The UKG Pro® Onboarding solution has been updated with new enhancements that will keep you compliant and help provide the best possible experience for your employees. Highlighted below are the updates applied to UKG Pro® Onboarding in the December 2023 release.
Authorized I-9 Reviewer
Onboarding owners can designate an employee as an authorized reviewer to complete the Form I-9 tasks associated with an assigned new hire who is in any status other than Initial Review.
This feature is delivered On but will require an administrator to confirm the My Onboarding link in UKG Pro is enabled and to review the notification tasks in Onboarding.
From the Actions column on the New Hires List pages (New Hires In Progress, Completed New Hires, 3-Day Deadline, Reverification, and Welcome Aboard), an onboarding owner will select Assign Authorized I-9 Reviewer for the new hire. An Assigned Authorized I-9 Reviewer pop-up window allows them to select any employee who is active in UKG Pro if they are not already an onboarding owner. On the New Hires List pages, a person icon appears in the Start Date column if an authorized I-9 reviewer has been assigned to the new hire.
A new system-delivered notification, Assign Authorized I-9 Reviewer, is sent to the authorized reviewer’s email address. The I-9 Correction Completed notification is now two notifications:
- I-9 Correction Completed – Onboarding Owner
- I-9 Correction Completed – Authorized Reviewer
For employees who have been assigned as authorized I-9 reviewers, there are two scenarios:
- Employee selects the My Onboarding link from UKG Pro. On the Onboarding Welcome Aboard page, an Assigned I-9 Tasks section shows the number of assigned tasks. The reviewers will select Go to I-9 Tasks to go to the list of tasks assigned to them.
- Employee, who was hired without using Onboarding, selects the My Onboarding link from UKG Pro and is taken directly to the Assigned I-9 Tasks page.
Enhancement to Edit New Hire Feature
Onboarding owners can now select to edit a new hire’s start date without sending them back to Initial Review status. If Start Date Change is selected at the Reason to Edit field on the Edit New Hire pop-up window, a new Keep This New Hire in Their Current Status option is automatically checked; also, a new button, Yes, Keep in Current Status, appears at the bottom of the window to save your selections. A warning message states that any previously generated documents that include the start date will not be updated to reflect the new start date, including the Form I-9 Section 2 for US new hires.
If you remove the checkmark from the Keep This New Hire in Their Current Status option, then the button at the bottom of the pop-up window changes to Yes, Send to Initial Review, and you will need to relaunch the new hire.
Please reach out to the HCM Service Team with any questions on the new December 2023 updates to UKG Pro Onboarding at hcmservice@plansource.com or 407-447-3837.
