This document provides HR Partners (HRPs) directions on how to edit an employee’s government IDs in Workday.
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· ID changes must be entered by the employees themselves or by the HRP/Academic HRP.
· Employees can complete this process by following the instructions provided in the Viewing and Editing your ID Information in Workday Knowledge Base Article.
· Payroll will not approve the ID change unless appropriate supporting documentation is uploaded in the business process.
· The information required to complete the process in Workday is:
· Employee name
· 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.
· The Edit Government IDs business process is one of the Onboarding tasks that needs to be completed as part of the Hire business process. New employees will be required to enter their Social Security Number (SSN) during this step.
· Foreign nationals without a Social Security Number or ITIN must enter a placeholder ID. They should contact their HR Partner or Payroll Services to obtain a placeholder ID generated in the UCAT Prefeed website. Once the employee has been issued a real SSN, either the employee or the HRP/Academic HRP may 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. Navigate to the Employee’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Select the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right employee.
a. Use the prefixes worker: or id: to refine your search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.
3. Within the Employee’s Profile, select the Actions button located under their name and title on the left-side of the page. Hover over Personal Data and select Edit Government IDs.
4. 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.
a. 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.
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 ID change. By checking this box, the Verification Date will automatically update to the day when the process is launched.
5. 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.
a. 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.
b. To remove a row, select the corresponding Minus (-) icon.
6. Attach the required supporting documentation in the Attachments section at the bottom of the screen.
a. 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.
b. Choose the appropriate Category for the document using the Hamburger Menu to the right of the prompt box. Selecting the correct category is important, as it determines which roles will have permission to view and edit the document.
7. Once all changes have been made, select Submit.
8. The process routes to a Payroll Administrator for approval. Upon Payroll’s approval, the initiator of the business process will receive a Workday notification indicating that the business process was successfully completed.