Qualifying AYA Candidates – Assessment and Screening Guide for Candidate Selection
W4 - ANS ✔✔Need a new one if traveler has a gap of 6 months or more from last assignment
with Aya. Otherwise, good to accept the doc on file.
State-Specific W4 - ANS ✔✔Only required for certain states. If required, it will come up as a
default when qualifying
Need a new one if traveler has a gap of 6 months or more from last assignment with Aya.
Otherwise, good to accept the doc on file.
I9 - ANS ✔✔Need a new one if traveler has a gap of 3 years or more from last assignment with
Aya. Otherwise, good to accept the doc on file. (The I9 is only done once for when an employee
is hired, it is never redone after that unless they leave and we rehire them
If I9 is for a Canadian traveler, notify your Team Lead so they can complete an audit checklist
which ensures that the traveler is approved to work
Permanent Tax Declaration Form - ANS ✔✔· Expires annually
· New form is needed for each new assignment (even if form on file hasn't expired)
· EXTENSIONS: Good to accept doc on file as long as it hasn't expired prior to the extension start
date.
· NOT REQUIRED FOR PER DIEM
Direct Deposit Authorization - ANS ✔✔For legacy travelers (i.e. not brand new to Aya):
,o If there's a gap of 6 months or more between assignments - do not accept the doc on file
while qualifying. Add a note "More than 6 month gap, need new or confirm with traveler if doc
on file is still acceptable". If the CS lets you know that the traveler wants to use the same doc,
good to accept.
o If there's a gap of under 6 months between assignments - good to accept doc on file.
Driver License - ANS ✔✔· Good to accept as long as it hasn't expired
· If nurse is using a compact RN license, the state of the driver license must match the state of
the RN license and the state listed on the Residency Declaration Form
· If a traveler does not have a driver license or refuses to send it, we can unrequire the driver
license as long as we have a valid passport or other gov't issued photo ID on file (unless the
facility requires it, they have a compact RN license, or used the driver license on their I9).
Passport - ANS ✔✔· If it was used on the I9, require and accept the doc on file (unless it's
expired)
· Aya only requires 1 form of government issued photo ID so a passport by itself is acceptable as
proof of ID as long as it was also used on the I9 (if other forms of ID were used on the I9, we
would also need those supporting docs)
Social Security Card - ANS ✔✔· Unless otherwise stated in the requirement, we can accept SS
cards that are not signed
Signed Contract - ANS ✔✔· Do Not Touch!
, Work Order Confirmation - ANS ✔✔· Do Not Touch!
I9 Supporting Doc - ANS ✔✔· If a traveler is using documentation other than a Passport, Drivers
License, or Social Security Card, on their I9, this is where we upload those docs (e.g. Permanent
Resident Card, Birth Certificate, I-94 Form, etc). Require and accept these docs when qualifying
if they're used on the I9.
Voided Check - ANS ✔✔· Does not have to be an actual check. Any "official" doc stating the
bank account number and routing number are acceptable (e.g. screenshot from online banking
account, letter from the bank, etc)
· Okay to accept if the name on the doc is missing or if the name on the doc is different from the
name of the traveler as long as the account number on the doc matches the account number
listed on the direct deposit form.
· For legacy travelers (i.e. not brand new to Aya):
o If there's a gap of 6 months or more between assignments - do not accept the doc on file
while qualifying. Add a note "More than 6 month gap, need new or confirm with traveler if doc
on file is still acceptable". If the CS lets you know that the traveler wants to use the same doc,
good to accept.
o If there's a gap of under 6 months between assignments - good to accept doc on file.
Aya Emergency Contact Form - ANS ✔✔· Expires annually
· Good to accept doc on file as long as it hasn't expired
W4 - ANS ✔✔Need a new one if traveler has a gap of 6 months or more from last assignment
with Aya. Otherwise, good to accept the doc on file.
State-Specific W4 - ANS ✔✔Only required for certain states. If required, it will come up as a
default when qualifying
Need a new one if traveler has a gap of 6 months or more from last assignment with Aya.
Otherwise, good to accept the doc on file.
I9 - ANS ✔✔Need a new one if traveler has a gap of 3 years or more from last assignment with
Aya. Otherwise, good to accept the doc on file. (The I9 is only done once for when an employee
is hired, it is never redone after that unless they leave and we rehire them
If I9 is for a Canadian traveler, notify your Team Lead so they can complete an audit checklist
which ensures that the traveler is approved to work
Permanent Tax Declaration Form - ANS ✔✔· Expires annually
· New form is needed for each new assignment (even if form on file hasn't expired)
· EXTENSIONS: Good to accept doc on file as long as it hasn't expired prior to the extension start
date.
· NOT REQUIRED FOR PER DIEM
Direct Deposit Authorization - ANS ✔✔For legacy travelers (i.e. not brand new to Aya):
,o If there's a gap of 6 months or more between assignments - do not accept the doc on file
while qualifying. Add a note "More than 6 month gap, need new or confirm with traveler if doc
on file is still acceptable". If the CS lets you know that the traveler wants to use the same doc,
good to accept.
o If there's a gap of under 6 months between assignments - good to accept doc on file.
Driver License - ANS ✔✔· Good to accept as long as it hasn't expired
· If nurse is using a compact RN license, the state of the driver license must match the state of
the RN license and the state listed on the Residency Declaration Form
· If a traveler does not have a driver license or refuses to send it, we can unrequire the driver
license as long as we have a valid passport or other gov't issued photo ID on file (unless the
facility requires it, they have a compact RN license, or used the driver license on their I9).
Passport - ANS ✔✔· If it was used on the I9, require and accept the doc on file (unless it's
expired)
· Aya only requires 1 form of government issued photo ID so a passport by itself is acceptable as
proof of ID as long as it was also used on the I9 (if other forms of ID were used on the I9, we
would also need those supporting docs)
Social Security Card - ANS ✔✔· Unless otherwise stated in the requirement, we can accept SS
cards that are not signed
Signed Contract - ANS ✔✔· Do Not Touch!
, Work Order Confirmation - ANS ✔✔· Do Not Touch!
I9 Supporting Doc - ANS ✔✔· If a traveler is using documentation other than a Passport, Drivers
License, or Social Security Card, on their I9, this is where we upload those docs (e.g. Permanent
Resident Card, Birth Certificate, I-94 Form, etc). Require and accept these docs when qualifying
if they're used on the I9.
Voided Check - ANS ✔✔· Does not have to be an actual check. Any "official" doc stating the
bank account number and routing number are acceptable (e.g. screenshot from online banking
account, letter from the bank, etc)
· Okay to accept if the name on the doc is missing or if the name on the doc is different from the
name of the traveler as long as the account number on the doc matches the account number
listed on the direct deposit form.
· For legacy travelers (i.e. not brand new to Aya):
o If there's a gap of 6 months or more between assignments - do not accept the doc on file
while qualifying. Add a note "More than 6 month gap, need new or confirm with traveler if doc
on file is still acceptable". If the CS lets you know that the traveler wants to use the same doc,
good to accept.
o If there's a gap of under 6 months between assignments - good to accept doc on file.
Aya Emergency Contact Form - ANS ✔✔· Expires annually
· Good to accept doc on file as long as it hasn't expired
