Complete Restarted Activities
- SriGowri Aspari
Users with HR Admin, I-9 Specialist, or E-Verify Specialist roles can restart activities in the New Hire onboarding process, such as Employee Biographic Information or I-9 Section 1, if they identify data that needs correction. When an admin initiates a restart, the selected activity is reopened for the New Hire to update the previously entered information and resubmit it to the HR Admin for review and further processing.
How to complete the Employee Biographic Information activity after restart?
When Employee Biographic Information is restarted, you will receive a notification about this via an email.
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When you log in into the system, the Biographic Information, I-9 Section 1, and Submit to HR activities will appear as pending under "Outstanding Tasks" on the homepage. By clicking on the "Biographic Information" link, you can access and complete the Employee Biographic Information activity.
| New Hire's Home page |
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A sample Biographic Information page is shown below. After completing the Employee Biographic Information and Section 1, you can submit the changes to HR admin for verification. This is how a restart EBI flow works when no changes are made to the home state in the address information.
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If home or residence state is modified, there will be an impact on the downstream activities. Based on the modified residence state, you must redo the tax forms and other payroll activities before submitting the onboarding information to HR.
Note: If the residence state is changed from a taxable state to another taxable state, the tax forms must be redone. However, if a non-taxable residence state is changed to another non-taxable state, there is no need to redo the tax forms. If a non-taxable state is changed to a taxable state, you must redo the tax forms. The chart below outlines the different combinations of these scenarios:
| Work state | Previous residence state | Changed residence state | Will restart tax forms? |
|---|---|---|---|
| Taxable | Taxable | Taxable | Yes |
| Taxable | Non Taxable | Taxable | Yes |
| Taxable | Non Taxable | Non Taxable | No |
| Non Taxable | Non Taxable | Non Taxable | No |
| Non Taxable | Non Taxable | Taxable | Yes |
| Non Taxable | Taxable | Non Taxable | Yes |
| Taxable | Non Taxable | Same Taxable state | No |
Consider an example of changing the taxable home state "California" to another taxable state "Illinois".
| Home Address on EBI Page |
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Before modifying the address take a look at the downstream activities under Payroll and Taxes. The tax forms are not opened and not editable.
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Click the "Edit" button to change the address.
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When the new address is entered and the "OK" button is clicked at the bottom of the page, the following message will be displayed if there is an impact on the tax forms.
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Click 'OK' on the message to continue. If you need to return to the Home Address page to edit the address details again, click "Cancel".
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The new address populates on the Employee Biographic Information page. Click the "Save" button at the bottom of the page to save the address changes.
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After completing the Employee Biographic Information, the process will move to the Section 1 activity under the Payroll and Taxes section. At this point, the tax forms will be editable but remain in hold status.
Once Section 1 is completed, the other activities, including the tax forms under the Payroll and Taxes section, will become available for editing and completion.
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Make changes in Section 1 as necessary, acknowledge and electronically sign. For more details on completing Section 1, please click here.
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After completing Section 1, the process moves to Pay Check Preferences. Complete this activity and proceed to tax forms.
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The Federal and the State tax forms will be available for editing and completion. Complete all forms under Payroll and Taxes and then submit the data to HR admin for verification and further processing.
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| Submit to HR |
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How to complete the I-9 Section 1 activity after restart?
When Section 1 is restarted, you will receive a notification about this via an email.
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When you log in into the system, the I-9 Section 1, and Submit to HR activities will appear as pending under "Outstanding Tasks" on the homepage. By clicking on the "I-9 Section 1" link, you can access and complete the Section 1 activity.
| New Hire's Home page |
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When Section 1 opens, the previously entered data will be available for editing. The New Hire can make changes as necessary, acknowledge and electronically sign the activity. For more details on completing Section 1, please click here.
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After completing Section 1, the process will move to the Submit to HR activity, allowing the New Hire to review and submit their onboarding information to the I-9 Specialist for review. Once the Submit to HR activity is finished, the New Hire's onboarding is complete, and the process will proceed to the admin tasks.
| Submit to HR |
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Can you edit the preparer/translator section in the restarted Section 1 activity?
The preparers/translators added in the prior process cannot be edited when the Section 1 activity is restarted; the preparer section will remain in read-only mode during the restarted process. If preparer assistance is needed, you can invite a preparer/translator and assign them the Section 1 activity.
Below is an example of a restarted Section 1 activity:
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If a new preparer has to be invited, use the "Invite New Preparer" button.
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Use "Add Preparer" option if preparers are already invited in Section 1. This will add a designated section for the newly added preparer.
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For more details on inviting preparers/translators and adding them in Section 1, please click here.
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