Overview
This job aid shows campus users how to enter employee personal identification (Citizenship and Visa) into CHRS for newly hired or rehired employees.
Background
- Tracker I-9 is the official system of record for CSU employees’ I-9 documentation.
- PeopleSoft should only contain the minimum required data to support system processing.
- The information is used for generating a PPT with field 825 populated correctly for PIMS keying.
Do not maintain historical I-9 data and only maintain the most current record in CHRS.
Select the employee
Step 1: Open the Navbar button.
Step 2: Navigate to Menu > Workforce Administration > Personal Information > Citizenship > Identification Data
Step 3: Search for the employee.
- Enter search criteria.
- Click Search.
Enter Citizenship/Passport data
Step 1: Enter the required fields:
- Country: If U.S. Citizen, enter USA
- Citizenship Status: Complete ONLY for U.S. or Naturalized Citizens. Leave blank for non-U.S. citizens.
CHRS requires a country value. If the employee is a refugee but does not state the country of origin, use the following settings:
- Country: Yugoslavia (this country no longer exists and is a placeholder)
- Citizenship Status: Refugee/Asylum
Step 2: Click Save.
Enter Visa/Permit Data
Use this procedure when the employee is a Non-U.S. citizen.
Step 1: Click the Visa/Permit Data tab.
Step 2: Complete required fields below:
- Country = USA
- Visa Type: Select appropriate code
- Effective Date: Effective date of appointment
- Status = Granted
- Status Date = Effective Date of appointment
- Type of Duration defaults to months (no action required)
- Expiration Date = Enter expiration date (leave blank for permanent residents)
Step 3: Click Save.
Rehired Employees
Guidelines:
- For rehires, verify that the information is still correct. If the information is still valid, stop.
- If the information needs to be updated, go to one of the following articles for the procedure:
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