Topics Map > Human Resource System (HRS) > HRS Human Resources Administration

Maintaining Person Data - Biographical Details in HRS

Overview

This user procedure describes how to update Person information on the Biographical Details tab. This will be used by HR Professionals to enter changes and updates to employee information. There is a separate process for the employee to use through self service.

Process Considerations:

  • 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. (You may need to download the latest version of Adobe Acrobat or open this form with a different program.) Any documentation received should be forwarded to your campus' central HR office for their records.
  • Updates to SSN for Foreign Nationals will require an update in Glacier for tax purposes.
You may click on the links below to navigate directly to a section:

Instructions

To Change the Name Field

    1. Navigate to Workforce Administration>Personal Information>Modify a Person
    2. Enter the Empl ID or Name, Last Name for the employee.
    3. Click Search.
    4. If necessary, select the employee from the search results.
    5. Click the plus sign to add a new row.
    6. Change the Effective Date to the date the new name is to be effective.
    7. Click the Edit Name button.

      change name
    8. The Name page opens, and the fields are available for update.
    9. Make the name change (maximum of 30 letters per name field) in any of the name fields.
    10. Click the Refresh Name button to see the new name displayed.
    11. Click OK to return to the Biographical Details tab.

      edit name
    12. Click the Save button.
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To Correct the Date of Birth (DOB)

warning  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.

    1. Navigate to Workforce Administration>Personal Information>Modify a Person
    2. Enter the Empl ID or Name, Last Name for the employee.
    3. Click Search.
    4. If necessary, select the employee from the search results.
    5. The Date of Birth field and the other fields in the Biographic Information section are NOT effective dated. To update the Date of Birth field, enter the correct date.
    6. Click Save.

      correct date of birth
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To Change the Gender Field

    1. Navigate to Workforce Administration>Personal Information>Modify a Person
    2. Enter the Empl ID or Name, Last Name for the employee.
    3. Click Search.
    4. If necessary, select the employee from the search results.
    5. Click the plus sign to add a new row.
    6. 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. Open a ticket to UW Shared Services.)
    7. Select the Gender value from the drop down list.
    8. Save

      gender change
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To Update Primary National ID

  1. Navigate to Workforce Administration>Personal Information> Modify a Person

  2. Enter the Empl ID 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".)

    national id step 4

  5. If the SSN is not known or not available, leave the National ID field blank. (There will be a Warning Message.) The value will default to XXX-XX-XXXX.

    national id step 5

  6. If there is not an SSN, a UW Reporting ID should be created.  After the person record is saved, create the "UW Reporting ID" by typing 000 + Last 6 digits of Empl ID.
  7. Make the UW Reporting ID as the Primary ID.

    national id steps

  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.

    9SSNScreenshot_Replace

  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.

    Individual Tax ID

  10. Save.

warning  The UW Medical Foundation is loaded into HRS from a file download. It will not need to be manually maintained.

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Additional Resources

Related KBs:

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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 HR, Human Resources HR, Human Resources 
Doc ID:
16907
Owned by:
Jessica R. in UW–Shared Services
Created:
2011-02-14
Updated:
2024-05-14
Sites:
UW–Shared Services