9.2 Modifying a Person

Purpose: Use this document as a reference for modifying personal information in ctcLink.

Audience: HR Administrator, HR Specialists

Navigation: NavBar > Workforce Administration > Personal Information > Modify a Person

  1. Enter the Empl ID.
  2. Select the Search button.
Find an Existing Value tab

Biographical Details - Add or Update Name

  1. To add or update the Name, select the Biographical Details tab.
  2. Select the plus sign (+) to Add A New Effective Dated Row.
  3. The Effective Date defaults to Today's Date, change if needed.

 

Biographical Details tab
  1. To update the Name, select the appropriate Format Type (ex: Preferred Name).
  2. Select the Edit Name button.
Name page
  1. Select a Prefix, if applicable.
  2. First Name and Last Name must be populated as they are required fields; update if needed.
  3. In the Preferred First Name field, enter the name the employee has requested to be displayed in Employee Self Service. (This is an optional field).
  4. In the Preferred Last Name field, enter the last name the employee wants displayed in Employee Self Service.
  5. Select a Suffix, if applicable.
  6. Select Refresh Name to validate the changes.
  7. Select OK.
  8. Save the record.
Preferred Name Name Format section

Note: In order for the Preferred Name to be displayed on the portal page, the HR Administrator must send a request to the Local Security Administrator to have the Name Description updated on the employee’s User Profile.

IMPORTANT:  Legal name(s) will show on legal documents/screens such as Payroll and Tax information.

Contact Information - Current Addresses

  1. Select the Contact Information tab.
  2. In the Current Addresses section, click the plus sign (+) to add a new address.
Contact Information tab
  1. Select the appropriate Address Type from the drop down menu.
  2. Select the Add Address Detail link.
Contact Information tab
  1. The Effective Date will Default to Today's Date, change if needed (this date should match the date entered on the Biographical Details tab).
  2. The Country defaults to USA, leave as is.
  3. The Status defaults to A (Active); change if needed.
  4. Select the Add Address link.
Address History
  1. Enter the Street Address in the Address 1 field (Address 2 & 3 can be used for P.O. Box and/or Apt/Ste numbers).
  2. Enter the City.
  3. Enter or Select the State.
  4. Enter the Zip Code in the Postal Code field (typically this will auto populate once the state is entered).
  5. Enter the County (optional).
  6. Select OK.

 WARNING: The Override Address Verification option is not required

An Address Warning may occur with alternate suggestions, this will not prevent the record from saving.

  1. The system will redirect you to the Address History page (will all entries populated), select OK.
Edit Address window
Address History window
  1. The new address is now listed in the Current Addresses section.
  2. Select Save.
Contact Information tab, Save button

Regional

  1. Select the Regional tab.
  2. In the Ethnic Group section, select the plus sign to add a new ethnic group from the lookup icon.
  3. Select the Primary checkbox if applicable.
  4. Use the fields in the History section to track your I-9 information.  Select the plus sign to add a new effective dated information.
  5. In the Veteran section select a Military Status from the drop down menu. (If you select a discharge related option, the system will require the Military Discharge Date).
  6. In the Smoker History section, enter a new effective date and select Yes/No.  (You will see it displayed following this navigation:  ESS > Personal Details > Additional Information).
  7. Select Save.
Regional tab

Congratulations you have successfully modified a person!!!

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