This article describes an alternative for customers using the SuccessFactors Onboarding Form I-9 process and have Onboardees that do not have a Social Security Number at the time of hire. 

Important Note: the customer and implementation team need to evaluate the downstream impacts on other systems (payroll for example). Please ensure that extensive testing is executed after changes are made to ensure that all data is still collected and transferred properly.

Configuration

First, on the nationalIdCard portlet, activate the isTemporary and temporary-id fields. In the screenshot below the field isTemporary has been relabeled to indicate that it is utilized for USA only, but this is optional.  The label could remain the default or could include additional verbiage clarify if it should only be used for certain countries.

Second, if the customer has hires outside of the USA and does not want these fields to be editable, you can add the following business rule to hide the input fields. This rule could also be updated to include more countries than just the USA if a customer needs this functionality for hires outside of the USA.

Note: This can be skipped if your customer needs this ability for a temporary id in every country in which they hire employees.

Add the rule below to require an entry in the National ID portlet.

Note: You could add an additional condition for the country and only require an entry in the portlet for the USA, for example.  

Add the rule to the nationalIdCard portlet. The rule should be an onChange rule added to the Country field in the National ID portlet.

Process

For an Onboardee who does not yet have a Social Security Number (SSN), the following steps apply during the Provide Personal Data task in Onboarding:

• Navigate to the National ID section within the Provide Personal Data step of the onboarding task.
• Choose the relevant national ID type that corresponds to an alien authorized to work (e.g., an alien registration number or equivalent identifier).
• In the Temporary ID field, enter the temporary identification number being used in lieu of an SSN or leave it blank.
• Mark the isTemporary field as Yes, indicating that the ID entered is not a permanent SSN but a placeholder.
• Fill in any other required fields in the National ID portlet as applicable.
• Save and submit the Provide Personal Data step to proceed through the onboarding workflow.

Due to the rule described above (SFCC_ONB_HideSSNField), when a country other than the United States is selected, the input fields for the Temporary ID fields are inactivated. 

However, if “United States” is selected AND Temporary ID? Is set to “Yes” then the Onboardee is not required to enter a National ID nor a Temporary ID. 

Once the Provide Personal Data step is completed, the I-9 task is activated and can be completed without a Social Security Number. 

After the Onboardee has completed onboarding with a temporary ID AND the I-9 Section 2 task has been completed by the Corporate Representative, the following process applies when the SSN is eventually obtained:

• Upon receipt of their SSN from the Social Security Administration, the update process is initiated — either by the Onboardee, HR, or an administrator depending on your organization's configuration.
• Access the National ID portlet in the employee's profile (via the Employee Profile or the relevant Complete Form I-9 Section 1 Awaiting SSN task). 

 

The instructions below are for Employee to update their SSN via Onboarding Complete Form I-9 Section 1 Awaiting SSN task:

• Replace or supplement the temporary ID entry with the actual SSN in the appropriate National ID field.
• Change the isTemporary field (labeled USA only – Temporary ID?) from Yes to No, indicating that the ID is now a permanent, verified SSN.
• Depending on your system configuration, the temporary ID entry may need to be removed or marked as inactive to avoid duplicating National ID records.
• Save the updated National ID record to ensure the employee's profile reflects the updated SSN.

Note: Alternatively, the SSN could also be updated by the Hiring Manager, or any other role with access to the employee profile and the National ID portlet. The same steps above apply but would be accessed directly from the People Profile.

The Complete e-Signature on Compliance Forms task will activate and show the updated SSN on the form.

Finally, the I-9 section 2 will trigger, upon completion of the signature on the updated I-9 Section 1 with the updated SSN. Once the I-9 section 2 is completed and signed, the E-Verify process will trigger.

Note: E-Verify does have timing requirements for its Cases, but in the event a case is submitted to E-Verify later than the nominal timeframe, the “Awaiting Social Security Number” reason can always be granted as a valid reason for its delay.

In conclusion, you can use the isTemporary and temporary-id fields to drive existing USA Compliance functionality to account for hires to do not have a Social Security Number at the time of hire. This allows for completion of the appropriate Compliance forms while waiting to complete the I-9 section 2 until the Social Security Number is supplied.

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