This document provides employees directions on how to view and edit their ID information in Workday.
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· ID changes must be made by employees themselves or by the HR Partner/Academic HR Partner.
· Employees can only submit edits for National IDs, Government IDs, and Licenses. For changes to other types of IDs, contact the HR Partner/Academic HR Partner supporting the unit.
· 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
· In Workday, government IDs are categorized into two groups:
· National IDs – These represent a country’s primary identification document (e.g., SSN or ITIN for the United States).
· Government IDs – These include other government-issued documents, such as passports, visas, or employment authorization documents.
· 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 our Library of Workday Knowledge Base Articles and refer to the appropriate articles for additional instructions.
1. Log into Workday using your CNetID 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 the 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. Select one of the following options to continue:
b. Editing National and/or Government IDs
1. The My ID Information screen will appear, featuring up to four tabs:
a. Employee ID – This tab displays the Employee Identification Number (EIN), an 8-digit number, which is different from the CNetID and the 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.
1. To change 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, a Workday notification will be generated indicating that the business process was successfully completed.
1. 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 My 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, navigate to My Tasks by selecting 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.
1. Be cautious with To Do steps in Workday. These steps instruct to complete an action outside of the business process. After completing the task, navigate back to My Tasks, and select Submit on the To Do step to move the process forward, otherwise the business process will not route to the next step.
ii. Select the Maintain My Worker Documents button to upload your license documentation.
1. In the Maintain My 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 My Tasks, 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, a Workday notification will be generated indicating that the business process was successfully completed.