Enabling and Configuring Available Compliance Forms

Objective

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

Role-Based Permissions for Compliance Settings, Forms, and Data

For onboarding participants, such as hiring managers, recruiters, or HR, you need to assign permissions for them to access compliance data or monitor the completion of the compliance forms.

For a complete reference of these permissions, refer to the implementation guide on SAP Help Portal. The compliance forms permissions are listed as part of the Role-Based Permissions for Onboarding and Offboarding Tasks | SAP Help Portal.

The administrator is responsible for managing the compliance settings for the company and can modify the setup of the compliance settings in the system. This is an important role because certain compliance forms have additional settings to configure. For a complete reference of these permissions, see the Role-Based Permissions for Administrators in Onboarding and Offboarding | SAP Help Portal section.

These compliance forms permissions have also been covered in one of the previous units of this course, Assigning Role-Based Permissions in SAP SuccessFactors Onboarding, which focused on Onboarding permissions.

Assign Compliance Configuration Settings to the Onboarding Administrator

An organization can choose to enable, disable, and modify compliance forms behavior as needed. To do so, an identified administrator needs the necessary permissions.

Business Example

The organization wants the Onboarding administrator to have full access to the compliance configuration settings. This will allow the admin to change the different compliance feature settings relevant to the company's onboarding processes.

In this exercise, you will assign all permissions to the Onboarding administrator so that they have access to the compliance settings. 

Steps

  1. Navigate to Manage Permission Roles using Action Search. 

  2. Select Edit action on your Onboarding Admin role.

  3. Choose Next to navigate to Add Permission step.

  4. Navigate to Administrator Permissions and select Onboarding or Offboarding Admin Object Permissions.

  5. Verify the Select All is enabled, which includes the following permissions related to compliance forms:

    • AustraliaSuperannuationConfig
    • Compliance Bundle
    • ComplianceConfiguration
    • ComplianceFormGlobalMetadata
    • ComplianceFormMetadataUpgradeDetail
    • ComplianceFormUploadMetadata
    • ComplianceMetadataSyncDetail
    • ComplianceMetadataUpgradeDetail
    • EverifyConfig
    • FieldMetaOverrideConfiguration

  6. Select Next and Save to update the role.

  7. Return to Manage Permission Roles.

Result

You have now provided permissions to the Onboarding administrator for configuring compliance features in the system. 

Compliance Settings

Compliance forms in Onboarding are preconfigured, but they first need to be enabled in the Admin Center. Most of these settings are maintained by SAP. Depending on country/region-specific compliance requirements, further configurations are available, such as:

  • Superannuation Standard Choice form (Australia)
  • I-9 Form of the U.S.A.
  • E-Verify of the U.S.A.

Note

If the Compliance Settings do not show all the available compliance forms, there might be a missing job in Provisioning. Customers can submit a request for the job, Onboarding Compliance Metadata Sync Job, to be created in Provisioning. 

Enable Compliance Forms

The process for enabling compliance forms in the SAP SuccessFactors Onboarding depends on the type of compliance form you are using. For example, if you are enabling a configurable form, this process is different to enabling a non-configurable form.

This video goes over the general process for enabling these different types of compliance forms, using Australian compliance forms as an example. Remember that you, or whoever is enabling these forms, should be familiar with these compliance forms.   

The following steps provide an outline of the task demonstrated in the Enabling the Australia Compliance Forms video. 

Steps

  1. Navigate to Compliance Settings using Action Search. 

  2. Select Australia.

  3. For Tax file number declaration form, switch the button to ON. 

  4. To show the settings in the form, select the Superannuation Standard choice form. 

  5. Select Add New Configuration.

  6. Select Save.

Result

The Tax file number declaration and Superannuation Standard choice form are now enabled and all new hires from Australia will complete these forms.

United States of America Compliance Forms

In SAP SuccessFactors Onboarding, the compliance features for the USA are configurable since the employment requirements in the US have very specific procedures.

In addition to this, there are a lot of employment process differences between states. Employers who have employees working in the US must understand these complexities to be compliant with the country/region’s employment process.

There are six compliance forms available in SAP SuccessFactors Onboarding for the United States of America employment process:    

  1. US W4
  2. USA State Withholding Forms 
  3. Voluntary Self-Identification of Disability
  4. Notice of Pay Rate - Wage Theft Prevention Act
  5. The Work Opportunity Tax Credit (WOTC)
  6. US I-9  

US Compliance Forms

US Compliance FormTypeDescription
  • US W4
  • Voluntary Self-Identification of Disability
  • Notice of Pay Rate - Wage Theft Prevention Act
Non-configurableThese can be enabled or disabled where applicable to the organization. 
  • USA State Withholding Forms
  • The Work Opportunity Tax Credit
  • US I-9
ConfigurableThese are configurable forms but with limitations. Configurations are limited to only certain scenarios allowed for employment process as dictated by the US government.

The US Form I-9 is required for all US new hires and can be configured. There could be several conditions for when an organization will need the Form I-9 to trigger for a new hire, as they could choose to manage this outside of the SAP SuccessFactors HCM.

The Compliance Settings page is displayed.

Note

New hires can be required to upload documents for the completion of Section 1 of the US Form I-9 by enabling this feature when enabling the US Form I-9. Otherwise, the corporate representative will be responsible in uploading new hire documents when completing Section 2 of the US Form I-9.

Note

Employer Signatures are supported for certain US compliance forms:

  • Arizona Employee Withholding Exemption Certificate
  • Employee’s Idaho Military Spouse Withholding Exemption Certificate
  • Work Opportunity Tax Credit

The available responsible users for employer signatures are as follows:

  • Manager
  • Custom Manager
  • HR Manager
  • Matrix Manager
  • Second Manager

Create and Define a Business Rule for Triggering Form I-9

This video shows you how to define a business rule that will trigger US Form I-9 in the new hire onboarding process.  

The following steps provide an outline of the task demonstrated in the Creating and Define a Business Rule for Triggering Form I-9 video. 

Steps

  1. In the Action Search, enter Configure Business Rules to open the Business Rules Admin page. 

  2. To create a new business rule, select the plus sign.

  3. Select the Onboarding scenario category. 

  4. Select the Trigger Compliance Forms scenario. 

  5. Complete the details for Rule Name, Rule ID, and Start Date.

  6. In the Form Type field, select Form I-9, and then select Continue. 

  7. 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). 

  8. To finish creating the business rule, select Save. 

Result

After the rule is created, the rule appears under Select I-9 Enablement in Compliance Settings for US_I9.

Create and Define a Business Rule for Selecting a Corporate Representative for Completing Section 2 and 3 of the Form I-9

There are three sections on the US Form I-9 that need to be completed. Section 1 can only be completed by the new hire. Sections 2 and 3 can only be completed by a corporate representative.  

To get the corporate representative to fill in these sections, you first need to create a Responsible Group and identify who can be assigned this task. Once you create the Responsible Group, configure a business rule to that responsible group and assign the Form I-9 task, including the required signatures. 

Note

If a task is not assigned to a new hire, then the hiring manager owns that task. Therefore, the task of completing Sections 2 and 3 in Form I-9 will be assigned to them.

Business Example

The organization identified one of their HR managers (Connie Butler) as their US corporate representative. She will be responsible for managing Form I-9 and E-Verify for all new hires in the US.

In this exercise, you will create a Responsible Group to identify Connie Butler and define a business rule that will assign her as the US corporate representative for Form I-9.

Steps

  1. Navigate to Onboarding General Settings using Action Search. 

  2. Select + New Responsible Group. 

  3. For the ID, enter USCORPREP and, for the Group Name, enter US Corporate Representative. 

  4. Under Users, enter Connie Butler and select her name from search results.

  5. To save the new responsible group, select Submit. 

  6. Navigate to Configure Business Rules using Action Search. 

  7. To create a new business rule, select the sign (+) sign .

  8. Expand the Onboarding scenario category. 

  9. Select the Assign Compliance Corporate Representative scenario. 

  10. Complete the details for Rule Name, Rule ID, and Start Date. 

    Rule NameONB_CompCorpRep
    Rule IDONB_CompCorpRep
    Start Date01/01/1900

  11. Select Continue.

  12. Define the If expression for the business rule. Compliance Corporate Representative Rule Model → Compliance Process → User → Job Information → Company = ACE USA.

  13. Select your Then criteria: Set Compliance Corporate Representative Rule Model → Corporate Representative Group = US Corporate Representative.

    Select the If/Then business rule you want to create.

  14. Select Save.

Result

A US Corporate Representative who will complete Section 2 and 3 of the US Form I-9 has been assigned.

Enable the US Form I-9

Business Example

The organization has identified a US corporate representative, and the US Form I-9 will be required for all their new hires in the US.  

In this exercise, you will enable the US Form I-9. 

Steps

  1. Navigate to Compliance Settings using Action Search.

  2. For the country/region, select United States. 

  3. Expand the US_I9 option. 

  4. Choose Define Business Rules.

  5. To create a new business rule, select the sign (+) sign.

  6. Expand the Onboarding scenario category.

  7. Select the Trigger Compliance Forms scenario.

  8. Complete the details for Rule Name, Rule ID, and Start Date.

    Rule NameONB_Comp_I9
    Rule IDONB_Comp_I9
    Start Date01/01/1900
    Form TypeONB2COMPLIANCE_RULE_FORM_TYPE_US_I_9

  9. Select Continue.

  10. Define the If expression for the business rule. Onboarding Process > User >Job Information > Company = ACE USA.

    Example of a US I9 Selection Business Rule

  11. Save the rule.

  12. Select the Black Dot to the left of the Name of the rule to assign the rule.

  13. Select Assign Rule.

  14. Click the link to navigate back to Compliance Settings.

  15. In the US_I9 configuration, Assign the ONB_Comp_I9 rule to the Select I9 Enablement.

  16. Select a the business rule from the previous exercise (ONB_CompCorpRep) for Select Corporate Representative to authorize a Compliance Corporate Representative to sign the Form I-9. 

  17. Select and slide the switch to turn US_I9 to the ON position to enable it. Confirm the question (yes) to enable it.

    Note

    If you receive an error enabling the form, you can ignore it. This does not need to be configured for future exercises. This will not save without Print Form Services being enabled.

Result

 The US Form I-9 is enabled for all new hires in the US.  

Note

If you review your configuration, the US_I9 will not stay enabled due to the configuration of the training instance.

Summary

  • Assign role-based permissions so administrators and onboarding staff can access, configure, and monitor compliance forms.
  • Enable and configure country compliance forms in Compliance Settings; request provisioning job if forms do not appear.
  • Restart the compliance process to update assignments, add new versions, or re-trigger forms; use a separate restart for I-9.

Learning

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