This document provides HR Partners (HRPs) directions on how to hire and maintain the employment status of foreign nationals in Workday.
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· All new hires who are not U.S. Citizens or Permanent Residents must create and complete a Sprintax Calculus profile. This profile requires entering immigration information by uploading documents such as the I-20, DS-2019, I-797, current I-94 form, work authorization documents, etc. Sprintax Calculus will then perform the Substantial Presence Test and generate necessary forms such as the W8BEN or W9. Sprintax Calculus will REPLACE the existing UPP-192 Alien Determination of Residency document.
· It is recommended that new hires complete their Sprintax Calculus profile in advance to enable them to upload necessary documents to Workday when completing their Onboarding tasks.
· ALL of the following documents must be uploaded to Workday:
· Sprintax Calculus Summary.
· Relevant Immigration Documents (e.g., I-20, DS-2019, I-797, current I-94 form, work authorization documents, SSN/SSN receipt).
· Current I-94 form.
· W8BEN or W9 (generated by Sprintax).
· HRPs MUST email the Foreign Tax Analyst at cristinadc@uchicago.edu to request the activation of Sprintax accounts for new hires who are foreign nationals. After this step is completed, new hires will receive an email containing an activation link that they MUST use to create their Sprintax Calculus profile. It is crucial to use the exact link from this activation email to ensure their accounts are automatically connected to the University.
· New hires may refer to the Sprintax Forms & Calculus Individual Users FAQ page for any questions regarding this process.
· For additional inquiries or troubleshooting, both HRPs and new hires should contact the Foreign Tax Analyst at cristinadc@uchicago.edu.
· Employees will receive a To Do step in their Workday My Tasks to upload required documentation ONLY when the Hire business process is being completed.
· For the Change Job or Add Additional Job business processes, NO To Do item will be generated in My Tasks. Instead, workers should refer to the Uploading Documents to Worker Profile in Workday Knowledge Base Article for instructions on how to add required documentation to their profiles.
· When uploading documents, it is important to select the appropriate Document Category, as this determines which roles will be able to view and edit the documents. Possible document categories include I-9 Documentation, Social Security Card, or Foreign Nationals. If further details are needed, a brief Comment may be entered.
· There are two Workday business processes available to hire and maintain the employment status of foreign nationals: Complete Form I-9 and Complete Form I-9 Section 3.
· Upon initial hire, all employees will be prompted to complete the form I-9. This excludes Postdoctoral Fellows, Visiting Scholars, and students in the Stipend Alien Non Employee category in Workday, as they are not considered employees.
· When adding or changing jobs for Postdoctoral Fellows, Visiting Scholars, and students in the Stipend Alien Non Employee category, the individual will receive a To Do task with instructions to complete Form I-9 in Workday. They will be required to complete Section 1. Employee Information and Attestation of the I-9. Once this is done, the remaining business process steps will need to be completed by the HRP.
· Once the Complete Form I-9 or the Complete Form I-9 Section 3 business process is completed, Payroll will update the Visas and/or Passports sections on the employee’s Workday record. These sections can be found on the worker’s profile, by selecting Personal in the menu located on the left-side of the screen, and navigating to the IDs tab.
· Employees who do not yet have a Social Security Number (SSN), should have a Placeholder SSN generated for them in the UCAT Prefeed system. This placeholder is intended to serve only as a temporary number until the employee receives a real SSN from the Social Security Administration. For more information on Social Security Numbers, visit the Office of International Affairs website.
· HRPs should run the RPT Expiring Visas report to view details on workers in their supervisory organization(s) who have upcoming expiring visas.
· Workday will send automated alerts to notify both HRPs and employees or visitors with a Workday profile of upcoming employment authorization or immigration status expiration dates. These alerts will continue at varying intervals, based on visa type, until the end date is either reached or extended.
· For questions regarding the process of obtaining a visa for an incoming or current employee, contact the Office of International Affairs.
1. Log into Workday using your CNetID and password.
2. To complete Form I-9 as part of the Hire business process, or the Change Job or Add Additional Job business processes (when no I-9 has previously been submitted):
a. Employee will be required to complete several Onboarding tasks in Workday, including the Complete Form I-9 step.
i. Employees receive these tasks in their Workday My Tasks. To complete them, they must navigate to their My Tasks and select the appropriate tasks located on the left side of the screen.
ii. Employees must complete Section 1. Employee Information and Attestation of Form I-9. All fields marked with a red asterisk are required. These include Last Name (Family Name), First Name (Given Name), Address (Street Number and Name), City or Town, State, Zip Code and Date of Birth.
1. Employees are REQUIRED to enter a US address. Should a NON-US address be provided, the HRP will need to return the form to the employee for them to input a US address.
2. U.S. Social Security Number is an optional field on this form and foreign national employees who do not have an SSN yet, must leave this field blank. They should NOT enter a Placeholder SSN in this field. The Placeholder SSN will be entered on the Edit Government IDs onboarding task.
iii. New hires should indicate their citizenship status. Noncitizens authorized to work must provide the appropriate work authorization document number and specify the expiration date of this document, if applicable.
iv. Under the Signature of Employee section, new hire needs to check the I Agree box, to electronically sign Form I-9.
v. If a preparer or translator was used to complete Form I-9, employee must complete the Supplement A. Preparer and/or Translator Certification for Section 1 section.
vi. Foreign nationals who are neither U.S. citizens nor permanent residents must upload ALL applicable documents to Workday (please refer to the Keep in Mind section of this document). This can be done either through the To Do available in My Tasks (applicable ONLY for the Hire business process) or by directly uploading the documents to their Worker Profile.
b. After the employee submits the Onboarding tasks and uploads the required documentation, the process routes back to the HRP to review Form I-9. Select the Mail icon in the top-right corner of the page to go to your My Tasks and choose the Complete Form I-9 on the left side of the screen.
c. The Review Form I-9 screen is next.
i. Review Section 1. Employee Information and Attestation for completeness and accuracy.
1. If mistakes are found while going through the first section, select the Send Back button at the bottom of the page to send Form I-9 back to the employee for them to correct. Use the comment box to indicate why the form is being sent back. The employee will receive an action item in their My Tasks to make corrections and submit the task again.
ii. Complete Section 2. Employer Review and Verification. This part must be completed and signed within 3 business days of the employee's first day of employment.
1. Fill out the fields in the appropriate section (List A, or List B AND List C) depending on the type of document(s) presented by the employee.
a. Employees must present unexpired documentation that establishes their identity and employment authorization. The USCIS has established 3 Lists of Acceptable Documents: List A (documents that show both identity and employment authorization), List B (documents that show identity only) and List C (documents that show employment authorization only). Workers may present either one selection from List A or a combination of one selection from List B AND one selection from List C.
b. Physically examine, or examine consistent with an alternative procedure authorized by the DHS, the unexpired document(s) the employee presents from the Lists of Acceptable Documents to complete the fields in Section 2. Employer Review and Verification.
iii. Enter the Employee's First Day of Employment (this field is right above the Signature of Employer or Authorized Representative section header).
iv. Go to the Signature of Employer or Authorized Representative section, review all fields for accuracy, and edit if needed. Check the I Agree box.
1. If the I-9 completion is overdue, Workday will activate the field Overdue Reason under this section to provide a justification for not complying with the deadline.
v. Attach the required supporting documentation in the Attachment section at the bottom of the screen. Start uploading documents either by choosing Select Files and selecting 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 incorrect documents were mistakenly uploaded, select the Trash Can icon.
1. If supporting documentation has already been uploaded, this step can be submitted without uploading additional documents.
vi. Select Approve once all required documentation has been uploaded.
d. A dialog box pop up will display with the next task (Final U.S. Employment Verification Status) to complete. Select Review.
i. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then select the Complete Form I-9 task on the left side of the screen.
e. The Final U.S. Employment Verification Status screen will show up.
i. Go to the Verification section and enter or change the U.S. Employment Verification Status and the Final E-Verify Case Number.
1. For non E-Verify cases, select Employment Authorized as the employment verification status, and enter N/A in the Comment section.
ii. Select Submit.
3. To complete Form I-9 document reverification for a current employee whose visa is approaching expiration:
a. In the search box at the top of the screen, type “Complete Form I-9 Section 3” and select the suggested task that appears below the search box.
b. The Complete Form I-9 Section 3 dialog box will appear.
c. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the Worker Form I-9 prompt box, to find the employee whose visa is approaching expiration, or type the worker’s name directly into this field, and press Enter. Choose the appropriate record and select OK.
i. If there are no results, the employee does not have an electronic I-9 in Workday. In this case, the employee will need to initiate the Complete Form I-9 process in Workday.
d. Scroll down to Supplement B, Reverification and Rehire (formerly Section 3), and complete the appropriate fields to provide the information for the document or receipt that establishes continuing employment authorization.
i. Select the Document Title and enter the Document Number (if any) and Expiration Date (if any) (mm/dd/yyyy). If the document presented is a receipt, check the corresponding box.
e. Go to the Signature of Employer or Authorized Representative section, review information for accuracy, and edit if needed. Check the I Agree box.
f. Attach the required supporting documentation in the Attachment section at the bottom of the screen. Start uploading documents either by choosing Select Files and selecting 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 incorrect documents were mistakenly uploaded, select the Trash Can icon.
g. Select Submit once all required documentation has been uploaded.
h. A dialog box will pop up with the next task (Load Documentation for Section 3 of I-9) 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 select the Load Documentation for Section 3 of I-9 task on the left side of the screen.
ii. If all required documentation has already been attached in the previous step, simply select Submit to complete the process.
iii. If required documentation was not attached in the previous step, then select the Maintain Worker Documents button to upload the worker’s documentation.
1. In the Maintain Worker Documents dialog box, use the Hamburger Menu to the right of the Worker prompt box to find the employee, or type their name directly into this field, and select OK.
2. 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.
3. Once documents are uploaded, indicate the appropriate Document Category, and select OK. Possible document categories include I-9 Documentation, Social Security Card, or Foreign Nationals. If desired, enter a brief Comment to provide more details.
4. Return to My Tasks, find the Load Documentation for Section 3 of I-9 task, and select Submit to mark this step as complete.
i. The process will go to the Payroll Administrator for review.