legal entity(Company/Business unit), SSN and date of birth 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 all the conditions match, process will be a rehire flow with only Section 3 activity in I-9. The onboarding process for rehire skips document detail (Section 2) and E-Verify activities. 

Even though the candidate's legal entity, SSN and date of birth matches with the previous active HR status record, the process may not go into rehire case if the rehire date exceed the 3 year limit from the max hire date or if the termination date doesn't exists from the previous hire.

Also, the switch might happen from Hire to Rehire, Rehire to Hire or Rehire to Rehire when the EBI is restarted because of wrong entry of SSN/Date of Birth. 

The three possible scenarios of rehire are explained as follows:

Hire to Rehire

Under this flow, the match doesn't happen for the first time when the SSN and Date of Birth are captured in EBI for the given candidate and searched against the existing HR records with active status. The process continues as a normal New Hire flow until the restart is initiated for the EBI activity. When the correction is made for SSN/DOB after EBI restart, the record finds a match and the process goes into rehire flow with only Section 3 activity.

Rehire to Hire

When the Rehire Section 3 activity is being worked by the I-9 Specialist, they can choose to switch to Hire instead of proceeding with Section 3. When this happens, the Section 2 will be in edit mode for the I-9 Specialist to update and attest the document information. In this case, the E-Verify activity is administered as mandatory on the rehire.

So whenever there is a situation to be switched from Rehire to Hire the process becomes a normal New Hire flow with the E-Verify process administered as compulsory. 

Let us take another Rehire to Hire scenario as an example where the candidate enters incorrect SSN/Date of Birth in the employee biographic information 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 can Restart the EBI for the candidate to reenter the correct SSN/Date of Birth and the flow becomes a normal New Hire case when there is no match found with 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.