Adding a Person

Purpose: Use this document as a reference for creating a person record in ctcLink.

Audience: HR Administrators/Specialists responsible for maintaining personal information.

IMPORTANT: Before you begin this process, be sure to perform the Search Match process to verify if the person has an existing Employee ID.

Refer to the QRG titled Performing a Search Match

Navigation:  Main Menu > Workforce Administration > Personal Information > Add a Person

  1. Begin by navigating to the Add a Person page.  
  2. The Person ID value will default to NEW; leave as is if the person does not have an existing Empl ID based on your Search/Match results.
  3. Select Add Person.
Add a Person
  1. The Effective Date will default to Today's Date, change if applicable. (This is the date the person will now exist in PeopleSoft, there is no Job or Institute assigned to the person here).
  2. Select the Format Type drop down menu and select English.
Format Type
  1. Select the Add Name button, then click in the First Name field.
  2. Enter the appropriate information into the First Name field.
  3. Enter the appropriate information into the Last Name field.
  4. Select the Refresh Name button, then click OK.
  5. Select the Date of Birth field and enter the appropriate information.  *Note: Leave the Birth State and Birth Location fields blank.  Birth Country auto-populates to USA.
  6. Select the National ID field, and enter the social security number into the blank field.  
  7. Select the Contact Information tab.
Contact Information
  1. Select the Add Address Detail link.  The Address History page will appear.
  2. Select the Add Address link. The Edit Address page will appear.
Address History
  1. Enter the Street Address on Address Line  1 (if there is a P.O. Box you can enter it on Address Line 2)
  2. Enter the City.
  3. Select a State from the lookup icon.
  4. Enter the Postal (Zip) Code.
  5. Enter the County (optional).
  6. Select OK.
Edit Address

Warning: If the system does not recognize the address it will list potential alternatives. Click the Override Address Verification box to bypass.

The system will direct you back to the Address History page. This time the address you entered will display on the page.

  1. Select OK.
Address History

The system will redirect you to the Contact Information tab.

In the Phone Information enter the details regarding the phone contact.

  1. Select the Phone Type from the drop-down menu.
  2. Enter the Telephone Number.  
  3. Enter an Extension (Optional).
  4. Select the Preferred check box.
Phone Information

In the Email Address section, enter the details regarding the email account.

  1. Select the Email Type from the drop-down menu.
  2. Enter the Email Address.  
  3. Select the Preferred check box.
Email Addresses

IMPORTANT:  In order for new employees to receive email notification through ctcLink, the Primary Email Address needs to be set up in the User Profile area of the PeopleSoft. You will not have access to this area.

However, you must add this Primary Email Address in the Biographical area in addition to any other email addresses you may include. It does not need to be checked as Preferred, but should be entered as Campus. Contact your Local Security Administratior for this address.

This is important as the Primary Email Address drives workflow and is located in the User Profile (security) area.

  1. Select the Regional tab
Regional tab
  1. Select an Ethnic Group from the lookup icon.
  2. Select the Primary checkbox.

Tip: Use the fields in the History section to track your I-9 information.

In the Veterans section:

  1. Select a Military Status from the drop-down menu.
  2. If you select a discharge related option, the system will require the Military Discharge Date.
  3. Select the Organizational Relationships tab.

NOTE: the Smoker History section is optional. The fields do not feed into any other tables.

  1. Select the Employee option.
  2. Click the Save button.

A Message box will appear.

  1. Click OK to continue and exit.

The system will save the record and generate a Person ID (Empl ID).

You have successfully Added a Person record.