Overview
This job aid shows campus users how to enter employee personal identification (Citizenship and Visa) into CHRS when an employee's citizenship or visa information changes.
Background
- Tracker I-9 is the official system of record for CSU employees’ I-9 documentation.
- The information is used for generating a PPT with field 825 populated correctly for PIMS keying.
- Do not maintain historical I-9 data. Only maintain the most current record in CHRS.
- Maintain historical documentation in Tracker I-9 Complete only.
- Remove all prior history when updating citizenship or visa information.
- PeopleSoft should only contain the minimum required data to support system processing.
Update Citizenship: Naturalization
Use this procedure when an employee becomes a U.S. citizen.
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.
Update Citizenship/Passport data
Step 1: Enter the required fields:
- Country: Change country to USA.
- Citizenship Status: Update to US Citizen.
Step 2: Click Save.
Remove Visa/Permit data
After naturalization, no visa/permit rows should remain in the system.
Step 1: Click the Visa/Permit Data tab.
The next step is irreversible. Only remove visa/permit rows if the employee is now a U.S. citizen.
Step 2: Click the minus button (-) to delete all rows.
Step 3: Click Save.
Update Job Data
When an employee becomes a U.S. citizen, you must change Job Data as well as Personal Information.
Step 1: Navigate to: Menu > Workforce Administration > Job Information > Job Data
Step 2: Search for the employee.
Step 3: On the Work Location page, Click the Plus button (+) to add a new Effective Dated Row.
Step 4: Complete the following fields:
- Action: Data Change
- Reason: Change Non-Citizen Status
Step 5: Click Save.
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