OVERVIEW
This job aid describes how to use the I-9 Tracker integration options in UCPath. The best practice is to use the Automated Method to create an I-9 Tracker Profile.
Note: It is at the Department’s discretion on whether the Manual or Automated Method is used.
Since the automated method is currently set up for UCSD, it is the Transactors responsibility to ensure that a Tracker Profile does not already exist for the employee that is being hired and prevent UCPath from inadvertently creating a duplicate Tracker Profile. For complete instructions, see the information at the bottom of this Job Aid.
If an employee is being rehired or has an existing Tracker Profile ID you must add the tracker profile ID on the hiring template so that UCPath knows the tracker profile ID exists. If you hire the employee without putting the Tracker Profile ID in the hire template, it will inadvertently create a duplicate profile. If you are unable to find the individual in UCPath or aren’t sure if they have a Tracker record, please email applicationsupport@ucsd.edu.
When to use
The Automated Method is the process where you enter the Hire Transaction in UCPath and that automatically sends the employee’s information to I-9 Tracker and creates employee profile.
The Manual Method is the process where you manually create an employee profile in I-9 Tracker before entering the Hire Transaction in UCPath.
Intended Audience
UCPath transactor
BEFORE YOU BEGIN
Tasks to Complete Before Starting
In order to determine if a Tracker Profile or Form I-9 already exists for an employee, the user will need to search for the individual’s legal name in Tracker using the “Search Options” button (see snapshot 1). If there is a possible duplicate profile, they will receive an “Alert” message (see snapshot 2 below). If they receive the “Alert” message, they will need to reach out to their designated Talent Advisor (Staff hires), the Student Employment Office (Student hires), or Academic Contact (Academic hires) to find out if the individual already has a record. These individuals have access to all UC San Diego departments on campus and can see if someone already has a profile. If the employee is an inter-location transfer, they will need to inform their designated contact to see if an I-9 is on file and can be transferred from the releasing location.
Please Note: Tracker I-9 users only have access to employees in the department(s) they are assigned in Tracker. In order to obtain access to an internal transfer, inter-location transfer, rehire or concurrent hire’s Tracker Profile or Form I-9, the individual will need to reach out to their designated Talent Advisor (Staff hires), the Student Employment Office (Student hires), or Academic Contact (Academic hires) to request access to employee’s the profile/Form I-9.
Refer to the Tracker I-9 Blink Page for more information and resources for help with Tracker I-9.
For Best Results
Visa Update Requirements
Tracker:
The following changes should be managed in Tracker: NRA to PR or NRA to Citizen – must be documented in section 3 in Tracker, these changes are captured and sent to UCPath automatically
These changes require a case to UCPath: A status change that does not involve Work Authorization such as PR to Citizen, submit a case to WFA to update the status
Glacier:
These changes require a case to UCPath: Employees with DACA, Refugee, Asylee status will not complete Glacier and must be manually updated in UCPath; the Location must submit an employee visa type via case inquiry
STEPS TO TAKE IN UCPATH
Automated Method (recommended)
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Step 1 Select the correct HR Worksite ID when creating the position On the UC Position Data tab select the correct HR Worksite ID For UC San Diego: HR Worksite ID is “6” followed by the department code (e.g. 6-000121) The HR Worksite ID enables the automatic integration between UCPath and I-9 Tracker |
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Step 2 Complete the hire transaction in Smart HR Templates, but do not enter a Tracker Profile ID. UCPath sends the employee’s information to I-9 Tracker and creates employee profile. UCPath sends an email with a one-time-use link to the new hire with instructions to complete I-9 Section 1. When I-9 Sections 1 and 2 are complete, UCPath retrieves the employee’s data from I-9 Tracker and updates the following UCPath fields: U14 row is added in Security Clearance. Employees Citizenship Status/Work Authorization is updated in Citizenship Data. If the employee is terminated, since the U14 exists, the system will automatically update I-9 Tracker with terminated status. |
Manual Method
This method goes over how to manually create an I-9 Tracker Profile BEFORE entering the hire transaction in UCPath.
If the department is using the manual I-9 method and does not enter the Tracker Profile ID on the SMART HR Hire template in UCPath, Tracker will create a duplicate profile and an I-9 for the employee once UCPath approves the hire. To avoid a duplicate I-9, enter the Tracker Profile ID on the SMART HR hire template in UCPath. The Tracker Profile ID is located on the Profile page above the employee’s name.
Note: The Tracker Profile ID cannot be updated in the Person Profile. It is intended to be view only and will reflect the value that was submitted on the HR Template. The UCPath Empl ID is used to integrate I-9 data and should be updated in the Tracker Profile system. If the Tracker Profile ID is not entered at the time you submit the HR Template transaction, once you have the Empl ID you must enter it in the Tracker Profile system.
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Step 1 Manually create an employee profile in the I-9 Tracker. Send new hire an email with a general link and instructions to complete Section 1 in I-9 Tracker. Complete Section 2 in I-9 Tracker. When I-9 Sections 1 and 2 are complete, enter the HR Template transaction in UCPath. |
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Step 2 Complete the HR Template transaction in UCPath, entering the Tracker Profile ID. On the Personal Data tab, in the UC I-9 Information Section enter the Tracker Profile ID created in Step 1. Enter Tracker Profile ID. Select the Remote I-9 Section 2 checkbox, if appropriate. Note: Tracker generates two different ID numbers. DO NOT use the one called "I-9 ID." Click here for an example of the correct ID field to use in I-9 Tracker. |
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Step 3 The Tracker Profile ID enables the integration between UCPath and I-9 Tracker. Once the hire is processed by UCPC:
Note: If the employee is terminated, since the U14 exists, the system will automatically update I-9 Tracker with terminated status |