Enabling and Configuring Available Compliance Forms

Objectives

After completing this lesson, you will be able to:
  • Enable the available compliance forms in SAP SuccessFactors Onboarding
  • Enable E-Verify in SAP SuccessFactors Onboarding

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. 

How to 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

How to 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. In the Action Search bar, enter Onboarding General Settings and select it in Search results. 

  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. Return to Action Search and enter Business Rules Admin and select it from the search results. 

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

  8. Select the Onboarding scenario category. 

  9. Select the Assign Compliance Corporate Representative scenario. 

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

  11. Select Continue.

  12. Define the If expression for the business rule. 

    You need to identify that this is for the USCIS Form I-9, which means that this expression will be similar to the trigger business rule If expression of Form I-9. For example: Compliance Corporate Representative Rule Model.Compliance Process.User.Job Information.Company is equal to SAP_USA (SAP_USA). 

  13. Select your Then criteria.

    1. Select the Pencil icon.

    2. Select Corporate Representative Group. 

    3. Select your created Responsible Group for the to be equal to Value. 

  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. In the Action Search bar, enter Compliance Settings and select it from the search results

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

  3. Expand the US_I9 option. 

  4. To trigger the Form I-9 for the new hire, select business rule. 

  5. Configure a business rule to assign a Responsible Group to the Form I-9 signature task. 

  6. Select a business rule to authorize a Compliance Corporate Representative to sign the Form I-9. 

  7. Select and slide the switch to turn US_I9 to the ON position to enable it. 

Result

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

E-Verify

In the United States, employers must verify the identity and employment eligibility of all new hires by getting the new hire to fill out US Form I-9. A US employer must verify the information provided on the US Form I-9, as well as any additional supporting documents.   

In some cases, additional verification is required and can be done electronically through the E-Verify system of the US Department of Homeland Security (DHS). 

The verification is done by matching information provided by the new hires on the Form I-9 against the information available to the Social Security Administration (SSA) and the DHS. 

Note

The E-Verify feature in Onboarding also supports federal contractors who may already be working for the organization or are new hires.

The E-Verify feature in SAP SuccessFactors Onboarding generates a case containing the information in the Form I-9, which is then automatically sent to the E-Verify system of the US DHS.  

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

  1. In the Action Search bar, enter Configure Business Rules and select it from the search results 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 E-Verify.

  7. Select Continue.

  8. 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).

  9. Select Save.

Result

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

How to 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

  1. In the Action Search bar, enter Compliance Settings and select it from the search results. 

  2. Select United States. 

  3. Select E-Verify.

  4. Add an E-Verify configuration from the E-Verify enrollment of the employer.

  5. Select the account type. 

  6. Under Select E-Verify Enablement, select a business rule.

  7. 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. 

  8. 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.

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