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

Maintaining Person Data - Contact Information in HRS

Overview

This procedure contains information for the HR professional on maintaining the contact information tab on the person data record. On this page, you may add or update mailing addresses, phone information, and email addresses. You may also enter a future dated change.

Process Considerations:

  • The employee may update his/her home address through self service. See Human Resources / Personal Information Help.
  • It is possible to update the Business email address on this page; however, there is a nightly batch job from the Person Hub which populates the business email address and marks it as Preferred. If the Person Hub email address is different from what is in the field, the program will overwrite the value with what is in the Person Hub. Each campus is responsible for maintaining employee business email addresses in its campus email system. This is the only way HRS will be updated with business email addresses.
  • It is possible to update the Student and Student Other email addresses on this page; however, there is a nightly batch job from the Person Hub/SIS (Student Info System) which populates these email addresses. If the Person Hub/SIS email address is different from what is in the field, then the program will overwrite the value with what is in the Person Hub/SIS. Each campus is responsible for maintaining student email addresses in its SIS. This is the only way HRS will be updated with student email addresses.
  • "Headquarter City" is a new address type added in October, 2020. This is the primary address (City, State) that defines the employee's work location. It needs to be updated as work location changes.
    • If work location is not a UW-affiliated office location, it should be added in HRS using Headquarter City address type
    • If business address in HRS defines the actual work location, no action is needed
  • Preferred phone is defined as the primary phone number at which the employee wishes to be contacted for business purposes. Only phone types of "Business" and "Business Other" should be marked Preferred.
You may click on the links below to navigate directly to a section:

Instructions To Add an Additional Address

  1. Navigate to Workforce Administration > Personal Information > Modify a Person.
  2. Click the Contact Information tab.
  3. Click on the plus sign to add another row.
  4. Select the desired address type from the drop-down list.
  5. Click Add Address Detail hyperlink. The Address History page will appear.

    screenshot of steps 2 through 5
  6. Verify Effective Date
  7. Verify Country
  8. Click Add Address hyperlink. The Edit Address page will appear.
  9. Add the address details.
       NOTE: The fields and drop-down values are dictated by the Country that was selected on the preceding Address History page. Be sure the correct country is indicated.
  10. Click OK
  11. Review the new address, and click OK.
  12. Repeat to add additional addresses. Click Save.

Instructions To Update Phone Number and/or Email Address

  1. Navigate to Workforce Administration > Personal Information > Modify a Person.
  2. Click the Contact Information tab.
  3. To add the initial phone number, select the phone type from the drop down menu
  4. Enter the Telephone number. If entering more than one phone type, the Preferred check box must be checked. To add additional phone types and numbers click on the plus button.

    Note: Only phone types of "Business" and "Business Other" should be marked Preferred.

    92 phone info replace
  5. Enter an email address. Note that business email addresses are automatically loaded from the Person Hub overnight and marked Preferred. To add an additional email address other than business, click the plus button.

    Email Address
  6. Click Save.

Instructions To Update an Address

  1. Navigate to Workforce Administration > Personal Information > Modify a Person.
  2. Click the Contact Information tab.
  3. Click the View Address Detail hyperlink.

    92 update add 1 replce
  4. Click the plus sign to add a new effective dated row.
  5. Enter the effective date for the address change. It may be the current date or a date in the future. Ensure the Country is correct.
  6. Click the Add Address hyperlink.

    92 update add 2 replce
  7. On the Edit Address page enter the new address.

    Warning: The fields and drop-down values are dictated by the country that was selected on the preceding Address History page. Be sure the correct country is selected.

    For addresses in the United Status, the address cleansing tool will validate the address against USPS records and populate valid values.

  8. Click OK and return to the Address History page.
  9. Click OK.
  10. Click Save.

Instructions To Inactivate Address Types

  1. Navigation: Workforce Administration > Personal Information > Modify a Person.
  2. Enter employee information (i.e., EmplID, Name, Last Name, etc.)
  3. Click Search.
  4. If necessary, select employee from list.
  5. Click the Contact Information tab.
  6. Click the View Address Detail hyperlink.

    92 inactivate add replce
  7. Click the plus sign to add a row and enter the correct Effective Date.
  8. Select the magnifying glass navigation by status.
  9. Select Inactive.

    Inactivate
  10. Click OK.
  11. Click Save.

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Keywords:
address change phone email address home address mailing address business address business address home email change maintain contact contact information maintain information update HR, Human Resources HR, Human Resources 
Doc ID:
17784
Owned by:
Jessica R. in UW–Shared Services
Created:
2011-04-01
Updated:
2024-05-14
Sites:
UW–Shared Services