Employee: Personal | Compliance

The Compliance Tab is located under the Personal section in the Employee section The tab is home to a variety of data related to the employee's employment within an organization. This includes various information the employer has collected as part of the hiring process. Periodically, employers must provide documentation to various government agencies to prove they are following various guidelines in the hiring process. The information on this tab is critical to that process.

Using the Compliance Tab

When creating a new employee in the system, some of the data entered in that process is used to populate the Compliance Tab. The amount of data entered varies from company to company and by the methods used to add a new employee. Employees can be added using the RPO Onboarding system or by using the New Hire Wizard. The configuration of each of these items determines how much data is applied to the Compliance Tab.

The Compliance Tab is divided into several sections that organize the data by like category. All fields except Tax Form are optional from a software requirement.

Work Authorization Section

Typically used with employees working on Visas.

Field Name	Information
Citizenship Status	Enter citizenship information
Work Authorization Document Number	Work Authorization Document Number
Visa Type	Use the provided Drop List to select the appropriate Visa Type
Authorized Until	Expiration Date of the Visa
Passport Country of Issuance	Use the Drop List to assign the issuing country

Tax Form Information

Used to varying degrees with every employee.

Field Name	Information
Tax Form	Tax Form is typically selected when adding the employee to the system. Each choice controls the tax setup of the employee. Tax Form can only be changed if the employee has no payroll history. Changing the Tax Form Type after the initial employee creation can cause issues. Exercise caution.
Distribution Codes	Used specifically with Tax Form 1099-R
Retirement Plan	If an employee contributes to a Retirement Plan, the system will automatically check this box on Form W2.

Manually check this box if the employer provided a retirement plan and the employee is eligible to participate.

Typical retirement plans are:

1. A simplified employee pension (SEP) plan described in section 408(k).

2. A SIMPLE retirement account described in section 408(p).

3. A trust described in section 501(c)(18).

4.

A plan for federal, state, or local government employees or by an agency or instrumentality thereof (other than a section 457(b) plan).

Field Name	Information
Statutory Employee	Check this box for statutory employees whose earnings are subject to social security and Medicare taxes but not subject to federal income tax withholding.
Deceased	Individual is deceased
Deferred Comp	Individual receives Deferred Comp
Seasonal	Marks W2 as Seasonal

I9 Verification Section

Use this section to record various I-9 Information

Field Name	Information
I-9 Verified	Check if I-9 has been verified.
Date Verified	Date I-9 was reverified.
I-9 Expiration Date	Date I-9 Form expires.
Forms Received	Free form text field to record form types received from employee.
Notes	Free form text field used to record additional information regarding the I9.

SSN Verification Section

Use this section to record information regarding the verification of the employee's Social Security Number.

Field Name	Information
SSN	Displays employee SSN from the Demographics tab.
Date Verified	Enter the Date where the SSN was manually verified.
Notes	Free From text field used to record additional information about the verification.

The company must subscribe to the Employment Verification Service (EVS) under Master Company Setup > Services in order for the following fields to be automatically populated.

EVS Date : The SSN Verification date obtained by using the EVS Service

Result : Code reported by the EVS Service

For information about the setup and use of the Employment Verification Service,

click here.

Misc Tax / Health Insurance (HI) Fields Section

Works with a custom Benefits Integration

Benefit Class Code: Select the Class Code Drop List. The Benefits Class Code option are created using options on the Benefit Class Code option found on the Misc Tab in Company Setup.

HI Eligibility Date: The Health Insurance Eligibility Date.

Disability Status Section

Use to record information regarding any employee disability.

Field Name	Information
Status Code	Select the code from the system provided options.
Disclosure Date	Date advised of the disability
Notes	Free form text box to record additional information about the reported disability.

SSN Verification Section

Use this section to record information regarding the verification of the employee's Social Security Number.

Field Name	Information
SSN	Displays employee SSN from the Demographics tab.
Date Verified	Enter the Date where the SSN was manually verified.
Notes	Free From text field used to record additional information about the verification.

The company must subscribe to the Employment Verification Service (EVS) under Master Company Setup > Services in order for the following fields to be automatically populated.

EVS Date : The SSN Verification date obtained by using the EVS Service

Result : Code reported by the EVS Service

For information about the setup and use of the Employment Verification Service,

click here

Veteran Status Section

Use to record information on employees who are veterans.

Field Name	Information
Status	Use the Drop List to select the appropriate status. The entries in the Drop List are found in the Veteran Codes option housed under System > Setup > Misc tab.
Service Category	Use the Drop List to select the appropriate status. The entries in the Drop List are found in the Veteran Service Categories option housed under System > Setup > Misc tab.
Discharge Date	Date of Discharge from the branch of service

Active Duty? : Check if still Active Duty.

Service Related Disability : Check if employee has a Service-related disability

Service Branch : Name of the Service Branch.