Change People Information

Perform this procedure when you have received an Oracle Information Change Form, which indicates correcting or changing personal data in the People form.

Prerequisites

  1. Completed paperwork with the appropriate approvals must have been received.

To Change Personnel Data

  1. Select People > Enter and Maintain to go to the Decision form.
  2. If you need to change the current effective date, click Yes to go to the Alter Effective Date form and from the calendar List of Values, select the date of the change. Click OK to go to the Find Person form.
  3. If you do not need to change the effective date of the change and use the current date, click No to go to the Find Person form.
  4. Complete one of the following appropriate Find Person form fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Full Name

    O

    Person's last name

    The last name search will narrow choices for selection.

    Social Security

    O

    Person's social security number (SSN).

    Number

    O

    Person's employee number

  5. Click Find to go to the People form.
  6. As required by the completed and approved change form, complete the following People form fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Last

    O

    The person's last name (surname, family name).

    First

    O

    The person's first name.

    Title

    O

    The person's name title prefix.. Select a title from the List of Values.

    Examples:

    • Dr.
    • Miss
    • Mr.
    • Mrs.

       

    Middle

    O

    Middle initial or name

    Gender

    O

    Select from the drop down box:

    • Male
    • Female
    • Unknown Gender

       

    Identification

    System supplied

    Social Security

    O

    Person's social security number

    Note: An em dash () in the table above indicates a field that is automatically populated by the system or that is not needed.

  7. As required by the completed and approved change form, complete the following fields in the Personal tab:

    Field Name

    Required (R) or Optional (O)

    Description

    Birth Date

    O

    Date of birth

    For Example: 04-JUL-1970

    Age

    O

    The person's current age as of the date of this record. System generated based on date of birth entered.

    Nationality

    O

    Select from the List of Values.

  8. Select File > Save. When making changes, select File > Save to keep a history of the change. Changing a field may display the Choose an option form. Select Update to keep a history of the change or click Correction to fix an entry made in error.
  9. As required by the completed and approved change form, complete the following fields in the Employment tab:

    Field Name

    Required (R) or Optional (O)

    Description

    Ethnic Origin

    O

    Ethnic origin of person. Select from the List of Values.

    Veteran Status

    O

    Select from the List of Values if the person claims veteran status.

    I-9 Status

    O

    I-9 document status. The Research Foundation uses Form I-9 to record the documentary evidence of identity and employment eligibility presented by the employee being appointed to the payroll.

    Select appropriate I-9 status from the List of Values.

    I-9 Expiration

    O

    Work authorization expiration date

    For non-citizen employees in the U.S. on a visa, enter the I-9 expiration date (i.e., the date of expiration for authorization to work in the U.S.). Select from the calendar List of Values.

    New Hire

    O

    This filed indicates if the new hire is to be included or excluded in NY State reporting.

    Select Include in New Hire Report from the List of Values.

    Exception Reason

    O

    Only complete if Exclude from New Hire Reporting is entered in New Hire field.

    Enter Not an Employee.

  10. Select File > Save. When making changes, select File > Save to keep a history of the change. Changing a field may display the Choose an option form. Select Update to keep a history of the change or click Correction to fix an entry made in error.
  11. As required by the completed and approved change form, complete the following fields in the Office Details tab:

    Field Name

    Required (R) or Optional (O)

    Description

    Mailstop

    O

    Delivery drop location for paychecks

    Checks are sorted by location, mailstop, and name. Mailstop information is defined by individual operating locations. See your campus administrator.

    Email

    O

    Email address.

    Mail To

     

    O

    Location where employee receives mail. Select from the List of Values:

    • Home
    • Office

       

  12. Select File > Save. When making changes, select File > Save to keep a history of the change. Changing a field may display the Choose an option form. Select Update to keep a history of the change or click Correction to fix an entry made in error.
  13. As required by the completed and approved change form, complete the following field in the Benefits tab:

    Field Name

    Required (R) or Optional (O)

    Description

    Date First Hired

    O

    Date of Hire

  14. Select File > Save.When making changes, select File > Save to keep a history of the change. Changing a field may display the Choose an option form. Select Update to keep a history of the change or click Correction to fix an entry made in error

Notes: