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

Maintaining Employee Data - Emergency Contact Information in HRS

Overview

This procedure is for HR Professionals within a division or campus who may have a need to update an employee's Emergency Contact information. This may be done while entering new hire information. If employees do not have access to a computer, input may be done for routine information update when corresponding documentation is received in the HR office.

Process Considerations:

  • If there is more than one Emergency Contact listed, you will need to use the arrows to get to multiple Emergency Contacts.
  • A Primary Emergency Contact must be identified
  • Active employees should update their own information in HRS.This gives employees the knowledge to update their own personal information which suggests improvement in data integrity with reduction in mis-keyed information.
You may click on the links below to navigate directly to a section:

Instructions

  1. Navigate to Workforce Administration > Personal Information > Personal Relationships > Emergency Contact.
  2. Enter Empl ID or First and Last Name of Employee.
  3. Click Search button.
  4. If necessary, select the employee from the list.
  5. If there is no Emergency Contact information listed, add data as needed.
    1. In the Contact Name field, enter the emergency contact name using ALL CAPS in the format of Last Name,First Name (no space).
    2. Check Primary Contact box (One Primary Contact must be identified).
    3. If applicable, check boxes for Same Address as Employee and Same Phone as Employee.
    4. OR Click Edit Address link to add a different address.
      1. If this is a foreign address, click the Change Country button.
      2. Complete the address fields.
      3. Click OK.
    5. If necessary, click in the Phone field to enter a phone number.
    6. If there are additional phone numbers for the emergency contact, click Other Phone Numbers tab and add the additional numbers.
  6. If there is Emergency Contact information listed and you wish to delete that contact, click the minus sign.
  7. If there is Emergency Contact Information listed and you wish to add an additional contact, click the plus sign.
    1. In the Contact Name field, enter the emergency contact name using ALL CAPS in the format of Last Name,First Name (no space).
    2. Check Primary Contact box if appropriate(One Primary Contact must be identified).
    3. If applicable, check boxes for Same Address as Employee and Same Phone as Employee.
    4. OR Click Edit Address link to add a different address.
      1. If this is a foreign address, click the Change Country button.
      2. Complete the address fields.
      3. Click OK.
    5. If necessary, click in the Phone field to enter a phone number.
    6. If there are additional phone numbers for the emergency contact, click Other Phone Numbers tab and add the additional numbers.
  8. Click Save

    add emergency contact
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Keywords:
HR Office manual update for Emergency Contact Workforce Administration Maintain People Data Person Data HR, Human Resources HR, Human Resources 
Doc ID:
18678
Owned by:
Jessica R. in UW–Shared Services
Created:
2011-05-30
Updated:
2024-05-14
Sites:
UW–Shared Services