HR onboarding

How do we onboard a new hire at a bank with the I-9, the background screening and the system access done on time and in one record?

Run onboarding as one case that starts at the offer. Callvu collects the forms and documents from the new hire on their own phone, chases what is missing against the I-9 and screening clocks, routes the manager's and IT's steps, and writes the record to the HR system with the evidence attached. Live at Community Bank of Mississippi.

Live at Community Bank of MississippiComplex: multi-party handoffsCallvu moves: prefill, chase and verify, write back

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Last updated November 6, 2026.

The problem today

The new hire's first week is spent finding the forms, and the I-9 is completed on day five.

Today, without Callvu

The offer is accepted. HR emails a packet. The new hire prints what they can, brings documents on the first day, and the manager, who is in meetings, signs the I-9 section on Thursday. IT sets up access when the ticket reaches them. The background screening result arrives after the person has been at a desk with system access for a week.

Form I-9 section 1 is due by the first day of work and section 2 within three business days of it. A bank must not hire a person covered by Section 19 of the Federal Deposit Insurance Act without the required screening and, where needed, consent. New hire reporting to the state is due within 20 days. Each clock is well known; each is missed when the steps live in email.

Access provisioning is the one with the sharpest edge. A new employee with the wrong entitlements on day one, or a departed one whose access was never traced to a record, is the finding the information security examiner writes up.

How it runs

From the requestto the system of record.

An offer is accepted. HR, or the applicant tracking system, starts the onboarding case for the new hire with the role, the start date, the manager and the department. The clocks are set from the start date.

New hire: Completes the forms, uploads documents and acknowledges policies on their own phone before the first day.
HR: Owns the case, reviews exceptions, and completes the employer sections.
Manager: Completes the steps assigned to them (I-9 section 2 where delegated, role confirmation, equipment) in the Decision Desk.
IT: Provisions access from the role's entitlement set, with the approval on the record.
Callvu: Prefills, chases each party against the clocks, verifies documents, routes each step, and writes the record to the HR system.

Prefill and classify
Callvu prefills the case from the offer and the applicant tracking system: name, role, department, start date, manager, location. The role and location decide the forms required (federal and state withholding, direct deposit, policy acknowledgments), the entitlement set, and whether Section 19 screening and the bond apply.
Chase and verify the new hire
The new hire receives a link and completes each form on their phone: I-9 section 1 with their attestation, withholding, direct deposit, emergency contact, and the policy acknowledgments the bank requires (code of conduct, information security, confidentiality). Documents are read and checked as they arrive. The case shows what is outstanding and the days left on each clock.
Screening before access
The background screening and, where it applies, the Section 19 screening run from the consent captured on a process-controlled screen. No system access is provisioned until the result is on the case and HR has recorded the decision.
I-9 section 2 on the clock
Within three business days of the first day of work, the employer representative examines the documents and completes section 2. The step is routed to HR or the delegated manager in the Decision Desk with the deadline visible, and escalates before it is missed. Where the bank uses E-Verify, the case is created within the same window.
Access provisioning
IT receives the entitlement set for the role, approved by the manager, as one request. The access is provisioned from it, and the record of who approved what access is written with the employee record. Anything outside the role's set needs a separate approval.
Write back
The employee record, the forms, the I-9 with its dates, the screening decision, the acknowledgments and the access record are written to the HR system, and new hire reporting goes out within the period.

Where it ends: The employee record is in the HR system with every form, the I-9 completed inside its window, the screening decision, the policy acknowledgments and the access approvals attached. The Decision Trace shows the rules per role and each decision; the Audit Trace shows every step, person and date.

Runtime enforcement

What is enforcedwhile the work runs.

The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.

Regulations

Form I-9 timelines (8 CFR 274a.2): The employee completes section 1 no later than the first day of employment for pay; the employer examines the employee's documents and completes section 2 within three business days of the first day of employment. Where the employer uses E-Verify, the case is created within the same three business days. The form is retained for three years after hire or one year after termination, whichever is later.
Section 19 of the Federal Deposit Insurance Act (12 USC 1829, 12 CFR part 303 subpart L): An insured bank may not hire or permit to participate in its affairs a person convicted of, or who has entered a pretrial diversion program for, certain offenses involving dishonesty, breach of trust or money laundering, without the FDIC's prior consent, subject to the de minimis exceptions. The screening and its decision are recorded before the person starts.
New hire reporting (42 USC 653a): Employers report each new hire to the state directory within 20 days of the date of hire (sooner in some states); the report is produced from the case.
GLBA Safeguards: access controls (12 CFR part 364 appendix B): Access to customer information is restricted to those who need it for their role; provisioning from an approved entitlement set with the approval recorded is the control.

Company policies

The forms, acknowledgments and entitlement set per role and location are the bank's HR and information security policies, applied by Callvu.
No system access is provisioned before the screening decision is recorded.
I-9 section 2 and E-Verify are routed with the deadline visible and escalate before it passes.
Access is provisioned only from the role's approved entitlement set; anything beyond it is a separate, approved request.
The HR system is the system of record; Callvu writes the record once with the evidence attached.

Controls

Clocks set from the start date at case creation.
Per-party chase with the outstanding items and the days left shown.
Document reading and checks on each upload.
Screening consent captured and the decision recorded before access.
Decision Desk routing for I-9 section 2 with escalation.
Entitlement set provisioning with the approval on the record.
Policy acknowledgments captured with timestamps.

Clocks and deadlines

I-9 section 1: By the first day of employment for pay.
I-9 section 2 and E-Verify: Within three business days of the first day of employment.
New hire reporting: Within 20 days of the date of hire, or the state's shorter period.
I-9 retention: Three years after hire or one year after termination, whichever is later.

Documents and checks

Form I-9 with sections 1 and 2 and the documents examined
Federal and state withholding forms and the direct deposit authorization
The screening consent and the screening and Section 19 decision
Policy acknowledgments (code of conduct, information security, confidentiality) with timestamps
The role's entitlement set with the manager's approval and IT's provisioning record
The new hire report

In the Decision Trace

The role and location, and the forms, screening and entitlements they required.
The screening decision and who recorded it.
The I-9 section 2 step, who completed it, and the date against the deadline.
The access approved and by whom.

In the Audit Trace

Each request to the new hire, the manager and IT, and when it was answered.
Each document received and checked.
Each escalation on a clock.
The write to the HR system and the new hire report, with dates.

The handoff

Between the front doorand the back office.

The front door

The accepted offer. The new hire meets the process through a link on their own phone before the first day; HR, the manager and IT meet it in the Decision Desk.

The back office

HR reviews exceptions, not packets. IT provisions from an approved set. The HR system receives one complete record with the evidence.

The Decision Desk

I-9 section 2 goes to HR or the delegated manager with the documents to examine and the deadline, and escalates before the three business days pass.
The manager confirms the role's entitlement set, or requests more with a reason, in the Decision Desk; IT provisions from the approved request.
A screening result that needs a decision goes to HR with only the allowed outcomes, and no access is provisioned until it is made.

Proof

Live at Community Bank of Mississippi.Published results only.

Each result is a published claim, with its code on agents.callvu.com, where its status, source and last verified date are kept.

Community Bank of Mississippi is working with Callvu on a bank-wide program, projected to reach about 58 processes, across loan operations, credit administration, treasury and payments, deposit operations, IT and information security, and HR.

BNK-13 · Self-asserted · verified 2026-11-02

Community Bank of Mississippi reports zero rework on its live processes.

BNK-18 · Self-asserted · verified 2026-11-02

Community Bank of Mississippi runs three processes on Callvu: loan processing, lender-placed insurance exceptions and HR reviews.

BNK-11 · Self-asserted · verified 2026-11-02

Questions

What buyers ask next,answered plainly.

Does the new hire fill in a paper packet?

No. They complete each form on their own phone from a link, before the first day, and upload the documents the I-9 needs. The case shows HR what is outstanding.

How is the I-9 three-day rule kept?

Section 2 is routed to HR or the delegated manager with the deadline visible from the start date, and the step escalates before the three business days pass. The dates are on the form in the HR system.

When is system access set up?

After the screening decision is recorded, from the role's approved entitlement set. The approval and what was provisioned are on the employee record.

What about Section 19?

Where it applies, the screening runs from the consent captured in the case, and HR records the decision before the person starts. The decision is in the Audit Trace.

Related processes

Employee performance review User access provisioning and reviews Vendor due diligence Try it in the sandbox All banking and credit unions processes

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