New Hires Documents

The Documents page is where you review documents uploaded by the new hire during the application and/or onboarding process. You are able to add documents to the new hire record from the Overview and Assignments sections of the New Hire record. The number to the right indicates how many documents have been added. To access this page, click the appropriate new hire Name link from the New Hires tab and click Documents. You can sort any of the columns in this table in ascending or descending order. The following elements are displayed:

• Transmission Document CheckBox. A check in this box allows you to transmit documents to eOPF or elect to not transmit documents to the eOPF. You may elect not to transmit any eligible item at any point in time. You may only add items to eOPF queue once the Verify New Hire Arrived for Entrance on Duty task have been completed.
• Document Type. This column displays the type of document. Click this drop-down to change the document type. For instructions, see Modifying a new hire document.
• Document Name. This column displays the document name. Access a document by clicking on the link.
• Document Source. This column displays the document source.
• Received. This column displays the date and time the document was received.
• Transmission Status. This column displays the status of documents to be transmitted to the eOPF. Statuses include:
  • Ready to Transmit. The document is eligible and ready for transmission to the new hire's eOPF.
  • Queued. The document is added and awaiting transmission to the new hire's eOPF. The document is queued to give the agency time to create the new hire's eOPF and process the required actions. The Queued status indicates the document is on hold. The length of time a document is queued is determined by your agency.
  • Ineligible for Transmission. The document is ineligible for transmission to the new hire's eOPF.
  • Ineligible ([Transmission Status]). The document's transmission eligibility has since been flagged as ineligible for transmission to the new hire's eOPF after it was originally queued for transmission.
  • Elected Not to Transmit. The document has been marked by an HR user to not transmit to the new hire's eOPF.
  • Transmission in Progress. The document has been transmitted and is awaiting confirmation from the eOPF system.
  • Confirmed. The document has been successfully transmitted to the new hire's eOPF.
  • Error. The transmission process received an error from the eOPF system. This status will display the error code associated with the transmission issue. For a list of Transmission Error Codes, see eOPF Transmission Error Code Descriptions.
• Scheduled Transmit Date. This column displays the date new hire documents will be transmitted to the eOPF system.
• Status Date. This column displays the date and time of the document’s current transmission status to the eOPF or the date the document was marked for non-transmission.
• Delete. This icon allows you to delete a document uploaded by Human Resources.

Note: Document links are color coded to help HR Users determine whether they should request a new version of the document from the applicant or wait for document re-processing. The possibilities include:

• A blue link indicates a successfully processed file and allows the HR User to open that file in PDF format.
• A yellow link indicates a failed document that may still be able to be saved through various automatic or manual processing tools. These links will remain yellow until all options for successfully processing that file have been exhausted. At that time the link will turn blue or red depending on the outcome of the processing.
• A red link indicates a document is corrupt and could not be restored through automatic or manual processing tools. A new file (see reasons for corruption below) must be obtained and upload attempted again.

Causes for failed or corrupt documents may include:

• MS Word files
  • Password protected.
  • Protected view.
  • Embedded hyperlinks.
  • Embedded CSS and HTML tags.
  • Corrupt resulting from conversion from WordPerfect or Apple text program.

• PDF files
  • Signatures required.
  • Broken certificates.
  • Hyperlinks embedded.
  • Font substitution required.
  • Portfolio PDFs.

• Graphics files
  • Embedded graphics objects which do not render.

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• Add to eOPF Queue. This button will display when a check is placed in the Gray box box to the left of a document type(s). Click this button to add the document(s) to the eOPF Queue. For instructions, see Transmitting a document to the eOPF queue.
• Retransmit to eOPF Queue. This button will display when a check is placed in the Gray box box to the left of a document type(s) that has previously been marked as Don’t Transmit to eOPF Queue AND the Verify New Hire Arrived for First Day of Duty task has been completed.
• Set to Ready to Transmit. This button will display when a check is placed in the Gray box box to the left of a document type(s) that has previously been marked as Don’t Transmit to eOPF Queue AND the Verify New Hire Arrived for First Day of Duty task has not been completed. Click this button to return the status to "Ready to Transmit"
• Don’t transmit to eOPF Queue. Click this button to transmit the document(s). For instructions, see Transmitting a document previously marked to not transmit to the eOPF queue and correcting transmission errors.
• Don’t transmit to eOPF Queue. This button will display when a check is placed in the Gray box box to the left of a document type(s). Click this button to indicate the document(s) is not to be transmitted to eOPF. For instructions, see Cancelling an eOPF document transmission for a document in queue status.
• Cancel eOPF Transmission. This button will display when a document(s) is in a Transmission Status of Queued. Clicking this button will cancel the transmission.
• Don’t Transmit to eOPF. This button will display when a document(s) is in a Transmission Status of Queued. Clicking this button will indicate the document(s) is not to be transmitted to eOPF.