Reference: ID Management

Workday enables you to manage multiple types of IDs for different person types:

Workers.

Pre-hires.

Student prospects.

Academic affiliates.

Dependents.

Beneficiaries.

Workday also enables National ID verification for these self-service person types:

Academic affiliates.

Candidates.

Employees.

External committee members.

External students.

Pre-hires.

Students.

Users secured to the Person Data: Add Government IDs
domain in the Personal Data functional area can enter IDs in the
Edit Government IDs
and Edit IDs
subprocesses of the Hire
and Contract Contingent Worker
business processes. Users with access to that domain can't view or modify the ID after they complete the subprocess.

Enable security access to the Edit ID Information
business process only for users who can edit all 4 of these ID types:

Government IDs.

Licenses.

Other IDs.

Passports and Visas.

Users with security access to some of these ID types should use the business process specific to the ID type. Example: Use the Edit Government IDs
business process for Government IDs. If a user without access to all 4 ID types edits 1 or more of them, Workday deletes the IDs the user can't access.

To maintain and view IDs for different person types, access these tasks:

For Workers, Pre-Hires, and Academic Affiliates:

Action	Access
Enter and update IDs.	Edit Government IDs task. Edit Licenses task. Edit Passports and Visas task. Security: Person Data: Personal Photo and Self-Service: Personal Photo domains in the Personal Data functional area. Edit ID Information for Pre-Hire task. Security: Pre-Hire Person Data: ID Information domain in the Pre-Hire Process functional area.
View IDs.	ID Information report. Security: Person Data: ID Information, Person Data: Government IDs, Person Data: Passports and Visas, Person Data: Licenses, and Person Data: Other IDs domains in the Personal Data functional area. Worker Data: I-9 Forms in the Onboarding functional area. Pre-Hire ID Information report. Security: Pre-Hire Personal Data: ID Information domain in the Pre-Hire Process functional area.
Track expiring or duplicate IDs.	Expiration Dates for Worker IDs report. Security: Audit: Worker IDs domain in the Personal Data functional area. Workers with the Same National ID report. Security: Person Data: Government IDs domain in the Personal Data functional area.
Identify invalid IDs.	Workers with Invalid National IDs report. Security: Person Data: Government IDs domain in the Personal Data functional area.

For Student Prospects:

Action	Access
Enter IDs.	Create Student Prospect task. Security: Manage: Student Prospect domain in the Student: Recruiting functional area.
Update IDs.	IDs report on the Personal profile group of the prospect profile.

For Dependents and Beneficiaries:

Action	Access
Enter and update IDs.	On the profile of the worker with a beneficiary or dependent, select either View Beneficiaries or View Dependents report on the Benefits profile group. Security: Worker Data: Beneficiaries and Dependents domain in the Benefits functional area and the Personal Data functional area.

For Workers, Contingent Workers, Pre-Hires, Students, and Student Prospects:

Action	Access
Enter and update IDs.	Select Integration IDs Create Universal ID . Select Integration IDs from the person's related actions menu. Security: Person Data: Universal ID domain in the Personal Data functional area.

For Academic Affiliate, Candidate, Employee, External Committee Member, External Student, Pre-Hire, and Student:

Action	Access
Verify National ID	To access the Verify National ID button, on a person's profile, select Personal and IDs . Security: Self-Service: Verify National ID domain in the Personal Data functional area.