NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date:  July 1, 2003 Bulletin No.  402

Subject Changes to Personal Data
Purpose To provide an overview of the Personal Data component and highlight the changes resulting from the Payroll System upgrade.
Affected Employees All Employees
Overview The Personal Data component stores personal data for an employee. There is only one Personal Data component for each employee, even when the employee has multiple Employee Records.  Personal Data Component is now displayed on 4 pages:  Name History, Address History, Personal Data History and Identity/Diversity.
Path Administer Workforce > Administer Workforce (GBL) > Use > Personal Data
New Fields
Name History Page

Name Type
Type of Name:  This field will default to Primary.  All employees are required to have a primary name.  The agency may also insert a row here to change the type of name to other values.

Name History
Effective Date:  This field is the effective date of the hire or the effective date of the name change.

Format Using:  This field will default to USA.

Prefix, First, Middle, Last and Suffixare now separate fields.
 
Refresh the Name Field: Click on the box and the employee’s full name will be displayed in the Name field.  Clicking this button is optional; the Name field will also be updated when the transaction is saved.

Address History Page

Address Type
Address Type:  This field will default to Home.  The agency may also insert a row to change the address type.  The values for type of address are Home, Mail and Check.  The agency must continue to update the distribution mail option indicator on Payroll Data.

Address History
Effective Date:  This field is the effective date of the hire or the effective date of the change of address or change of address type.

Status:  This field relates to the address type and may be updated to reflect Active or Inactive status.

Phones
Phone Type and Telephone:  These fields are not required, but the agency may choose to use them.  The Phone Type field will default to Main.  This is where the agency should insert a row to change a telephone number or add telephone number type.

Email Addresses
Email Type and Email Address:  These fields are not required, but the agency may choose to use them.  This field is the location where the email will be sent and the email address.  This is where the agency should insert a row to change an email address or email address type.

Personal History Page

Personal Data
Effective Date:  This field is the effective date of the hire or the effective date of changes made to data on this page.  The following fields are not required, but the agency may choose to use them.

Gender
Alternate Employee ID
Highest Education Level
Language Code
Marital Status
As of Date (Default to the hire effective date)

Full-Time Student check box


Under the Collapsible Data Area
Military Status
Date Entitled to Medicare
Eligible to work in U.S. (Check box will default to checked).

Identity/Diversity Page

Waive Data Protection:  Not used in PayServ

Referral Source
None of these fields are used in PayServ
Effective date:
Referral Source:

Referral Source Subcategory:
Employee Referral ID: 
Specific Referral Source: 
Applicant is a family member: 
Previously Employed by Company

National ID
Country:  This field will default to USA
National ID Type:  This field will default to PR
Description:  Displays Social Security Number
National ID:  This is where the agency enters the SSN
Primary ID:  Willdefault with a check mark

System
Processing
Changes

The Name, Address and Personal History pages are now effective-dated.  Each page is independent and can have a distinct effective date, with the exception of the Hire Transaction.  The effective dates must be identical to the date of Hire.

The Name History page is where the agency will enter the employee’s name or changes to the employee’s name.  To make a change to the name, the agency must insert a row in the Name History section and enter the effective date of the change and the name change and save the transaction.

The Address History page is where the agency will enter the employee’s address, phone number and email address.  The address page allows the agency to enter home, mail and check address.  To make a change to the address or address type, the agency must insert a row in the Address History section and enter the effective date of the change and the change itself, and save the transaction.  The agency can also enter multiple phone numbers and email addresses.

The Personal History page is where the agency may enter gender, highest education level, language code, marital status, and military status.  The Effective Date is the only required field for a hire transaction.  To make a change to any information on this page, the agency must insert a row in the Personal Data section and enter the effective date and the change, and save the transaction.

The Identity/Diversity page is where the agency will enter the employee’s social security number in the National ID field.
Conversion

OSC will populate the effective dates on the Name History Page, Address History Page and Personal History Page in the Personal Data component using the employee’s earliest effective date from all employee record numbers.

Questions

Questions regarding processing payroll transactions using the Personal Data page in the upgraded Payroll System (PayServ) may be directed to the Payroll Audit mailbox.

Prior to August 4, questions will be answered within two business days. After August 4, questions will be answered within 24 hours.