Policies in Onboarding

Introduction

Policies are the mechanism by which Onboarding determines what tasks should be assigned to an employee. This includes tax forms, I-9/E-Verify, Compliance Library materials, and any custom forms that may be added to the account. Policies contain rules that are designed to interact with other objects within the Onboarded ecosystem, such as employers, employees, jobs, and placements. They include forms that are added to the policy from the forms (standard and custom) available on your account.

After a placement is created, Onboarding will review all the policies and, based on the rules outlined in those policies, determine which ones apply. When a rule, or many rules, match the placement context, the forms in those policies will comprise the required tasks for that placement. Any required tasks that are duplicative will be automatically handled, and only one will be assigned to the employee.

Audience

Onboarding Admin

View Policies

Within Onboarding, select the Policies tab.

On the Polices page, you can do the following:

• New policy – You can create a new policy from scratch or choose to add from the library.
• Filter by:
  • ID
  • Name
  • Form ID
  • Tag

• View
  • Name
  • Description
  • Status
  • Count of Forms that are part of the policy
  • Tags
  • Rules

Create New Policy

From the Policies page, click New policy.

Choose from one of the following options:

• Start from scratch
• Add from library

Start from scratch

If you select Start from scratch, the Create a new policy page will be displayed. Fill out the following fields:

• Policy Name – Add a name for your new policy.
• Description – Provide a detailed description of what the policy entails.
• Rules – Establish inclusion and exclusion criteria.
• Tags – Add tags to search or filter easily.

Click Create Policy to finalize your changes.

Add From Library

If you select Add from Library, the Policy Library page will be displayed. You can use the search box to find a specific policy.

Select the policy you want to add.

The summary page for the selected policy will be shown.

You can modify the following:

• Policy Name
• Description
• Rules

NOTE: You will not be able to add or remove forms at this point.

Click Add policy.

Once the policy has been added, you can follow the steps outlined in the sections below to add or remove forms, or make additional changes to the policy.

View Policy

To view a policy, click the policy name within the Policies page.

The Policy profile page will be displayed. This page shows:

• Policy ID
• Name
• Description
• Status
• Rules
• Tags
• Forms

Additionally, you can take the following actions:

• Edit the policy
• Delete the policy
• Add Forms
• Remove Forms

Edit Policy

On the Policy profile page, click Edit Policy.

You can update the following:

• Policy Name – Update the name of your policy.
• Description – Update the policy description.
• Rules – Update inclusion/exclusion criteria.
• Status – Change if the policy is enabled or disabled.
• Tags – Add or remove tags.

Click Update Policy.

How to use a Policy

NOTE: The forms below are fictional and don’t reflect the actual state or employer requirements.

Let’s set up a hypothetical scenario whereby you’re setting up the account for ACME Medical, a healthcare company. ACME Medical has two offices, ACME San Francisco and ACME San Mateo. These are set up as two separate “employers”.

In this scenario, you would start by using the Onboarding compliance library to add any necessary policies and forms to maintain compliance for a specific locale. This would generate the required locale policies. Then you would want to ensure that employer-specific forms are included when you place people.

This could look like having a rule called Employer Forms with a rule that says:

ACME Medical Policy

Rule:

ALL (

            employer.name in ["ACME Medical", "ACME Medical San Francisco", "ACME Medical San Mateo"]




}

Forms:

• Direct Deposit Authorization
• ACME Medical Employment Agreement
• ACME Medical Employee Handbook

Then, you could set up a policy for each office location to ensure that only the documents for the relevant location get returned when the placement is created.

That would look like this:

San Mateo Policy:

Rule:

ALL (

            employer.name == "ACME Medical San Mateo"

}

Forms:

• San Mateo Safety Training Video
• San Mateo Code of Conduct

San Francisco Policy:

Rule:

ALL (

            employer.name == "ACME Medical San Francisco"

}

Forms:

• San Francisco Safety Training Video
• San Francisco Code of Conduct
• San Francisco Uniform Policy

ACME Medical has a suite of forms that have been integrated into Onboarding for employees residing in California. (ACME Medical has employees who work in other states remotely, and those employees don’t need to fill them out.) The policy would look like this:

CA Health Practitioner Covered Policy:

Rule:

ALL (

      employee.address.state=="CA"

}

Forms:

• CA Healthy Workers Certification
• CA Overtime Policy