Identifying SAP SuccessFactors Onboarding Compliance Forms

Objective

After completing this lesson, you will be able to identify the available compliance forms in SAP SuccessFactors Onboarding.

Compliance Forms

The Onboarding process flow is displayed with Compliance Tasks/Forms section highlighted.

Compliance forms are a critical part of any onboarding process, and SAP’s cloud-based compliance form solution makes it easy to manage them.

In SAP SuccessFactors Onboarding, compliance forms serve as a critical bridge between the recruitment phase and active employment. These forms ensure that every new hire meets the legal and regulatory requirements of their specific country or region while streamlining the collection of essential tax and personal data through an automated, digital workflow. Completing the compliance form is a step in the standard Onboarding process.

SAP SuccessFactors Onboarding currently supports compliance forms for six countries/regions: United Kingdom, Australia, Canada, the United States of America, New Zealand, and Spain. Every time one of these countries/regions’ governments updates the compliance forms that exist in SAP SuccessFactors Onboarding, SAP updates them on the system so that you don’t have to. 

Depending on employment requirements for compliance forms in these countries/regions, an administrator may have access to configure some of the compliance forms and other settings in the system. 

This lesson discusses the different compliance forms in SAP SuccessFactors Onboarding and how to enable them. However, you should have, or consult someone in your organization who has, the necessary understanding of your country/region’s employment process to identify which compliance forms to use and how to complete them. 

Note

SAP monitors the new versions of compliance forms published by different governments. SAP analyzes the impact and updates the forms accordingly. These changes are then pushed to your instance by a central service. 

This Onboarding Compliance Form Updates | SAP Help Portal page highlights compliance form updates and changes for SAP SuccessFactors Onboarding. 

Available Compliance Forms in SAP SuccessFactors Onboarding

Compliance forms help you collect the required data and adhere to government regulations for employment during the new hire onboarding process. 

Note

The compliance forms are assigned to the new hire based on the country/region and state that they will be working in. If their work location isn’t available, the system considers the country/region where the organization (or legal entity) is located. If neither the new hire nor the organization’s location is available, no forms will appear.

This video outlines the available compliance forms in SAP SuccessFactors Onboarding.

Video Summary

To view all the available compliance forms in SAP SuccessFactors Onboarding, in the Action Search bar, enter Compliance Settings to go to the Compliance Settings page. There is a list of countries/regions with compliance forms in the system. If you select a country/region, you can see the compliance forms relevant to that country/region. 

The following table outlines which forms are available for these countries/regions:   

Country/RegionAvailable Forms
Australia
  • Superannuation Standard choice form 
  • Tax file number declaration  
Canada
  • Personal Tax Credit Return Forms 
  • Quebec Source Deduction Form
India
  • Form 11
  • Form 26
New Zealand
  • KiwiSaver deduction form 
  • Tax code declaration
  • Tax rate notification for contractors
Spain
  • Impuesto sobre la Renta de las Personas Físicas 
United Kingdom
  • Starter Checklist
United States of America
  • USCIS Form I-9
  • E-Verify 
  • Federal From W-4 
  • Voluntary Self-Identification of Disability (
  • Voluntary Self-Identification of Veteran Status
  • Work Opportunity Tax Credit
  • State Withholding Forms. These can be further categorized as: 
    • Resident State Withholding 
    • Work State Withholding 
    • Wage Theft Prevention Act

Some of the compliance forms have different versions based on different factors, such as locations, like state or province, and language. To see the list of available compliance forms, refer to Compliance Forms for Onboarding | SAP Help Portal.

Note

Due to the legal compliance aspects of USCIS Form I-9, review the detailed functional features for your specific processes with your HR and legal team before enabling it in the production environment. 

Note

SAP SuccessFactors Onboarding allows organizations to create and configure custom compliance forms to meet specific legal or internal requirements beyond the standard provided content. These custom forms utilize PDF templates and data mapping to automate the collection of necessary electronic signatures and employee information during the onboarding process.

For more information, review Adding Custom Compliance Forms | SAP Help Portal

Summary

  • SAP SuccessFactors Onboarding supports compliance forms for six countries; SAP updates government form changes centrally.
  • Administrators enable and configure forms in Compliance Settings; forms assign based on new hire or organization work location.
  • Forms vary by state, province, and language; include tax declarations, retirement choices, work authorization, and disability self-identification.
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