New ILC Cases

 

Research Prior to Completing this Form

*Ensure worksite ID is set up in the new position matching the receiving campus worksite ID

  • Note: ILC may not be able to access or update position. If not, the ILC should work with the campus contact to ensure the position includes the correct worksite.

*Confirm using UCPath Person Search (Search/Match) to determine if the employee is a rehire/transfer/MLA.

  • Identify Home location, host location, original campus, original hire date, break in service
  • If you need help using Person Search, click here.

*Review Tracker I-9 record (if applicable)

  • ILC2 review the I-9 and any audit notes to ensure the I-9 is complete.
  • If there are multiple profiles and I-9 in Tracker, ILC2 can use this form requesting ILC1 to resolve, merge records, and add audit notes.
  • Once request is received and if multiple profiles are from different location/campus, ILC1 should request UCPC to merge Tracker Profile records (UCPC will conduct their analysis to ensure the most current I-9 reside under the home location)
  • Note: Not all employees will be in Tracker. If there is no Tracker record, ILC2 can use this form to request a Tracker profile to be created and historical I-9 to be attached.
 
 
 
 
 

Former/Current/Departing Campus is ILC1

 
 
 

Receiving Campus is where the new appointment is being generated, ILC2

 
 
  • Concurrent/MLA - concurrent appointment between two campus locations
  • Rehire - rehire following a break in service; includes a transfer where there is a break in service, since this is technically a termination and rehire.
  • Transfer - transfer between two campus locations without a break in service
 

Please do not submit requests for appointment start dates more than 30 days in advance.


If the appointment start date were to change, add "@" comment in the ILC Case Smartsheet to inform the other I-9 ILC Coordinator.

 
mm/dd/yyyy
 

(link to document with screenshot)

 
 
 
  • Fix data - there is something wrong in one of the systems that needs to be corrected
  • Create Tracker record
  • Transfer Tracker record - move the Tracker record from one campus location to another
  • Attach historical record in Tracker - attach the old I-9 to the Tracker record
  • Update security clearance in UCPath - add or update the security clearance for either I-9 or E-Verify in Tracker
  • Approve - this is when no real action by the sending location is needed, and we are asking the sending campus to just acknowledge that the receiving location is taking action.
  • Validate documentation (COVID)
  • Merge duplicate record in UCPath
  • Merge duplicate record in Tracker
  • No Action Required - informational. For example, if we are adding an E-Verify onto an existing record and we just want the other campus to know.
  • Other - when no other option is applicable
 

Describe in detail what actions are required or any general comments to share with ILC1. If duplicate records need to be merged, include details related to both records.

 
 

Please enter a realistic action due date that is greater than 10 business days from the request date to ensure enough time between the campus appointment start date and the due date to complete actions.

 
mm/dd/yyyy