2945703 - [COVID-19] Processes for SuccessFactors Onboarding 1.0

On March 20, 2020, the Department of Homeland Security (DHS) announced it will exercise discretion to defer the physical presence requirements associated with Employment Eligibility Verification (Form I-9), under Section 274A of the Immigration and Nationality Act (INA). This announcement is the DHS response to precautions being implemented by employers and employees, related to physical proximity limitations associated with COVID-19.

Employers with employees taking physical proximity precautions, due to COVID-19, will not be required to review the employee’s identity and employment authorization documents in the employee’s physical presence; however, employers must inspect the Section 2 documents remotely (for example, over video link, fax, or email, etc.) and obtain, inspect, and retain copies of the documents, within three business days.

Once normal operations resume, all employees who were onboarded using remote verification, must report to their employer within three business days for in-person verification of identity and employment eligibility documentation for Form I-9, Employment Eligibility Verification. Once the documents have been physically inspected, the employer should add “documents physically examined” with the date of inspection to the Section 2 additional information field on the Form I-9.

Note: Please refer to the full guidance HERE.

As part of our response to the COVID-19 scenario, since June 19th the Onboarding application provides new functionality to help employers initiate physical verification after the national emergency has ended. The patch process will include the following:

• Employees who didn’t complete physical verification will be notified through emails and asked to bring their original documents for verification once the emergency has ended.
• Hiring managers/Corporate representatives will receive email reminders prompting them to complete the physical inspection.
• The employees/new hires will move to the work queue depending on whether Physical deferred.
• Hiring managers/Corporate representatives will be able to use the COVID-19 searchable filters to view the candidates in the work queue so they can take necessary actions.
• The reporting of I9_Covid19_PhysicalInspection

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

SAP SuccessFactors Onboarding 1.0

Known Issues Related to New Functionality

1. "I9 feature" is not turned on; however, new processes are visible in the Onboarding dashboard

• This is the default settings for standard onboarding processes; however, there are customers who did not opt for I9 feature.
• When working on the new requirement for COVID-19, this process was enabled for your company by mistake. The processe can be disabled via the Super Admin site.
• If you don’t have permissions, please reach out to your Implementation Partner, or open an case with the ONB support team for assistance.
   

2. Garbled Process Names

• This issue has been resolved. If you still see incorrect symbols, please open an case with the ONB support team.

3. The new process cannot be completed, because of Start Date validation popup:

• Validation can be disabled via the Super Admin site. Please reach out to your Implementation Partner, or open an case with the ONB support team.
   

4. Extension of COVID-19 i9 verification due date for 30 more days based on new information from DHS

• The default date is June 19th. To extend this date to July 19th, please open an case with the ONB support team.
• DHS provides three business days for physical inspection. The Due Date in the work queue will be July 19 + three business days.

Note: The Due Date in the work queue for existing activities will not be recalculated automatically. If you would like to change the display in the work queue, please mention it via the support case.

5. Notifications Information

• Two notifications are sent when activity is created in the new process. One notification for candidate and the second notification for assignee.
• These notifications do not have reminders and will not be automatically resend if due date is changed.
   

6. Duplicate Activities

• This is a known issue. The Engineering Team is working to fix this problem at the earliest.
• As a workaround, duplicate activities can be deleted from the work queue or via the Settings > Manage Employees tab.
• To stop creating duplicate activities for existing candidates please open an case with the ONB support team.
   

7. New process cannot be passed because of validation for expiration date for document:

• This is a known issue. The Engineering Team is working to fix this problem at the earliest.
• Please open an case with the ONB support team who can provide process updates.
• As a workaround, request support change the value of the key "I9ListBDocTitleNum" to zero "0" in the backend as this should resolve the issue.

• DHS announces flexibility in requirements related to Form I-9 compliance
• KB article 2943097 - [COVID-19] Data keys to report when I-9 Physical Inspection is completed - Onboarding 1.0

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