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.
Renew or extend visa information
Use this procedure to record the employee's visa renewal.
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 Visa/Permit data
Step 1: Open the Visa/Permit Data page.
Step 2: In the Visa/Permit History section, click the Plus button (+) to add a new effective dated row.
Step 3: On the new row, update the Expiration Date field.
Step 4: Delete the previous visa history.
- Use the arrow to go back to the previous row (2 of 2).
- Click the Minus button (-) to delete the previous row.
Step 5: Confirm that only the most recent expiration date is retained.
Step 6: Click Save.
Update Job Data
When you update the employee's visa status, you must update Job Data.
Step 1: Navigate to: Menu > Workforce Administration > Job Information > Job Data
Step 2: On the Work Location page, Click the Plus button (+) to add a new Effective Dated Row.
Step 3: Complete the following fields:
- Action: Data Change
- Reason: Change Non-Citizen Status
Step 4: Click CSU Job tab.
Step 5: In Empl History Remarks, enter EXTEND WAED.
Step 6: Click Save.
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