Enabling E-Verify in SAP SuccessFactors Onboarding

Objective

After completing this lesson, you will be able to enable E-Verify in SAP SuccessFactors Onboarding.

E-Verify

E-Verify is an online system that helps employers in the United States remotely verify employment eligibility for all its newly hired employees. E-Verify checks identity and employment eligibility by electronically comparing the information on an employee’s Form I-9 with records from the following government agencies:

Social Security Administration (SSA)
Department of Homeland Security (DHS)
States that participate in the Records and Information from DMV for E-Verify (RIDE) Program
United States Citizenship and Immigration Services (USCIS)

SAP SuccessFactors Onboarding is integrated with the DHS E-Verify system, providing real-time verification within Onboarding. Each case is assigned a case verification number and case result. The employer monitors the case status and acts accordingly. Most cases receive an Employment Authorized status and are automatically closed.

If the Department of Homeland Security can’t confirm the new hire’s work authorization, then the new hire's case receives a Mismatch - Tentative Non-confirmation (TNC) status. These TNC cases will require additional actions to close the case.

Every case created in E-Verify receives a final case result before it’s closed, and every case must be closed.

The hiring manager or the Onboarding responsible user must submit an E-Verify request within three business days of the new hire accepting the employment offer, or the date the new hire starts to work for pay. If the case is not submitted within three business days the hiring manager or the Onboarding responsible user must provide a reason for the overdue case. This reason is saved for audit purposes.

However, before a case can be generated, you need to:

Create and define business rules to trigger E-Verify
Enable E-Verify

Note

To learn more about the E-Verify system of the US Government, visit the E-Verify government website. Home (e-verify.gov)

Create and Define Business Rules to Trigger E-Verify

Just like the US Form I-9, there needs to be a business rule to determine when SAP SuccessFactors Onboarding should generate an E-Verify case to submit to the US Department of Homeland Security’s E-Verify system. This might not be applicable to every new hire in the US, depending on several factors, such as where the company operates in the US.

The following steps outline how to create and define a business rule to trigger E-Verify.

Steps

In the Action Search bar, enter Configure Business Rules and select it from the search results to open the Business Rules Admin page.
To create a new business rule, select the plus sign (+).
Select the Onboarding scenario category.
Select the Trigger Compliance Forms scenario.
Complete the details for Rule Name, Rule ID, and Start Date.
In the Form Type field, select E-Verify.
Select Continue.
Define the If expression for the business rule.
Since this is a decision rule, there is no option to define a Then expression. For example: Compliance Process.User.Job Information.Company is equal to SAP_USA (SAP_USA).
Select Save.

Result

After the rule is created, the rule appears under Select E-Verify Enablement in the Compliance Settings page for E-Verify.

Enable E-Verify

Once you have finished creating and defining a business rule to trigger E-Verify, you need to enable E-Verify in SAP SuccessFactors Onboarding. Before you can do this, the following actions must be completed:

Enable the USCIS Form I-9.
Ensure the organization has been enrolled to the E-Verify system of US Department of Homeland Security. They should have a Memorandum of Understand (MOU) from DHS if they are enrolled.
Define a business rule for when to trigger an E-Verify case.
Identify a corporate representative who will manage the E-Verify cases. This can also be the hiring manager.

This video shows you how to enable E-Verify in the system.

The following steps provide an outline of the tasks demonstrated in the Enabling E-Verify in SAP SuccessFactors Onboarding video.

Steps

In the Action Search bar, enter Compliance Settings and select it from the search results.
Select United States.
Select E-Verify.
Add an E-Verify configuration from the E-Verify enrollment of the employer.
Select the account type.
Under Select E-Verify Enablement, select a business rule.
Optional: Configure a business rule to assign a Corporate Representative to the E-Verify task and then select the responsible group from the Corporate Representative dropdown.
Slide the toggle switch from OFF to ON for E-Verify.

Result

E-Verify cases will be generated and submitted to US E-Verify for new hires based on the defined business rule.

Create an E-Verify Case

An E-Verify case is created automatically when a Form I-9 Section 2 is submitted.

Consider the following defaults in Onboarding:

The Offer Date is the date the new hire accepts the employer's offer of employment.
The Start Date is the date the new hire starts working for pay.
The Offer Acceptance Date is the Hire Date in the Onboarding system.
The E-Verify Creation Date is the day the E-Verify activity is created.
- If the E-Verify Creation Date is before the Start Date, then the Hire Date is equal to the E-Verify Create Date.
- If the E-Verify Creation Date is greater than or equal to the Start Date, then the E-Verify Creation Date is equal to the Start Date.

Each case has a case verification number and a case result.

Initial Verification

The E-Verify initial verification process compares the new hire's Form I-9 information with records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS). The updated E-Verify case status appears next to the new hires name in the Onboarding Dashboard and any related to-do tasks are listed in the Compliance cards in the For You Today section on the home page.

The hiring manager or onboarding participant can check the new hire's case status by returning to the Onboarding Dashboard New Hire Details I-9 and E-Verify and find the E-Verify case status. If a case status requires action, an E-Verify to-do task is added to the Compliance card on the home page for managers or as an Onboarding Checklist task for new hires.

The E-Verify initial verification process compares the new hire's Form I-9 information with records from the Social Security Administration (SSA) and the Department of Homeland Security (DHS). The updated E-Verify case status will appear next to the new hire’s name in the Onboarding Dashboard, and any related tasks will be listed in the Compliance cards located in the For You Today section on the home page.

The hiring manager or onboarding participant can check the new hire's case status by returning to the Onboarding Dashboard > New Hire Details >I-9 and E-Verify to find the E-Verify case status. If a case status requires action, an E-Verify to-do task will be added to the Compliance card on the home page for managers, or as an Onboarding Checklist task for new hires.

Mismatch - Tentative Non-confirmation

This screenshot shows the options available for a Further Action Notice

When there's an information mismatch resulting in an E-Verify Tentative Non-confirmation (TNC) employment verification case result, the hiring manager receives a notification prompting them to notify the new hire about the TNC.

The manager can complete this process offline or online within the system. They can proceed with 3 options:

If the new hire's information is not correct, the hiring manager can cancel the compliance process, update the information, and create a new E-Verify case.
If the information is correct, the hiring manager can choose to use an offline method to resolve the case, according to corporate policies
If the information is correct, the hiring manager can the option to complete the FAN process within the Onboarding module. This will generate a series of tasks and/or emails to complete the process from with the Onboarding module.

For more details on the process, please review E-Verify Workflow | SAP Help Portal.

Restart the Compliance Process

The screenshot shows the Restart Compliance Process in Manage Data

You can restart the compliance process for new hires individually. This allows you to update changes in the compliance forms based on specific business requirements.

You can use the Restart Compliance Process option to address the following scenarios:

Update a new hire's data after completing the compliance process.
Include any compliance forms that weren't assigned when the compliance process was initiated.
Include new versions of the compliance forms after completing the compliance process.
Re-trigger the compliance process if an issue arises.
Trigger the compliance process if you missed triggering during the initial onboarding process.

The Restart Compliance Process does not support Form I-9. However, the Form I-9 compliance process can be restarted using the Restart Onboarding and Form I-9 Correct Data functions.

Note

The Restart Compliance Process option under Manage Data is different from the Restart Onboarding functionality available on the Onboarding Dashboard. You can use the Restart Compliance Process option to append data related to the compliance process of new hires while the onboarding process is still open. In contrast, the Restart Onboarding option is used if there is a change in new hire data before the candidate is hired.

For more information on the requirements and procedure for restarting the compliance process, review the help documentation: Restaring Compliance Process | SAP Help Portal.

Summary

E-Verify is an online system that helps employers in the United States remotely verify employment eligibility for all its newly hired employees.
Just like the US Form I-9, there needs to be a business rule to determine when SAP SuccessFactors Onboarding should generate an E-Verify case to submit to the US Department of Homeland Security’s E-Verify system.
An E-Verify case is created automatically when a Form I-9 Section 2 is submitted.
You can use the Restart Compliance Process option to address scenarios such as including new versions of the compliance forms after completing the compliance process and re-triggering the compliance process if an issue arises.

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