HR - Maintain Employee Data - Biographical Details

This user procedure describes how to update employee personal information using the pages in Workforce Administration. This will be used by HR Professionals to enter changes and updates to employee information. This is a separate process than what the employee will use through self service.

Procedure At-a-Glance

Category: Maintain Employee Data
Audience: HR Administrators
Overarching Process: Job Data Changes
Navigation: Workforce Administration>Personal Information> -Modify a Person
Jump to Procedure Steps (below)
Change the Name Field Steps (below)
Correct the Date of Birth Steps (below)
Change Gender Field Steps (below)
Update Primary National ID Steps (below)


Procedure Steps

To perform this procedure, please follow these steps:

To Change the Name Field:

  1. Navigate to Workforce Administration>Personal Information> -Modify a Person
  2. Enter the EmplID for the employee, or search by Name, Last name

  3. Select the employee from the search results
  4. The name field is effective dated and limited to 30 letters per name field. To change the name of the employee click the plus sign to add a new row.

    namefield1b2.png

  5. Change the Effective Date to the date the new name is to be effective.

    namefield2c.png

  6. Click on the Edit Name hyperlink.

    namefield3b.png

  7. The Edit Name page opens and the fields are available for update.

    namefield4.png

  8. Make the name change (maximum of 30 letters per name field) and click Refresh Name to see the new name displayed.

    namefield5.png

  9. Click OK to return to the main Biographical Details Tab

    namefield6.png

  10. Save.

    namefield7.PNG

To Correct the Date of Birth:

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Warning!

NOTE:

Each campus may have specific instructions on how to handle DOB discrepancies and steps to resolve.  Please contact your campus' Central HR Office for further instructions.

It is required that documentation detailing an employee's Date of Birth be secured prior to making any changes to this sensitive data.  A list of documents that establish a person's identity can be found on the back of an I-9 (page 5):  http://www.uscis.gov/files/form/i-9.pdf  

Any documentation received should be forwarded to your campus' central HR office for their records.

  1. Navigate to Workforce Administration>Personal Information> -Modify a Person
  2. Enter the EmplID for the employee, or search by Name, Last Name

  3. Select the employee from the search results
  4. The Date of Birth field and the fields in this section are NOT effective dated.

    DateofBirth1.png

  5. To update the Date of Birth enter the correct date.

    DateofBirth2.png

  6. Save

    SSNItem6.png


To Change Gender field:

  1. Navigate to Workforce Administration>Personal Information> -Modify a Person
  2. Enter the EmplID for the employee, or search by Name, Last name

  3. Select the employee from the search results
  4. The fields in the Biographical History field are effective dated. To change the gender of the employee click the plus sign to add a new row.

    genderchange1.png

  5. Change the Effective Date to the date the new value is to be effective. You may future date it if necessary. (If the date is in the past Correct History will be required.)

    genderchange2.1.png

  6. Select the value from the drop down list.

    genderchange3b.png

  7. Save

    SSNItem6.png

  8. Click on View All to see all the effective dated rows.

    genderchange4.png

To Update Primary National ID

  1. Navigate to Workforce Administration>Personal Information> -Modify a Person
  2. Enter the EmplID for the employee, or search by Name, Last Name

  3. Select the employee from the search results
  4. The National ID Type is NOT effective dated. There are four National ID Types defined in the HRS system. Each type may be used only once per person. (There can only be one "SSN", one "ITIN", one "UW Reporting ID" and one "UW Medical Foundation".)

    SSNItem1.png

  5. If the SSN is not known or not available, leave the National ID field blank. The value will default to XXX-XX-XXXX.

    SSNItem2.png

  6. If there is not an SSN, a UW Reporting ID should be created.  After the person record is saved, add the "UW Reporting ID" type using 0Empl ID.

    SSNItem3.1.png

  7. Make the UW Reporting ID as the Primary ID.

    SSNItem4.png

  8. When an SSN becomes available, change the XXX-XX-XXXX value in the "SSN" type to the correct value and make the SSN the Primary ID.

    updateSSN.png

  9. To add an Individual Tax ID Number (ITIN), add a new row and select the National ID Type of "Individual Tax ID Number." Leave the SSN type as is, but make the ITIN primary.

    updateitin.png

  10. Save.
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Warning!
NOTE: The UW Medical Foundation is loaded into HRS from a file download. It will not need to be manually maintained.  Updates to SSN for Foreign Nationals will require an update in Glacier for tax purposes.





Keywords:name person DOB date of birth gender marital status Primary National ID social security number SSN uw reporting ID international tax ID number ITIN National ID workforce administration   Doc ID:16907
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-02-14 18:00 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
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