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WORK AUTHORIZATION LIFE CYCLEUCPath Job Aid

9/25/2018 2

Table of ContentsLife CycleHire: Initial I-9 ProcessRe-Hire: Initial I-9 ProcessE-Verify: Initial E-Verify & GLACIER SetupGLACIER: Initial E-Verify & GLACIER SetupTracker: Personal Data ChangeGLACIER: Personal Data ChangeChanges: Documentation Changes or ExpiresExpiration: Documentation Changes or ExpiresChanges: Funding ChangeGLACIER: TerminationTracker: Termination

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Life Cycle

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Hire action finalized in

UCPathStart

Tracker receives information about Hire action from

UCPath

Tracker generates a

profile for the

Employee

Completes I-9 Section 1 in

Tracker using instructions from

Tracker I-9 Complete

Verifies documents and

assists completing I-9 Section 2 in

Tracker

Receives I-9 verification information

from Tracker

Tracker stores I-9

documentation

Tracker Account Information

Relevant I-9 Data

Hire Information

UCPath Tracker I-9 Complete BFS/Satellite SiteI-9 Processor

Employee

Initial I-9 Process

Hire: Initial I-9 Process

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UCPath Tracker I-9 Complete BFS/Satellite SiteI-9 Processor

Employee

Rehire action

committed to in

UCPath

StartTracker receives Information about rehire action from

UCPath

Identifies the Employee’s previous I-9 and determines requirement for a

new I-9

If required, employee receives instructions

from Tracker to complete Section 1

Hire action finalized in

UCPath

As appropriate, verifies documents

and assists completion of I-9

Section 2 or Section 3 in Tracker

Receives I-9 verification information

from Tracker

Tracker stores I-9

documentationRelevant I-9

Data

Rehire Information

Tracker Account

Information

Initial I-9 Process

Re-Hire: Initial I-9 Process

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UCPath Tracker I-9 Complete Employee BFS I-9 Processor

Receives results of E-Verify from

Tracker

Reviews and verifies

documentation forE-Verify

Receives notification and provides any

additional documentation

Employee hired on

funds requiring E-Verify

StartHire trigger from

UCPath to E-Verify Employee

Finalizes results ofE-Verify check

If unsuccessful, escalates issue to

HR/APO for remediation

If successful, flags Employee

as having completed E-Verify

Receives results of E-Verify

from Tracker

Tracker stores E-Verify

documentation

Hire Information

E-verify Results E-Verify Results

Initial E-Verify and GLACIER Setup

E-Verify: Initial E-Verify & GLACIER Setup

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Submits GLACIER

nomination for the Employee

Identifies need for Employee to

have a GLACIER profile

Start

GLACIER account

created for Employee

Verifies eligibility for a GLACIER

profile and establishes

GLACIER profile

Revises Employee’s

information, sends forms to IRS (as

necessary) and marks the

record as complete

Receives data from

GLACIER and uses during

tax calculation and payroll processing

Sends visa, citizenship and

residency information to

UCPath

Submits required forms to

GLACIER Administrator

Relevant GLACIER

Information

GLACIER Account Information

UCPath GLACIER GLACIER Administrator Org./Dept. Admin. EmployeeInitial E-Verify and GLACIER Setup

GLACIER: Initial E-Verify & GLACIER Setup

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UCPath Tracker I-9 Complete Org/Dept. Admin BFS/Satellite Site Employee

Personal Data

Change processed in UCPath

Sends updated

Personal Data to Tracker

Receives updated work authorization

and/or E-Verify information

from Tracker

Employees notifies Org./Dept. of

Personal Data Change or Changes

data in Employee Self-Service

Start

Org./Dept. Admin processes change in UCPath using

WFA.10.L –Personal Data

Changes

Personal Information

Updated Results

Tracker generates a

profile for the

Employee

Stores updated work

Authorization and/or E-Verify

information

As necessary, receives notification

from Tracker to update

documentation

Updates documentation, as necessary

Notification

Personal Data Change

Tracker: Personal Data Change

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UCPath GLACIER GLACIER Administrator Org./Dept. Admin. Employee

Submits GLACIER

nomination for the Employee

Identifies need for Employee to

have a GLACIER profile

Start

Works with Employee to ensure that Personal Data

are updated in GLACIER

Reviews Employee’s

information, sends forms to IRS (as applicable) and

marks the record as complete

Receives data from

GLACIER and uses during

tax calculation and payroll processing

Sends visa, citizenship

and residency information to

UCPath

Employee updates Personal

Data in GLACIER and/or submits required

forms to GLACIER Admin

Relevant GLACIER

Information

UCPath processesa Personal Data

Change, initiated by Employee or

Org./Dept. Admin

Start

Pulls report of Employees who have updated Personal Data

Report Data

Personal Data Change

GLACIER: Personal Data Change

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UCPath GLACIER GLACIER Administrator Employee

Employees updates information (e.g., residency status,

visa details) in GLACIER

Monitors residency status, based on

number of days in the country as

entered in GLACIER

Reviews Employee’s

information and marks the record

as complete

Receives data from GLACIER

and uses during tax

calculation and payroll

processing

Sends visa, citizenship and

residency information to

UCPath

StartUpdated Relevant

Information

Start

Documentation Changes or Expires

Changes: Documentation Changes or Expires

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Employee

Start

Receives data from

GLACIER and uses during

tax calculation and payroll processing

Receives data from

GLACIER and uses during

tax calculation and payroll processing

Records updated

documentation

Works with Employee to Re-

verify work authorization

and/or E-verify

Processes update and sends visa, citizenship

and residency information to

UCPath

Reviews Employee’s

information and marks the record

as complete

Provides additional

documentation for Tracker and,

as needed, updates

GLACIER

Identifies that Employee’s documents

have expired

Receives Notification from

Tracker to re-verify Employee’s

documentation

Updated Relevant GLACIER

Information

Updated Relevant GLACIER

Info

UCPath Tracker I-9 Complete GLACIER GLACIER Admin. BFS/Satellite Site

Documentation Changes or Expires

Expiration: Documentation Changes or Expires

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Changes: Funding Change

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UCPath GLACIER GLACIER Administrator Org./Dept. Admin.

Determines if account should be

terminated or inactivated and takes action, as

appropriate

Account inactivate or

terminated, as appropriate

Org./Dept. Admin notifies Payroll

Office of Employee’s termination

Start

Termination

GLACIER: Termination

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UCPath Tracker I-9 Complete Org./Dept. Admin Employee

Org./Dept. Admin processes

termination in UCPath using WFA.05.L -

Termination

Termination processed in UCPath

Tracker updates

Employee’s account to

reflect termination

Sends Termination Informationto Tracker

Stores I-9 for possible rehire

Start

Termination Information

Termination

Tracker: Termination