9.2 Creating/Maintaining U.S. and Foreign Citizenship Credentials

Purpose: Use this document as a reference for adding U.S. and foreign citizenship credentials for the purposes of the I-9 form (i.e. , Passport, Visa, etc).

Audience: HR Specialists and HR Administrators.

Enter PASSPORT Information

Navigation:  NavBar > Navigator > Workforce Administration > Personal Information > Citizenship > Identification Data

  1. The Identification Data search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.
Find an Existing Value
  1. The Identification Data page displays.
  2. On the Citizenship/Passport Tab:
    • Select a Country
    • Select a Citizenship Status
    • Enter the Passport Number (15 characters max)
    • Select/Enter the Issue Date
    • Select/Enter the Expiration Date
    • The Country field will default the country selected above, change if needed.
    • Select/Enter a State
    • Enter a City (30 characters max)
    • Enter the Authority (50 characters max)
    • Enter a comment in the Comment box, if necessary
  1. Select the Visa/Permit tab.
  2. On the Visa/Permit Data Tab:
    • Enter/Select the Country
    • Enter/Select the Type
    • The Effective Date will default to today's date, change if needed
    • Enter a Duration (numerical)
    • Select the Type of Duration
    • Enter the Issue Date
    • Enter the document Number
    • Enter the Date of Entry into the Country
    • Enter the Expiration Date
    • Enter the Issuing Authority (50 characters max)
    • Enter the Issue Place (30 characters max)
    • Select Save
Visa/Permit Data tab
  1. Select the Employee Photo tab.
  2. The Employee Photo page displays.
  3. Select on the Add button (this will prompt you to upload an existing file).
Employee Photo tab
  1. The File Attachment pagelet displays.
  2. Choose the appropriate file (should be a jpeg copy of the Employee's Passport picture which should have been copied).
  3. Select the file.
  4. Select the Upload button.
Employee Photo tab, add photo button
  1. The Employee Photo page displays.
  2. Note: This is also where you can keep a photocopy of the Driver's License.
  3. Select the Save button.
Employee Photo tab, example photo

HELPFUL TIP:  To update any of this information (new expiration dates, etc.), click the [+] to add a new effective dated row.

For auditing expiration of these credentials, use the QHC_HR_JOB_VISA_EXP query. Contact your local Security Administrator for access to Query Manager.

  1. The process to add U.S. and foreign citizenship credentials is now complete.
  2. End of procedure.

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