*This feature is included in the Winter 2025 Release
Introduction
In Evolve ATS, Social Security Number Verification automatically checks social security numbers against your organization's records during onboarding to ensure hiring eligibility and compliance for re-hires and/or hires from subsidiaries.
Audience
Administrator, Onboard Admin, and Onboard Orchestrator
Prerequisites
Submit a Help Center ticket to enable the SSN Verification feature for your account. Once you have confirmation this is enabled, please follow the steps below.
SFTP Configuration
Once the SSN Verification feature has been enabled for your account, you must configure the SFTP. The system uses this SFTP for SSN verification, which is not checked against government databases.
Navigate to your user menu, then select Admin.
Click Onboard.
Click View SFTP Settings.
You will be able to configure the following:
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SFTP Sync Settings
- Set import schedule/ Sync daily at – This is where you will set the schedule for the SFTP.
- Timezone – This is where you will select the time zone for the SFTP.
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Notification Settings
- Select HR manager to be notified—You can choose the HR managers to be notified for the SFTP.
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Decryption Settings
- PGP Private key – This is where you will upload a private key to decrypt the SFTP file. Please ensure the certificate is uploaded without a passphrase.
Click Save.
SFTP Q&A
Q. What file format should I use for the SSN Verification SFTP?
A. The file format must be a CSV.
Q. What should I call the SSN Verification file?
A. Please use ssn_verification for file naming.
Q. What information should be in the SSN Verification file?
A. The file should not have any headers. There should be only one column containing the non-hirable employee’s SSN.
Q. Do I need to provide the PGP private key?
A. Yes, you will need to provide the PGP private key. Jobvite uses the hash-out method to encrypt and decrypt the SSN file.
Q. Can I manually upload the file instead of using SFTP?
A. No, due to the sensitive nature of the data within the file, we do not encourage the manual handling of this data.
Create Social Security Number Verification Task
Click Onboard Admin, then select Task Template.
Click + New Task Template.
Select Verification Task from the dropdown menu.
Click the menu icon within the Verification Task Template, then select Placeholder.
On the Insert data fields pop-up, search for SSN in the search box, then select the SSN data field.
Click the Mode dropdown and select Input.
Click Add.
You can also add additional wording in the body of the Verification Task.
Add a Name for the task, once added this will populate the Internal Name and Task Template Code.
You can choose the Default Assignee as either New Hire or System. Depending on the assignee type, verification will be auto-completed (system) or after the new hire completes the task.
Click Save.
This task can be added directly to an Onboarding Process Template, similar to how the Create a Corporate Email Task is added. NOTE: Once the SSN Verification Task has been added to a Process Template, it will be a locked task and cannot be terminated.
Once added to an Onboarding Process Template, you can use the Verification Task for new hire onboarding.