What sections are included in the Employee Information and how to complete them?

The Employee Information activity includes sections for entering personal details, National ID, driver's license information, emergency contacts, and an indication of company benefits enrollment.

When you access this activity, certain personal information fields, such as First Name, Last Name, Phone Numbers, Email, and Home Address may already be populated based on the data provided during the invitation creation process. You can update these pre-filled values if needed and complete any fields that remain blank. Fields marked with an asterisk (*) are mandatory.

Note:
When updating legal name, registered phone number, or home address, proceed with caution as these details will carry through to downstream activities, including tax forms and Form I-9 Section 1. 

For guidance on how to enter or update data in each section, click the respective section links - Name/Preferred Name, Personal Details, Phone Numbers, Email, Home and Mailing Addresses, National ID, Driver's License Information, Emergency Contacts, Benefit Elections.

A sample Employee Information page is provided below:

After entering all the details, save them by clicking the "Save" button.

How to upload documents in Employee Information?

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

On the Upload Documents page, click the "Upload" button.

Click "Choose File" and select the file from your local computer.

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

Once the file attached choose the relevant attachment category.

Note: To avoid issues when uploading large images in Employee Information, the system automatically compresses images that exceed 1.5 MB. Images in "png" format or those under 1.5 MB do not require compression.

For images larger than 1.5 MB in "jpg," "jpeg," "gif," or "bmp" formats, compression will be applied upon uploading as attachments. When images are uploaded, the compressed file sizes will be displayed below the corresponding image file names.

Once you have finished uploading documents, click the "Return" button to navigate back to the Employee Information page and save the details.

If documents are attached the "Upload Documents" gadget will have an indicator as shown below. 

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

If these attachments are to be modified, edit the Employee Information activity. This activity can be edited until the "Submit to HR" activity is completed. 

When the activity opens in edit mode, click the "Upload Documents" gadget located at the bottom right corner of the page.

Add or delete the attachments as needed, return to the Employee Information page and save the details.

How to download attachments uploaded in Employee Information?

The attachments uploaded in the Employee Information activity can be downloaded via the process viewer page. To access the process viewer, click the 'View' link under the Process Snapshot section.

The link will open the process viewer page as shown below. Click the 'Download' icon next to the Biographic Information activity.

Select 'Download Attachments' option.

The zip file containing the attachments will be downloaded to your local computer. Click on the zip file and open attachments.

Another option is to use the 'Download' button located at the top of the process viewer. This will download all documents attached or uploaded in the process, including uploads from Employee Information.

How to download signed forms from the activity page?

To download the signed forms after completing the activity, click the "Download Signed Forms" icon located at the bottom right corner of the page.

A sample form downloaded is shown below.

Can New Hires edit their information after completing the Employee Information activity?

Yes, New Hires can edit their biographic information after completing the Employee Information activity, but only until the onboarding information is submitted to HR. Once the "Submit to HR" activity is completed, the Edit option will no longer be available.

To make changes before submission, click the Edit button at the bottom of the activity. This option remains available until the "Submit to HR" action is completed.

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

Edit the values as necessary. All fields are validated and corresponding error messages are displayed if invalid values are entered.

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 the "Show" option present next to their values. However, you can edit them only when the values are masked.

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

Note: If the residence state changes from one taxable state to another taxable state, the New Hire must redo the tax forms. If the residence state changes from one non-taxable state to another non-taxable state, the New Hire does not need to redo the tax forms. However, if the residence state changes from a non-taxable state to a taxable state, the New Hire must complete the tax forms.

The various combinations of these scenarios are outlined in the chart below:

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 Employee Information. 

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

Enter the new address details and 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 activity page. Click 'Save' button after making all the changes.

The process will then navigate to the Section 1 activity under the Payroll and Taxes section. The tax forms will remain in hold status until Section 1 is completed.

Once Section 1 is finished, the other activities, including the tax forms under Payroll and Taxes, will become available for editing.

In Section 1, acknowledge and complete I-9 Section 1.

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

The tax forms open up in edit mode. All the tax forms must be completed before submitting the data to HR. For more details on completing activities under Payroll and Taxes, please click here. Once all the changes are done, you may proceed to completing the Submit to HR activity. 

What are the options for restarting the Employee Information activity after the Submit to HR activity is completed?

Once onboarding information is submitted through the Submit to HR activity, New Hires can no longer update their biographic details. If the information is to be edited, the HR Specialist can restart the Employee Biographic Information activity or restart the process through Invitation Console actions. These options remains available until the Send Candidate Data to HR activity is completed. Click here to learn how HR Specialists can restart the activity.

After this point, the activity can be restarted only in specific scenarios:

• During Section 2, the I-9 Specialist can initiate a restart. Click here for instructions on restarting from Section 2.

• After Section 2 is completed, the E-Verify Specialist can restart it if the case reaches an Unconfirmed Data status. Click here for instructions on restarting from E-Verify.