Missing Date of Birth causes downstream impacts for Human Resources and Benefits. This error report lists those employees who are missing or have an incorrect DOB. Campus users with the proper credentialing are able to view the report and fix the data integrity issue.

Procedure At-a-Glance

Category: HRS - Workflow Exception Dashboard
Audience: HR Campus Users Credentialed for WED
Overarching Process: HRS - HR Maintain Employee Data
Navigation:HRS Login > Appears on Homepage next to Menu
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description

The UW_HR_MISSING/INCORRECT_DATE_OF_BIRTH is an error report created to find Employee Date of Birth data errors.  These errors appear in the WED notifying credentialed users of missing/incorrect employee data and the ability to fix them accordingly in an on-demand basis.  

The employee's Date of Birth is either missing or incorrect. When a Date of Birth is missing, it causes a payroll calculation error in the system even if the employee is not enrolled in a benefit plan that uses a Date of Birth to determine premium costs.  Dates of Birth are also required for background checks and to determine those who meet Selective Service requirements.  An incorrect number can be reported to a vendor requiring manual clean up later. 


Please review documentation provided by the employee (I9 identification) to identify the correct date to enter into Modify a Person.

Process Inputs

  • Error Listing contains Employees with:
    • Missing DOB
    • Incorrect DOB (based on age calculation of less than 14 years old or older 105 years old)
  • Credentialed Users can enter correct Biographical Data for each Employee on list and mark it completed on the WED

Process Outputs

  • Employee's Biographical Data is resolved
  • Employee will fall off the WED Error Query the next business day

Process Considerations

  • The WED is available for credentialed users ONLY and are based on current security roles.  Queries will be viewable only if they have the ability to fix them.
  • There may be soft warnings that will pop up after clicking Save.  Please click through these warnings to allow for the Save.


  • Employees in a 'No Pay Basis' are not included; however, we encourage a best business practice to enter this data for all employees.

Procedure Steps

1.  Log in to HRS, WED Error Queries appear to the right of the Main Menu.  Error Queries appear based on your current security and whether there are errors to fix.


2.  To filter the results of the Error Query list further, options appear below. 


Module = Cast net by specific functional group queries

Priority = All queries by default are sorted High, Medium, Low

Business Unit = filter by campus

Dept ID = filter by specific Dept ID (must enter full alpha + six digit code)

DeptID (like) = filter by a partial Dept ID to capture larger net at the division level or multiple departments.

3.  Click on UW HR Missing / Incorrect Date of Birth Error Query

  • Note - there are additional filters available to narrow your list:  Business Unit, DeptID (1), DeptID - Like (2), Show Claimed, Show Completed.

4.  Click the 'Check to Claim' check box, your name will appear in the Claimed by Section with the Date and Time noted.

5.  Click Link to PERSONAL_DATA_1


    WED EQ 2List Errors

    6.  Modify a Person page opens in a new window, where Date of Birth is stored.  The Date of Birth field is not effective dated.  You can update/change it without adding a row.

    • Example 1:  Employee's Date of Birth is missing. 
      • Review documentation provided by employee (I9 Identification) to verify correct Date of Birth.
      • Enter correct Date of Birth in the field.
      • Click Save. **Soft warnings may appear, click OK through these warnings. 
      • Close Window.
      • Skip to Step 9.

    DOB 3

    • Example 2:  Employee's Date of Birth is incorrect.  Employee is identified to be younger than 14 or older than 105. 
      • Review documentation provided by employee (I9 Identification) to verify the correct Date of Birth.
      • Enter correct Date of Birth in the field.
      • Click Save.  **Soft warnings may appear, click OK through these warnings.
      • Close Window.
    DOB 2

    7.  Upon successfully fixing and saving the change for the Employee, close the open window and return to UW_HR_Missing_Or_Incorrect_Date_of_Birth Error Query page.

    8.  C
    lick the 'Completed' check box.  Your name will appear in the Completed by Section with the Date and Time noted.

    DOB 4

    9.  Click Home link to return to the main WED page


    10.  Click Return to Dashboard link (available on every page) to return to the main WED page

    return to dashboard

    11.  Upon successful completion of the Employee's error and nightly updates, the Employee will fall off the list.

    Related Jobaids

    Keywords:WED, Missing DOB, Incorrect DOB, User Dashboard, Fix Employee Data   Doc ID:30449
    Owner:Tami E.Group:Human Resource System (HRS)
    Created:2013-05-31 13:03 CDTUpdated:2016-06-24 09:41 CDT
    Sites:Human Resource System (HRS)
    Feedback:  0   0