|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|
Name History Page
Format Using: This field will default to USA.
Prefix, First, Middle, Last and Suffixare now separate fields.
Address History Page
Status: This field relates to the address type and may be updated to reflect Active or Inactive status.
Personal History Page
Waive Data Protection: Not used in PayServ
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.
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 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.