Viewing and Editing your ID Information in Workday


Purpose

This document provides employees directions on how to view and edit their ID information in Workday.

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Keep in Mind

· ID changes must be entered by the employees themselves or by the HR Partner/Academic HR Partner.

· Payroll will not approve the ID change unless appropriate supporting documentation is uploaded in the business process.

· The information required to change a government ID in Workday is:

· A copy of the employee’s government ID.

· During the Onboarding process in Workday, new employees are required to input their Social Security Number (SSN) as part of the Edit Government IDs task. If they do not yet have an SSN, a Placeholder ID will be provided by the HR Partner or Academic HR Partner to enter in this task. Upon receiving a real SSN, employees can initiate the process described in this document to update the SSN.

· Changing any Government ID will not automatically update the employee’s legal name, benefit elections, or tax information. Visit the Knowledge Base and refer to the appropriate articles for additional instructions.

Steps

1. Log into Workday using your CNET ID and password.

2. From the Home page, navigate to your profile by selecting the person icon in the top-right corner of the page, and choosing View Profile.

3. Within your profile, select the Actions button located under your name and title on the left-side of the page. Hover over Personal Data and select View My ID Information

4. The My ID Information screen will appear. There are three tabs in this page:

a. Employee ID – This tab displays your Employee Identification Number (EIN), an 8-digit number, which is different from your CNET ID and your Chicago ID.

b. National IDs – This tab shows any National IDs or Government IDs previously entered in Workday.

c. Licenses – This tab displays details about Driver’s and/or Medical Licenses. It only appears if such information has been entered into Workday.

d. Other IDs – This tab shows information about additional IDs, such as the Chicago ID or the Badge/ISO ID.

5. To change a National IDs and/or Government IDs, select the Edit button located on the top right-side of the screen, and choose Change My Government IDs.

a. Review the IDs already entered either on the National IDs or Government IDs sections. To change an ID, type the new/correct ID in the Add/Edit ID column.

b. If needed, enter the Issued Date and the Expiration Date by using the calendar icon or typing in a date in the corresponding prompt boxes.

c. Check the Set Verification To Current User box to confirm that the person initiating the business process is the same person who is verifying the ID change. By checking this box, the Verification Date will automatically update to the day when the process is launched.

d. To add a National ID or Government ID, other than the one already on file, go to the appropriate section, and use the Plus (+) icon to start a new record.

i. Select the Country and National ID Type or Government ID Type using the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of each prompt box. Then, enter the ID either in the Add/Edit ID column or in the Identification # column. Fill out the Issued Date and Expiration Date fields if applicable. The Verification Date automatically defaults to the date when the business process is initiated, but the field can be modified if needed.

ii. To remove a row, select the corresponding Minus (-) icon.

e. Attach the required supporting documentation in the Attachments section at the bottom of the screen.

i. Start uploading documents either by choosing Select Files and picking the appropriate file from your computer, or by dragging and dropping the file into the gray box. To insert additional documents, select Upload and add the files. If an incorrect document is mistakenly uploaded, select the Trash Can icon.

ii. Choose the appropriate Category for the document using the Hamburger Menu to the right of the prompt box.

f. Once all changes have been made, select Submit.

g. The process routes to a Payroll Administrator for approval. Upon Payroll’s approval, you will receive a Workday notification indicating that the business process was successfully completed.

6. To add or change a License ID, such as a Driver’s License or Medical License, select the Edit button located on the top right-side of the screen, and choose Change Licenses.

a. Review the Licenses already entered and change/update the appropriate information.

b. Check the Set Verification To Current User box to confirm that the person initiating the business process is the same person who is verifying the License ID change. By checking this box, the Verification Date will automatically update to the day when the process is launched.

c. To add a License ID, other than the one already on file, use the Plus (+) icon to start a new record.

i. Select the License ID Type, Issued by Country, Issued by Country Region and/or Issued by Authority using the Hamburger Menu to the right of each prompt box. Then, enter the Class and/or Identification # under the corresponding columns. Fill out the Issued Date and Expiration Date fields if applicable. The Verification Date automatically defaults to the date when the business process is initiated, but the field can be modified if needed.

ii. To remove a row, select the corresponding Minus (-) icon.

d. Once all changes have been made, select Submit.

e. A dialog box will pop up with the next task (Upload Copy of License) to complete. Select To Do.

i. If the dialog box disappears, select the Mail icon in the top-right corner of the page, and then choose the Upload Copy of License task on the left side of the screen.

ii. Select the Maintain Worker Documents button to upload your license documentation.

1. In the Maintain Worker Documents screen, select the Add button at the top of the page to upload file(s) by using the drag-and-drop feature, or by browsing for the file on the computer.

2. Once documents are uploaded, indicate the Document Category by choosing the option Licenses in the corresponding field, and select OK. If desired, enter a brief Comment to provide more details.

3. Return to your Inbox, find the Upload Copy of License task, and select Submit to mark this step as complete.

f. The process will go to HR Operations for review and approval. Upon HR Operation’s approval, you will receive a Workday notification indicating that the business process was successfully completed.