PeopleSoft Human Capital Management, Release 9.2 ASU I-9 Admin

Transcription

1 Business Technology Services February 2016

2 Table of Contents Overview... 3 Security Access... 3 Submit Role Request... 3 Navigation... 3 Page Description... 4 I-9 Admin Search Filter... 5 Filter criteria usage... 6 I-9 Admin Search Results Grid... 7 I-9 Admin Detail Page... 7 Current I-9 Statuses... 9 I-9 Status Description Setup Page...10 I-9 Status Setup Page...11 Add/Edit Status...12 Refresh I-9 Status Process...14 Frequently Asked Questions...16 Incorrect I-9 Status...16 ASU Office of Human Resources I-9 Revised

3 Overview ASU has entered agreement with Equifax to provide online services for Form I-9 verification/ E-Verify. Departments must refer their employees to the select number of system users that provide this service. Due to the high volume of hires often a lack of contact information, departments are usually not notified of an employee s I-9 status until after reaching non-compliance. Departments do not have access to Equifax data, but do need an easy way to track compliance issues. To resolve this problem, the pages were developed to display read-only data for Form I-9, including the individual s current I-9 status. The fields on this page are populated using data that is imported nightly from the I-9 Management system into HR PeopleSoft. Users can access these pages at any time to view the I-9 status of a new hire. By allowing users to track the I-9 process, non-compliance issues should be minimized. Security Access The pages are accessible based on role-level security. Users must have one or more of the following roles to access the pages: 2xB Hiring Manager PTR Originator Equifax I9 HR Specialist Equifax I9 HR User Equifax I9 HR Supervisor Equifax I9 HR Employer Super User The first four user roles listed above have access to the I-9 Search page I-9 Detail page. Only the Equifax I-9 HR Supervisor the Equifax I-9 HR Employer Super User have access to additional setup process pages. Submit Role Request If you need to request one of the above security roles, follow the steps found in this knowledge base article: asu.service-now.com/hress/kb_view_customer.do?sysparm_article=kb Note: On Step 8, select either 2xB Hiring Manager or PTR Originator. All of the Equifax roles require assignment special training to request. Navigation You can find the I-9 Admin folder in HR PeopleSoft: ASU Customizations > ASU HCM Custom > ASU HR > This folder has four other pages. All users with one of the appropriate roles listed above can access the I-9 Admin page. ASU Office of Human Resources I-9 Revised

4 Only an HR Supervisor Super User can also access the ASU I-9 Status Setup, the ASU I9 Status Codes, the Refresh I-9 Status Process pages. Page Description The I-9 Admin pages are used to pull up data imported from the I-9 Management system. The data gets displayed through the following steps: 1. Employees begin the online I-9 process after they are notified of the requirement a. There are two sections to complete the overall process may take some time 2. Three (3) files containing daily I-9 transactions from the I-9 Management system are automatically sent every night to a secured ASU folder (located in SecShare drive) 3. A process in PeopleSoft (ASU_HR1057) runs on a nightly schedule to import select fields from the three files into a table in PS (HR_I9_PERSON) 4. A process in PeopleSoft (ASU_HR1058) runs on a nightly schedule to apply I-9 statuses to individuals. These statuses are based on data obtained from the I-9 tables in PS a. If a process fails, super users are notified they correct the issue. The Refresh I-9 Status Process (aka ASU_HR1058) is then run ad-hoc to update statuses b. Any needed changes to statuses, such as status name status description, can be edited in the two setup pages 5. Users search for access I-9 data using the I-9 Admin pages The I-9 Admin page takes users to a search filter where they can enter criteria to manipulate the results that display. The search results display high-level information for up to the first 300 records that meet the criteria entered. A hyperlink on each individual record takes users to the I-9 Status Detail page for that individual record it contains further details regarding an individual s I-9 information. The next sections further discuss each I-9 page. ASU Office of Human Resources I-9 Revised

5 I-9 Admin Search Filter The I-9 Admin page will display any record imported from the I-9 Management system exists in the I-9 table in PeopleSoft. It also will display as any record that should exist in the I-9 table in PeopleSoft. In other words, individuals that have begun or completed the process in the I-9 Management system will display in addition to individuals that have not begun the process but that have a new hire/rehire date in PeopleSoft. None of the data that displays is considered highly sensitive so users have access to all I-9 data. Users can use the search filter to refine the results shown. Clicking Filter without at least one field populated will display all I-9 data (i.e., the first 300 rows will display due to a volume cap). The cap prevents the search from functioning too slowly. This message will appear when the cap is exceeded: Your search resulted in ## rows. Only the first 300 rows can be displayed. Click OK to display the first 300 records. Click Cancel to start over refine your search by adding additional criteria. Users can enter criteria to narrow the search results. Included are employee ID, department, preparer name, employee name, I-9 status /or I-9 hire date range. Multiple criteria can be entered at the same time to further narrow the search. For instance, a user can search for all I-9 data for individuals who work in department B0101 with a current status of I-9 Not Complete. A breakdown of the filter fields how they function follows. Note: If you filter by Department, any person that does not yet have PeopleSoft Job Data will not be found in the results even if the person has completed their I-9. If no results are located for the criteria entered, then a No I-9 Data Found message displays. ASU Office of Human Resources I-9 Revised

6 Filter criteria usage Field Definition/Function Tips for use Example Empl ID Department Preparer First Name Middle Initial Last Name Type whole or partial ID or use lookup icon to select from list Department ID for an individual s active job record/type whole or partial ID or use lookup icon to select from list Name of person who processed Section 2 of the online Form I-9/Type exact name or use lookup icon to select from list First name of individual you are searching for Middle initial of individual you are searching for Last name of individual you are searching for I-9 Status Drop-down list of all 7 possible I-9 statuses I-9 Hire Date Range: From Date of hire indicated by the employee in the online I-9 management system Best used to look up specific individuals when you know their IDs Best used in conjunction with other criteria such as I-9 Status /or I-9 Hire Date Range. For example, search for records with I-9 Not Complete status that were hired in January 2016 for department B1341 Best used in conjunction with other criteria when you know who prepared the data you need. For example, search all records processed by Mindy Davis with hire dates after 1/15/2016 for department beginning B01 Best used in conjunction with middle /or last name or if all you have is limited information Best used when first last name do not narrow results enough ( if person has a MI) Best used in conjunction with middle /or last name or if all you have is limited information Best used in conjunction with other criteria when you only want to search for records in a specific status. For example, all records that have expired documents for department M0201 Best used in conjunction with other criteria to search for records with a hire date on or after the From date indicated. For example, search records with hire date after January 30 th with Employment Authorized status or Department: B1341 I-9 Status: I-9 Not Complete From: 1/1/2016 To: 1/31/2016 Preparer: Mindy Davis From: 1/15/2016 Department: B01 First Name: John Last Name: Smith First Name: John Middle Initial: J Last Name: Smith First Name: John Last Name: Smith I-9 Status: Need Employment Reverification Department: M0201 I-9 Hire Date Range From: 1/30/2016 I-9 Status: Employment Authorized I-9 Hire Date Range: To Date of hire indicated by the employee in the online I-9 management system Best used in conjunction with other criteria to search for records with a hire date on or before the To date indicated. For example, search records with hire date before May 1 but after April 1 that still need to present SSN card I-9 Hire Date Range To: 5/1/2016 I-9 Hire Date Range From: 4/1/2016 I-9 Status: Needs SSN Card ASU Office of Human Resources I-9 Revised

7 I-9 Admin Search Results Grid The search results grid can display up to 300 rows of individuals that match the search criteria entered. This allows quick access to high-level information for many records at once. The grid includes the following column headers: Employee ID, First Name, Last Name, MI, I-9 Status I-9 Status Description, as seen below: Again, the results show all records that match the criteria you specified. The I-9 Status Description provides a short definition of the I-9 Status. The Employee ID is a hyperlink that can be clicked to see more detail for an individual record. I-9 Admin Detail Page The I-9 Status Detail page displays after the Employee ID is clicked on the I-9 Admin search results. ASU Office of Human Resources I-9 Revised

8 The full name employee ID are located at the top of the page, the Current I-9 Status I-9 Status Description also are included, just like the search results. In addition, the following fields are included: Field Definition Section 1 Complete Date The date the employee submitted Section 1 of the online Form I-9. Will be blank if the employee has not yet submitted Section 1 Section 2 Complete Date The date the preparer reviewed the employee s documents submitted Section 2 of the online Form I-9. Will be blank if the employee has not yet had documents verified at an authorized location Preparer Name The name of the person who verified the employee s documents submitted Section 2. Will be blank if Section 2 has not been processed. I-9 Hire Date The employment start date entered in the I-9 Management system by the employee. Will populate with Job Hire effective date if Form I-9 has not been submitted yet Location Processed The authorized location where the employee presented documentation for Section 2 completion. Will be blank if Section 2 has not been processed Job Data Exists? This is a Y/N field that populates Y if the individual has an active job record in PeopleSoft. If not, it populates N. Should never be blank Domestic? This is a Y/N field that populates Y if the individual is a U.S. Citizen, Non-Citizen National or Permanent Resident. It populates N if the individual is an Alien Authorized to Work. Will be blank if Section 2 has not been processed Original Document Due Date The due date for an individual to present original documentation at an authorized location. Will populate if a receipt document was presented, such as a receipt notice when applying for an SSN. Will be blank if individual only presented original documents when processing Section 2 Document Expiration Date The expiration date for documentation presented, such as passport expiration or expiration of an employment authorization document (e.g. DS-2019, I-20, Permanent Resident card, etc.). Will be blank if documents presented do not expire The first half of the data on this page is useful to underst more about the circumstances surrounding the submission of the online Form I-9. The last four fields are helpful in managing the individual. For instance, the flag for whether job data exists saves users from having to look up this information may be a reminder for departments to finish processing the hire. The domestic flag may help users underst why a current I-9 status is taking so long to update for instance, nondomestic employees take longer to process. The document due dates are good reminders of when employees will need to update their information, this helps users to be more proactive in meeting compliance stards. ASU Office of Human Resources I-9 Revised

9 Note: Since I-9 data is imported into PeopleSoft from another system there will always be a one-day delay on what is shown. Current I-9 Statuses All seven potential I-9 statuses their description are listed below. Two things are noteworthy: the vast majority of records will either have a status of Employment Authorized or Verification in Process the additional statuses may prove very informative help users to underst their employee s situation without having to call anyone Current I-9 Status Employment Authorized I-9 Status Description Form I-9 was completely processed documents were verified. Individual is authorized to work in the U.S. I-9 Not Complete Form I-9 has either not been started or Section 1 has been completed but documents for Section 2 have not yet been verified. Contact HR ESC for details at Need Employment Reverification Needs Original Document Needs SSN Card Not Authorized to Work Verification in Process Form I-9 was completely processed but individual presented work authorization documents that have expired (see Document Expiration Date). Unexpired documents must be presented to an authorized location. Form I-9 was completely processed but a receipt document was presented. Individual may work but original documents must be presented before the Original Document Due date. Form I-9 was completely processed but employee did not have a Social Security Number. Individual may work but must present SSN card as soon as obtained. Form I-9 was completely processed documents were verified, but individual was found not to be authorized to work in the U.S. Form I-9 was completely processed but documents are still being verified. Individual may work pending final verification results. ASU Office of Human Resources I-9 Revised

10 I-9 Status Description Setup Page The I-9 Status Codes page is used to setup the name of a status its accompanying description. This page should rarely require editing. If either an I-9 Supervisor or an I-9 Super User, however, determines that a description can be more clearly stated or that a status can be better worded, then use the setup to edit the description. How to make changes to I-9 Status /or description: 1. Navigate to ASU Customizations > ASU HCM Custom > ASU HR > > ASU I-9 Status Codes 2. Highlight the Description or Long Description field enter the change 3. Click Save 4. Changes will immediately take effect on the Status setup Admin Search pages a. I-9 Status drop-down will match changes to Description Note: Remember these three directives: 1. Do NOT edit the I-9 Status column. If you do, many statuses will display incorrectly. 2. Do NOT add a row. If you do, it will have almost no affect until a developer gets involved. 3. Do NOT delete a row. Obsolete statuses their hling should be discussed with the Governance Team. ASU Office of Human Resources I-9 Revised

11 I-9 Status Setup Page The I-9 setup pages are available to I-9 Supervisors I-9 Super Users if an adjustment must be made. There are currently 24 statuses from the I-9 Management system that are imported into the NAME_AC field located in the HR_I9_PERSON table in PeopleSoft. This field can only import the last 50 characters (spaces included) of the data. What is imported can be assigned to one of the available statuses. ASU Office of Human Resources I-9 Revised

12 If the I-9 Status is ever blank for a record on the I-9 Search results, it is likely because a status was imported that has not yet been setup. The Status Reason column in the search results will say, Can t find I-9 status for NAME_AC = is invalid because the data entered is incorrect. in the ASU_HR1058_XREF table. Add/Edit Status To edit the setup for I-9 statuses follow the steps below: 5. Navigate to ASU Customizations > ASU HCM Custom > ASU HR > > ASU I-9 Status Setup 6. To edit a description in one of the imported values, highlight that field type the correct value 7. To add a new import, value click the + button of any row ASU Office of Human Resources I-9 Revised

13 8. Enter the correct value in the NAME_AC field 9. Select the corresponding I-9 Status from the drop-down 10. Click Save 11. Run the Refresh Employee I-9 Status process (see next section) ASU Office of Human Resources I-9 Revised

14 Refresh I-9 Status Process The Refresh I-9 Status Process is used to assign statuses to all applicable individuals based on data that is imported following what is in the setup pages. This process is set to run nightly on a schedule. The only time it needs to be run ad-hoc is when the nightly process fails /or when a setup change is made must be applied right away. To run the process, follow the steps below: 1. Navigate to ASU Customizations > ASU HCM Custom > ASU HR > > Refresh I-9 Status Process 2. Enter a Run Control ID (if you have never run the process, click the Add a New Value tab type your initials) 3. Click Search 4. Click Run ASU Office of Human Resources I-9 Revised

15 5. Click OK 6. Wait for the process to finish running, which should take 3 5 minutes. To monitor the progress, click the Process Monitor link. 7. Click Refresh periodically until Run Status = Success Distribution Status = Posted 8. Navigate to the I-9 Admin page to see the new results ASU Office of Human Resources I-9 Revised

16 Frequently Asked Questions Incorrect I-9 Status I am processing a rehire for an employee that needs to complete a new I-9, but the I-9 Admin page has a status of Employment Authorized. Does the employee still need to complete the I-9? Yes. The status is displaying incorrectly, which is a known issue currently being worked on. The employee mostly likely completed an online Form I-9 for a previous job was authorized to work. Upon termination, however, the employee s record was not updated. The status you see is for the previous employment, but it should read I-9 Not Complete. ASU Office of Human Resources I-9 Revised