With the results of the Report made with the guidance from our article on Reporting on EAD / TPS, you can now more easily take action on what you want to do.
We have a few paths of Action you can take:
The Employee Path: This will issue a form to your employee to help collect some information in regards to their documentation.
The Admin Path: You and your team will manage this. There are two separate options for this, depending on how many staff members need identification.
Managed Services: This will go over the options that our team has to take on this work with or for you, depending on the tier that fits best with you and your team.
Employee Path
Now that you have grouped the staff from the results of your report, you will be able to issue that group a form to ask your staff to review their documents and input whatever information you would need.
These are some guides that may be helpful in creating this form.
We recommend requesting: Category Code, Other EAD Category Code, Country on Which Work Authorization is Based, and EAD Expiration Date.
Please seek counsel from your legal team to ensure you stay compliant with what you request from your staff.
If you would like our team to help you build this. We will review that option more when we talk about Managed Services.
Admin Path
With the Admin Path, you and your team will take the data from the EAD or TPS documents and update this information within WorkBright.
We have two recommended options, one for under 10 staff members and one for over 10 staff members. Either option will work; which one you take will be a matter of preference and ease.
For both options, you will first create Custom Fields for the data points you want to update. We recommend: Category Code, Other EAD Category Code, Country on Which Work Authorization is Based, and EAD Expiration Date.
Under 10 Staff members
With the report you have generated, you can open up the individual staff profiles by clicking on their first name, last name, or email (if used in the report).
We recommend opening this in a new tab so you can refer back to your report.
On the Employee profile, from the overview tab, navigate to the Custom Data box.
From here, you will be able to see and update the new fields that you created.
Once you have edited and saved your updates, you can go back to your report and complete this for the remaining staff.
Over 10 Staff members
Run your report, then download the results in an Excel or CSV Format
Open the downloaded Excel or CSV file on your computer. Once in the sheet, add additional columns, one for each new custom field that you created and need to be updated.
Review the Form I-9 & the submitted documents for each employee and add the corresponding information in the sheet.
Once the sheet is complete, save and return to WorkBright.
Use the Bulk Update workflow to populate Custom Fields for your Employees.
Final Steps for the Admin Path
Once you have updated all the staff to check that the updates have been made and to make them reportable, we will go back to our report and update the data fields to include our new custom fields.
In your report, you will click on “Add a Field” in the Output Data section.
Select “Staff Custom Fields” from the dropdown.
And add in the custom fields you created.
Once they are all added, save and run your report to evaluate results. From here, you can take action on your results as you see fit.
Managed Services
Our Managed Services team offers two options to help your team.
Set Up Only
The WorkBright team will build the reports and custom fields for you and your team. From there, you can take action as needed using the tools provided.
Set Up and Review
The WorkBright team will build the reports and custom fields for you and your team. With the tools set up in your account, our team will go through the results of the reporting and make the needed updates to the custom fields that were set up.