HR - Maintain Employee Data - Emergency Contact Information

HR Professionals within a division or campus may have a need to update an employee's Emergency Contact information mannually in HRS if the employee is new or doesn't have readily access to a computer.

Procedure At-a-Glance

Category: HRS HR - Maintain Personal Data - Emergency Contact.
Audience: HR staff, Divisional HR representatives, Campus Department Users needing the ability to update staff personal information.
Overarching Process: HRS HR - Maintain Personal Data
Navigation: Workforce Administration > Personal Information > Personal Relationships - Emergency Contacts 

Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

Manually adding / updating Employee Emergency Contact information.

This may be done in conjunction with hiring a new employee while processing staff information following initial hire.  In the case where staff do not have access to a computer input may be done for routine information update when corresponding documentation is received in the HR office. 

Process Inputs:

  1. New / Change Emergency Contact information

Process Outputs:

  1. Updated Emergency Contact information (viewable via Self Service or Personal Relationships pages)

Process Considerations:

Information may be updated via Self Service or Personal Relationships pages

If there are more than one Emergency Contact listed you will need to use the arrows to get to multiple Emergency Contacts

One Primary Contact must be identified

Exceptions (including first-year considerations):

Staff are encouraged to promote employees to use Employee Self Service via My UW Portal pages.  By promoting Self Service this gives employees the knowledge to update their own personal information which suggests improvement in data integrity with reduction in mis-keyed information.



 Procedure Steps:

Navigation:  Workforce Administration > Personal Information > Personal Relationships > Emergency Contacts

  1. Enter Empl ID or First and Last Name of Employee.
  2. Click Search button.
  3. EmergencyContact1b.png
  4. If there is no Emergency Contact information listed, add data as needed.
      1. Enter Name using ALL CAPS: Last Name,First Name (no space). 
      2. Check Primary Contact box (One Primary Contact must be identified).
      3. Check boxes "same as Employee Address" and "same as Employee Phone #"
      4. EmergencyContact2b.png
      5. OR Click Edit Address link to add a different address.  Recommend using ALL CAPS.
        1. Click in Address 1 field, enter street address.
        2. Click in Address 2 field, enter if applicable.
        3. Click in Address 3 field, enter if applicable.
        4. Click in City field, enter appropriate value.
        5. Click in State field, enter appropriate value.
        6. Press the TAB button:  County and Zip fields will autopopulate if address is identified by US Postal Service.
        7. EmergencyContact3.png
        8. Click in the Phone # field to enter a different phone number.
        9. Click Other Phone #s Tab to add additional numbers.EmergencyContact4.1.png
  5. If there is Emergency Contact information list, change data as needed.
    1. Click + to add or click - to delete employee contact rows.
    2. Update addresses, phone numbers, or additional phone numbers.

  6. Click  MPI-EmergCntct5.png   button.

      End of Procedure

      Related Policies:

      • N/A

      Related Jobaids:

      Related Forms:

    Keywords:HR Office manual update for Emergency Contact Workforce Administration Maintain People Data Person Data   Doc ID:18678
    Owner:Tami E.Group:Human Resource System (HRS)
    Created:2011-05-30 19:00 CDTUpdated:2016-06-24 09:39 CDT
    Sites:Human Resource System (HRS)
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