Complete I-9 Form (Electronic)

Transcription

1 Workday Job Aid February 14, 2014 Complete I-9 Form (Electronic) Purpose of the Form I-9 is to establish US employment eligibility. The Form I-9 must be complete each time you hire any person to perform labor or services in the US in return for wages or other remuneration. Regardless if the I-9 is completed electronically or by paper the following criteria must be met in order to be in full compliance: Form I-9 must be completed for every paid hire Employee must present original documents Employer must verify employment authorization within 3 business days The Complete I-9 Form business process in Workday creates an electronic Form I-9 to establish U.S. employment eligibility. Section 1: Employee Information and Verification is to be completed by the Employee. Section 2: Employer Review and Verification is to be completed by either the Onboarding Partner or the Hire Initiator within 3 business days. Section1: Employee Information and Verification: Important Note: Before an employee can create an electronic Form I-9: - The hire process must be complete. - The employee's position must be located in the U.S. and paid. - The employee must not have any other in-progress Complete I-9 Form processes. Employees must initiate the Complete I-9 Form business process because the Form I-9 requires an electronic signature. 1. To start this process, the employee can: Select Complete I-9 Form from their Inbox on the All About Me landing page Select the related action Personal Data > Complete I-9 Form Use the search box and type Complete I-9 Form 2. The employee must validate the Workday prepopulated biographic demo data which includes the employee's legal name and address, telephone number, date of birth and the Social Security Number if it exists. If there is any missing or incorrect information, the employee can enter it.

2 3. The employee attests to his or her citizenship status and provides any other required information, such as alien number or admission number. 4. The employee selects the I Agree check box (which serves as an electronic signature), Workday adds the current date stamp, and the employee clicks Submit. 5. The employee will see the confirmation that they have submitted Complete I-9 Form, at which time they can review the Details and Process information by opening each tab, to see details of the entire process flow. Next Steps: Preparer/Translator Certification (Completed by Onboarding Partner or Hire Initiator) 1. Review Section 1 for accuracy. If corrections are needed, send the form back to the employee. 2. If the data is correct, select the I Agree check box to attest to the accuracy of the information and Workday adds the current date stamp. Section 2: Employer Review and Verification (Completed by Onboarding Partner or Hire Initiator) 3. Examine documents from List A or Lists B and C and indicates the document title, issuing authority, document number, and expiration date. 2 P age

3 Additional notes: Workday filters the selection lists in prompts for Lists A, B, and C based on the citizenship status selected by the employee and provides validation to ensure proper data entry. Workday automatically selects the issuing authority that corresponds to each document (e.g. if Social Security Card is selected as a document in List C, the Issuing Authority will default in as Social Security Administration), but the Onboarding Partner or Hire Initiator can override this value if necessary. 4. Under Certification, select the I Agree check box (which serves as an electronic signature). Workday adds the current date stamp, click Approve. 3 P age

4 5. Enter your initials in the Comment box at the top of the page. 6. Change the status from Authorization Pending to Employment Authorized. 7. Click on the Submit button. 8. Confirmation page shows the process successfully completed. Click the Details and Process arrow for additional information. Employee Name 9. Click Done. 4 P age

5 Updating the Workday I-9 Date for Paper I-9s On occasion, a paper Form I-9 may be completed. In such cases, please complete the Workday I-9 date field as follows: Update I-9 Date (Completed by Onboarding Partner or Hire Initiator) 1) Search for the employee either by their Empl ID or their name and click the Orange Prompt icon the employee s name. The available actions list appears inside the Worker preview pane. 2) Click on Additional Data > Edit Additional Data 3) Within Custom Object field, select "Paper I-9 Completion Date". 4) Click OK. 5) Enter the appropriate date in the Paper I-9 Completion Date field. 6) Click OK. 7) Click Done. 5 P age

6 Viewing I-9 Date for Employees To ensure full compliance, the following reports are available to Hire Initiators and the Onboarding Partner to use for audit purposes. Important Note: The Onboarding Office and HRIS will be performing audit review of all I-9 data. If an employee s Form I-9 is not completed within the required three days from the effective date of the hire, the college or unit HR will be contacted for follow-up. Some situations may require the employee to be terminated in Workday to ensure full compliance. 6 P age