WORKDAY TRAINING OVERVIEW OF THE HIRE PROCESS

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1 WORKDAY TRAINING OVERVIEW OF THE HIRE PROCESS Last Updated: 3/21/13, v1

2 Objectives Explain the overall process to onboard a new hire or rehire Business Practice Successfully process Form I-9 and maintain auditability Workday Functionality Compliance / Law

3 Agenda Overview: The Big Picture How to Perform the I-9 Process Review of FAQs

4 Create Job Requisition to Hire (Non-Taleo) Additional Notes: - Net Id Activation: If employee does not have a text-enabled phone or preferred in Workday, a hard-copy letter will be mailed to their home address via U.S. mail.

5 Create Job Requisition to Hire (via Taleo) Additional Notes: - Hire information will pre-populate from Taleo, the Hire Initiator will begin the process in Workday on the Propose Compensation step. It will be the HR Partner s responsibility to review and update the hire data pushed in from Taleo, as appropriate.

6 Cornell Sponsored Foreign Nationals ISSO receives immigration documentation that a worker s visa and/or employment eligibility has been extended and/or changed. ISSO updates the Visa information on the Edit Passports and Visa page to reflect the new visa type (if applicable) and the new beginning and ending dates of visa status.

7 Cornell Sponsored Foreign Nationals If the employee already has an initial I-9 completed, ISSO will reverify the employment eligibility by taking the following steps: Completing paper Form I-9 Section 3; storing it in the employee s ISSO immigration file Adding the following Comment to Workday: Employment authorization re-verified on Form I-9, Section 3 on (date). New employment authorization dates are xxx-xxx. ing employee and HR partner the re-verification statement along with notification that immigration documents are ready for pick-up

8 Foreign Nationals (non-cornell Sponsor) The employee will be responsible for reporting to the ISSO when there is a need for a change to visa and employment eligibility information. HR manager may need to be aware of current employment eligibility end dates and direct affected employees to ISSO when new documentation is available. ISSO will photocopy the original documents. Visa dates will be updated in Workday (as outlined). Form I-9, section 3 will be used for re-verification (as outlined).

9 The Complete I-9 Form business process in Workday creates an electronic Form I-9 to establish U.S. employment eligibility. Initiated by the Employee Reviewed and Verified by the Employer Electronic Form I-9 Initiation (Employee) Review & Verification (Employer) Final Verification (Employer)

10 Section 1:Employee

11 Section 2: Employer Review & Verification

12 Employer Final Verification If status is Employment Authorized Employment Not Authorization Then enter the following in the comment box: Employment authorized Pending and indicate reason Verification Not Determined This status should not be used

13 Cornell will have a population of hires each year that may not be able to complete an electronic I-9 form in Workday Remote employees with notarized I-9 High Volume Seasonal Hires Paper Form I-9 Exceptions The Workday Custom I-9 Date field must be populated for audit and tracking purpose.

14 Form I-9 Responsibilities

15 Form I-9 Federal Law for Rehires (Re-verification) Employers must re-establish work authorization for Rehired Employees Re-verification can be perform by either: - Employee completes a new Form I-9 (preferred method) - Hire Initiator/Onboarding/ISSO may updates: If original I-9 was electronic, print from Workday and attach to a hard copy Form I-9, with Section 3 updated If original I-9 was paper, the previous hard-copy Form I-9, Section 3

16 Updating Previous Paper Form I-9 Employers may complete Section 3 on the original Form I-9 when: An employee is rehired within three years of the date that Form I-9 was originally completed An employee s employment authorization or documentation of employment authorization has expired An employee changes his or her name

17 Form I-9: Other Situations Other situations requiring verification of employment authorization for current employees: Change in Visa Status Foreign Nationals (Performed by ISSO and Onboarding) Pay Group Change: Moving from Unpaid to Paid (Audit performed by HRIS, departments will be notified)

18 ReCap: Complete Form I-9 Business Process

19 Question Answer FAQs and Answers 1. Can a hire be completed before the employee starts? If so, will the preemployee be able to access Workday? 2. When will the employee receive the text-enabled message with NetId activation code? 3. If either a preferred or textenabled device is not listed in Workday, how does the employee activate their NetID? 4. Will the departments be able to generate a NetId, if one is needed? Yes, as a pre-employee, before the actual hire date, they will have access to the I-9, W-4, personal data, benefits, job data, etc. Once the hire is approved, an will be sent to the employee s preferred with information about next steps. Included will be a link to generate an activation code which will be sent to employee via text enabled phone. A letter will be sent by CIT via US mail to the employee s home address as listed in Workday. Yes a tool is being designed now. More information to come.

20 FAQs and Answers Question 5. If the I-9 is not complete within 3 days of the Hire, who will process the termination if one is needed? 6. How will personal data (ethnicity, military status, disability)? 7. The date on the I-9 and the appointment date must always match, how do we ensure this for foreign nationals? Answer Central will be auditing I-9 data but it will be the college/unit responsibility to process the termination, once notified. Once hired, the employee may complete/update this information via the Personal Data self-service link. Hire Initiators should encourage employees to complete this information at the time of hire. The Onboarding office is recommending that appointments for foreign nationals not be processed until the visa date is secure. Details of this process are still being worked out.

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